Create and use message templates

A message template is a block of text you write once and reuse afterward, instead of typing it from scratch every time you talk to a contact. It’s Prolibu’s counterpart to what HubSpot calls “snippets” — same goal, with one difference: in Prolibu it’s a full module, with its own table, its own editor, and its own access control, not a small panel tucked inside another tool.

Open the module

Message Templates doesn’t appear in the side menu. There are two ways in:

• The command palette — press Ctrl + K (or Cmd + K on Mac), type templates and pick Message Templates under Pages. See Command palette.
• Customize shortcuts, if you’ll be going there often: pin the module to the top bar and it’s one click away. See Shortcuts.

Create the template

Press the + button in the bottom-right corner. The Create Message Template panel opens with two fields:

• Message template — the name, the only required field.
• Model — the record type it’s tied to: Contact, Company, Deal, Proposal, Quote, Meeting, Message, Call, Ticket, and the rest of the CRM’s objects show up in the list. You can leave it unset and pick it later.

Confirm with Create. Prolibu opens the full template record so you can write the content.

Write the content

The record has three columns: the editor on the left, a Preview in the middle (with Sample data, Real record, and Send test tabs), and the record’s data on the right — Assigned to, Collaborators, the name, the Model, and the access controls.

The editor is a regular rich-text box: bold, italic, strikethrough, alignment, lists, quotes, and links, plus an icon for inserting images. Alongside whatever you type by hand, you can insert personalization tokens with the Insert variable button — see Personalize templates with variables.

While you write, the Check Template panel in the preview counts words, estimated reading time, subject length, links, spammy-sounding words, and how many personalization tokens you used, live.

Save with the Save button at the bottom of the panel.

The editor changes depending on the Model

We tried all 11 values of the Model picker one by one, creating a template with each, and the editor isn’t always the same:

• Contact, Company, Deal, Proposal, Quote, Meeting, Call, Email, and ProposalWizard open the text editor described above, with Insert variable available.
• Ticket opens a full-screen block-based design editor instead — you drag images, headings, buttons, tables, and dividers onto an email canvas, with desktop and mobile previews. There’s no Insert variable button.
• Message never got created: Prolibu asks for a Channel (Channel is required for WhatsApp templates) before saving. That’s the WhatsApp Business template path, a different flow that needs a connected WhatsApp channel — this article doesn’t cover it.

Don’t assume the same editor across every Model

If you’re documenting or training someone on Message Templates, test the specific Model they’ll actually use. What holds for Contact or Deal (text + personalization tokens) doesn’t apply to Ticket (blocks) or Message (WhatsApp).

Share access

By default, a newly created template is visible only to its creator, its Assigned to user, and its Collaborators — the same permission model used by Directory records, explained in Assign access to records.

To open it up to the rest of the account, expand the Allow everyone section and turn on, separately:

• View — any user can open the template, even without being assigned or a collaborator.
• Edit — any user can modify it, not just view it.

No confirmed quantity limit

We found no notice anywhere in the interface about a maximum number of templates or a character cap per template — unlike HubSpot, which limits both depending on the plan. We’re not assuming either way: if your account has a ceiling, it isn’t shown in the editor.

We couldn’t confirm a shortcut to insert the template into a real message

In HubSpot, a snippet gets inserted while composing an email or note by typing #. In Prolibu we tried that same gesture in the notes of a Contact, a Company, and a Deal, and in all three cases the dropdown that opens with # says “No results” for any search. Ticket and Quote don’t even have a notes tab to try it on. Within what this test account covers, we couldn’t confirm a place in the product where a template’s content gets inserted automatically into a message you’re about to send — beyond copying the text by hand or using the Send test tab in the template’s own editor.