Email Templates
Last updated: October 30, 2026
Rally lets you create custom, reusable email templates that save your team time, improve participation rates, and reduce the chance of emails being marked as spam.
Templates support company branding, pre-approved language, and personalization tokens that automatically populate participant names and study details. Use them for screeners, confirmations, reminders, scheduling, incentives, and more.
Once created, templates are available to select during the Messages step of the study builder, where you can customize the content further for the specific study.
Create a new email template
Creating email templates requires the "Create and modify email templates settings" permission. The default Rally roles that include this permission are Admin, Ops Manager, and Researcher. See Users, roles, and permissions.
From the navigation sidebar, select Templates, then select the Emails tab.
Select +New in the top right.
Select the Email type. This decides where the template appears during study setup. See Email types below.
Enter a Template name that teammates will recognize.
Choose a Layout:
Branded: Uses your workspace's branding, such as your logo and brand colors.
Plain Text: Looks like a personal email, for a more conversational tone.
Enter the Email subject and Email body. Use property tokens, such as First Name or Study Name, to personalize each email.
Use the toolbar at the bottom of the email body to format your email: change the font, size, color, and alignment, add lists and images, add custom links as text or buttons, and insert property tokens or study links. Select More for all options.
Turn on Unsubscribe link to add an unsubscribe link at the bottom of your emails. This helps you comply with anti-spam laws like CAN-SPAM and improves deliverability. Branded emails always include it, so the toggle can't be turned off for them.
Select Preview to see how the email will look to participants, or Send to myself to send yourself a test.
Select Save changes.
Scheduler and Unmoderated Test links bypass the screener, allowing participants to schedule or begin the activity directly.
Email types
Interview Screener
Interview Scheduler
Interview Request Reschedule
Interview Confirmation
Interview Cancellation
Interview Reminder
Unmoderated Test
Unmoderated Test Screener
Survey
Incentive
Signup Confirmation
Consent Request
Cosigner Request
Custom: Can be used for any email type except Incentive.
Set template permissions
By default, templates created from the workspace-level Templates page are available to the whole workspace. Templates created within a team are limited to that team.
Select the Permissions tab at the top of the template editor.
To restrict access, select Only specific teams have access, then select + Add teams and choose the teams.
To remove a team, select the x next to its name.
Select Save changes.
To see a team's templates, select the team name in the sidebar, then Templates.
Property tokens
Property tokens fill emails with participant- and study-specific information. To add one, select Property Tokens in the bottom-right corner of the email body.
Some example tokens available in most email types:
First Name, Last Name, Email, Phone
Interview Start Time, Interview Start Date
Study Start Date, Study End Date
Any custom properties created in your workspace
Other study tokens, such as interview duration, external study name, and incentive amount, depend on the email type.
If a participant has no value for a token, Rally fills in a fallback. For example, First Name becomes "there".
Email Links
To add a link, select Insert in the bottom-right corner of the email body.
Link | When it's available |
|---|---|
Screener link | Any study that includes a screener |
Scheduler link | Scheduler, confirmation, reminder, reschedule, and cancellation emails |
Confirm attendance link | Confirmation and reminder emails |
Survey link | Survey emails |
Unmoderated test link | Unmoderated test emails |
Incentive link | Incentive emails |
Consent link | Any study that includes a consent form |
Cosigner request link | Cosigner request emails |
Some email types need a specific link before you can save:
Screener emails need a screener link.
Scheduler emails need a scheduler link.
Unmoderated test emails need an unmoderated test link.
Incentive emails need an incentive link.
Survey emails need a survey, screener, or custom link.
Each template can also use only one action link: survey, scheduler, or unmoderated test. Once one is added, the others are unavailable.
Manage email templates
Find existing templates under Templates > Emails.
Edit email templates
Select a template's name to open it. Change the content, name, email type, layout, or permissions, then select Save changes.
Editing a template doesn't change studies that already use it. Changes only apply the next time the template is used.
Delete email templates
Select the three dots (...) next to a template, select Delete, and confirm.
Duplicate email templates
Select the three dots (...) next to a template, then select Duplicate. The copy has the same name followed by (copy). Open it, make your changes, and select Save changes.
Default templates
Rally includes a starter template for each email type, marked with a Default badge. You can make one of your own templates the default for its email type instead. New studies start with the default template for each email type. A team's default takes priority over the workspace default for that team's studies.
FAQs
Can I use property tokens in the subject line?
Yes. Property tokens, such as First Name or Study Name, can be used in the subject line. Links, such as scheduler links or screener links, cannot appear in the subject line and should only be placed in the email body.
Why is my save button disabled?
Rally checks templates before saving. Save is blocked if the subject or body is empty, if a required link is missing or more than one action link is used, or if you typed a token in {brackets} instead of inserting it from Property Tokens. Check the warning messages in the editor for details.
Do changes to a template affect studies that are already using it?
No. Editing a template only affects future studies or emails that use it. Existing studies retain the version of the template that was applied when they were created or last edited.