Use AI in the Template Library to create reusable communication content, then review the wording, merge fields, and formatting before saving.
This guide covers both Text templates, which use Aptly’s rich-text editor, and HTML templates, which use the HTML template builder. AI generation for these regular communication templates does not require Premium.
1. Open the template workflow
Go to Template Library → Add Template.
Choose the route that matches your template:
Create a Text template with AI from the start
Select Have AI Help Create It. This opens the AI generation window. After generating and refining the content, Continue places it in the Text body of the template.
Use AI inside a Text or HTML template
Select Start from Scratch.
- Text: open the template editor and select AI Generate.
- HTML: select HTML as the format, then click Edit to open the HTML template editor. Select AI Generate at the top.
Both routes use the same generation settings below.
2. Tell AI what to create
Complete the generation settings:
- Tone: choose the communication style, such as professional, friendly, or direct.
- Voice or role: choose who is writing, such as Property Manager, Maintenance Coordinator, Leasing Agent, or Team Lead.
- Description: explain the audience, purpose, and information to include.
- Output Format: choose Complete Message, Short Text, Long Text, or Bullet Points.
- Board: select the workflow’s board so AI can include relevant merge fields.
- Knowledge Articles: optionally add existing documentation that the content should reflect.
For example: “Create a move-in checklist for new tenants. Include our approved utility setup, key pickup, inspection, and rent-payment instructions.”
3. Generate and refine the content
Click Generate and review the preview. Use the adjustment field to request changes, then click Apply.
Useful adjustments include:
- “Number the checklist steps.”
- “Use the first name merge field in the greeting.”
- “Include unit information above the checklist.”
- “Replace generic placeholders with fields from the selected board.”
Use Regenerate if you want to start again. Check that the wording reflects your approved process; AI-generated details and merge fields still need review.
4. Insert the content
Text templates
If you started with Have AI Help Create It, click Continue to populate the Text body. If you used AI from within the Text editor, insert the generated content into the body and make final adjustments.
HTML templates
Click Use This Content. AI inserts the result as a text block in the first section of the HTML template; it does not create a complete designed layout.
Use the HTML builder to adjust formatting, move or add blocks, and add images, buttons, or other design elements.
5. Finalize and save
Before saving, check:
- Template Name and the email Subject Line, where applicable.
- The Folder, Related Board, and internal Description.
- The intended template Type.
- Merge fields against the selected board.
- The final text and HTML layout.
Template type is separate from format. The library supports Email, SMS, Form, and PDF Print types; Text and HTML describe the editing format.
Click Save. Before using the template with customers, review its rendered output with known sample data so missing values or incorrect formatting do not go unnoticed.