# Shared email templates

Learn how admins create and share email templates across an organization, choose visibility, and give athletes consistent, on-brand outreach.

Shared email templates let admins write one great outreach message and put it in every athlete's hands, instead of hoping each athlete writes their own from scratch. Set who can use a template once, and every athlete in scope sees it immediately.

## Choose a visibility

When you create or edit a template, you'll set its **Visibility** — a required field with three options:

| Visibility | What it does |
|---|---|
| **Private** | "Only you can see and use this template." |
| **Entire Organization** | "Available to all of your athletes." |
| **Specific spaces** | "Available to athletes in the spaces you choose." |

If your organization has only one [space](/docs/organizations/spaces-and-teams), **Specific spaces** doesn't appear as an option, since there's nothing to narrow it down to. When you do pick **Specific spaces**, a **Spaces** checkbox group appears so you can select exactly which ones get access.

Only admins can set visibility. Athletes don't get a visibility choice on their own templates. Everything an athlete creates is private to them by default.

## What it looks like once shared

The template list shows a badge on every template so it's obvious what's shared and what isn't:

- Templates someone else created for you appear with a **Shared** badge.
- Your own templates show their current scope: **Private**, **Entire Organization**, or a space count like "2 spaces."

Sharing isn't a copy. It's live. The moment you add or remove a space from a template's visibility, every athlete in that space sees the change reflected in their own template list right away. There's no separate "push" step.

Only the original creator (or a super admin on the account) can edit or delete a shared template. An athlete who has a template shared into their space can use it, but can't delete it.

## Variables still work the same way

Shared templates use the same `{{variable}}` tags as any other template (`{{user.first_name}}`, `{{coach.last_name}}`, `{{college.name}}`, and the rest), so each athlete's copy still personalizes automatically. See [Templates & variables](/docs/email/templates-and-variables) for the full tag list.

One nuance for **Private** admin-authored templates: because you're the one drafting it (not the athlete), the editor only offers tags that resolve for you — coach, college, organization, and contact-info tags. Athlete-specific stat tags like grad year or GPA are hidden in that mode, since they'd have nothing to pull from until an athlete actually owns the send.

## Attachments

A template can carry one file attachment — a PDF, PNG, JPG, GIF, or WEBP, up to 7MB. It's included automatically with every email sent from that template, shared or not.

## Template limits

Template caps depend on your plan, not on sharing. Legacy free accounts have a capped number of templates; Pro organizations get unlimited templates. If you're near your limit, you'll see an upgrade prompt on the template list pointing to your [plan](/docs/getting-started/choosing-a-plan).

## What's next

- Set up [spaces and teams](/docs/organizations/spaces-and-teams) so you know exactly who a "specific spaces" template will reach.
- Review [staff roles & permissions](/docs/organizations/staff-roles-and-permissions) to confirm who on your team can create and edit templates.
- Try the [AI template generator](/docs/email/ai-template-generator) to draft a strong starting point before you set its visibility.

Source: https://productiverecruit.com/docs/team-tools/shared-templates