Aptly’s AI-powered template generator allows you to quickly create professional, customized templates directly from the Template Library. Whether you’re drafting a move-in checklist, a maintenance follow-up, or an internal team communication, AI can help you build structured, board-specific content in minutes.
This article walks through how to generate a new template using AI from the Template Library, including both plain text and HTML templates.
Step 1: Navigate to the Template Library
- Go to Template Library.
- Click Add Template.
You’ll now see two options:
- Start from Scratch
- Have AI Help Create It
Step 2: Choose How You Want to Create the Template
Option A: Have AI Help Create It (Full AI Setup – Plain Text)
If you know you want AI to build your template from the start:
- Select Have AI Help Create It.
- The AI generation window will open.
You’ll configure your AI settings (outlined below), generate the content, refine it if needed, then click Continue.
The generated content will automatically populate the plain text body of your template.
Option B: Start from Scratch (Plain Text or HTML)
If you select Start from Scratch, you can either:
- Build your template manually, or
- Use AI from within the template editor.
For Plain Text Templates:
Once inside the template editor, click AI Generate to open the AI content window.
For HTML Templates:
- Click Add Template.
- Select Start from Scratch.
- Toggle the template type to HTML.
- Click Edit to open the HTML template editor.
- At the top of the editor, click AI Generate.
The same AI configuration process applies for both plain text and HTML templates.
Step 3: Configure Your AI Settings
Regardless of how you access AI (full AI setup, plain text editor, or HTML editor), you’ll complete the same setup fields.
1. Select Tone
Choose the tone that fits your communication style (professional, friendly, direct, etc.).
2. Choose the Voice (Role)
This tells AI who is “writing” the content.
Examples:
- Property Manager (for tenant communications)
- Maintenance Coordinator (for work order templates)
- Team Lead (for internal documentation)
- Leasing Agent (for prospect communications)
Selecting the appropriate voice ensures the messaging matches your workflow and audience.
3. Enter a Detailed Description
The Description field is where you explain what you want created. The more specific you are, the better the output.
Example:
Create a detailed move-in checklist for new tenants. Include steps for utilities, key pickup, inspection process, and rent payment reminders.
Clear, descriptive instructions produce stronger results.
4. Select an Output Format
Choose the format that best fits your use case:
- Complete Message – Full email or communication
- Short Text – Ideal for SMS
- Long Text
- Bullet Points – Great for checklist sections
5. Select a Board
Choosing a board allows AI to:
- Automatically insert relevant merge fields
- Structure the template for that workflow
For example, selecting your Move-Ins board ensures merge fields like first name, unit details, or dates can be included automatically.
6. Add Knowledge Articles (Optional but Recommended)
If you already have internal documentation—such as a move-in process or onboarding email—you can attach Knowledge Articles.
This allows AI to:
- Pull from existing best practices
- Maintain consistency
- Include information you’ve already deemed important
Step 4: Generate and Refine the Content
Click Generate.
Your AI-created template will appear in the preview window.
If the content isn’t exactly how you want it, use the adjustment text box below the generated content to refine it.
Examples of Adjustments:
- “Add numbers to the items in the checklist.”
- “Use the first name merge field in the greeting.”
- “Include unit information as a block of text above the checklist using merge fields.”
- “Replace generic placeholders with board merge fields.”
Click Apply to update the content. You can refine as many times as needed.
If you want to completely re-do the ai generated content, click regenerate.
Step 5: Insert the Content into Your Template
For Plain Text Templates
- If you selected Have AI Help Create It, click Continue and the content will automatically populate the template body.
- If you generated content from within the editor, insert the generated content into the body and make any final adjustments.
For HTML Templates
- After generating content, click Use This Content.
- The AI-generated content will be added as a text block (in the first block of the HTML editor).
- All generated information will appear inside that text block.
From there, you can:
- Edit formatting
- Move blocks
- Add additional design elements
- Insert images or styling as needed
Step 6: Finalize and Save
Before saving, confirm:
- Template Name is clear and descriptive
- Subject Line is added (required for email templates)
- Folder and Related Board are correct
- Internal Description is completed for your team
- Merge fields are accurate
- Formatting looks correct
Select your Type (Email, SMS, PDF, or Print), then click Save.
Your AI-generated template is now ready to use in your workflows.
Best Practices for Strong AI Templates
- Be specific in your description.
- Always select the correct board for proper merge field usage.
- Attach relevant Knowledge Articles when available.
- Refine the output before finalizing.
- Review formatting carefully in HTML templates.
- Ensure your subject line and template name are completed before saving.
Using AI within the Template Library allows you to create consistent, professional, and board-specific templates—whether plain text or fully designed HTML—in a fraction of the time.