> ## Documentation Index
> Fetch the complete documentation index at: https://help.hflow.pro/llms.txt
> Use this file to discover all available pages before exploring further.

# Email templates

> Create and maintain communication templates with merge tokens for the Communications draft screen.

Administrators use **Email Templates** under **Configuration** to define subject and body text for family updates. Staff choose these templates when drafting in [Communications](/hflow/communications); hFlow fills **tokens** with each student’s data in the preview.

## Optional add-on

**Email Templates** is part of the **hFlow Communication Hub**, an **optional add-on** to your school’s hFlow subscription. When the add-on is enabled, administrators can create and edit templates here; staff use them when drafting in Communications.

If the add-on is not enabled for your school, this page shows a preview and a short message. Use **Close** to return to **Students**. Your hFlow administrator or account representative can enable the Communication Hub for your organization.

## How to open Email Templates

1. In the header, open **Configuration**.
2. Choose **Email Templates**.

## How to select and filter templates

1. Open the template dropdown at the top and pick a template (a lock icon marks **system** templates).
2. Use **Search templates…** to find by name.
3. Use the filter chips **All**, **System**, **Mine**, **BOY**, **MOY**, or **EOY** to narrow the list.

System templates are read-only until you **Duplicate** them.

## How to create or edit a template

1. Select a custom template, or duplicate a system template and rename it.
2. Edit **Name**, **Subject**, and **Body** in the center panel.
3. Click tokens in the right-hand **Tokens** panel to insert placeholders into the focused field (subject or body).
4. Changes save automatically after you pause typing. Next to the template name you briefly see **Saving…**, then **Saved**.

Duplicated templates appear in the dropdown immediately. Saved student drafts keep their preview text until refreshed. After you save here, open the draft in Communications, if a newer template version is available, hFlow shows a banner; use **Refresh Template** (or **Refresh** in the banner) to pull in the latest wording.

## How to use token filters

The **Tokens** panel on the right helps you find placeholders without scrolling the full list.

1. **Show for period**: choose **All**, **BOY**, **MOY**, or **EOY** to hide tokens for other assessment periods (period-specific metrics and charts).
2. **Filter tokens…**: type to match token labels or placeholder text.
3. Browse by category: **GENERAL**, **READING**, **LISTENING**, **SPEECH**, **WRITING**, **OVERALL**, **VISUALS** (charts). Only categories with matching tokens are shown.

Click a chip to insert it at the cursor in the subject or body field you last clicked.

### Token naming (quick reference)

* Most assessment tokens follow `{skill}_{metric}_{period}`, for example `reading_fluency_boy`, `listening_comprehension_moy`.
* Chart tokens follow `{kind}_chart_{period}`, for example `reading_chart_eoy`, `actfl_chart_boy`.
* General tokens include student, parent, and teacher fields (see labels on each chip).

Empty or missing data in hFlow may leave a token blank in the Communications preview.

## How to duplicate, import, or export

1. **Duplicate**: copy the selected template under a new name (works for system templates).
2. **Import**: load a JSON bundle from another environment; resolve name conflicts using the on-screen prompts.
3. **Export**: download your custom templates when at least one custom template exists.

## How to delete a custom template

1. Select a custom (unlocked) template.
2. Click **Delete** and confirm in the dialog.

System templates cannot be deleted.

## Related

* [Communications](/hflow/communications): sessions, roster tracking, draft preview, **Refresh Template**, **Copy**, and **Mark Sent**.