Message Templates

Message Templates is a PrimeCRM feature for writing your best outreach messages once and re-using them with the right personal details for every contact. You save a template, pick a contact, and PrimeTask fills in their first name, company, title and other fields for you. You confirm the result, copy it to your clipboard, and paste it into LinkedIn or any other channel you use. Templates can also map to any CRM activity type (Call, Email, Meeting, Demo, or Proposal) so the activity logged on the contact's timeline matches what the template is actually for. Over time, PrimeTask figures out which templates are getting replies and shows you a success rate per template, so you can focus on the ones that work.

PrimeCRM is a Pro feature

Message Templates requires a Pro license with CRM enabled. See License Settings.

What you can do

Browse a built-in library

of ready-made connection requests, first messages, follow-ups and meeting requests, and install the ones you want with one click

Write your own templates

with smart placeholders for first name, company, job title, dates and more

Use fallback values

so a placeholder still looks natural when the contact does not have that information saved

Open the personalisation panel

for any template, pick a contact, and review the finished message before copying

Edit the message in the panel

before you copy if you want to tweak something for that specific person

Copy the personalised message

with one click, or copy the raw template if you want the placeholders left in

Log the message as an activity on the contact's timeline

automatically while you copy

See how many times each template has been used

and how often it gets a reply, so you know which ones perform best

Sort and filter your library

by recently created, recently used, most used, or name, and filter by template type

Bring templates over from another space

in one click from CRM Settings, so you do not have to rebuild your library every time you set up a new space

Let an AI assistant manage and personalise templates for you

through the Model Context Protocol

How to open Message Templates

Sidebar (default): Open PrimeCRM from the sidebar, then pick Message Templates in the LinkedIn Outreach Tools section.
From the CRM Dashboard: Click the Message Templates card in the LinkedIn Outreach Tools area on the CRM Dashboard.
From the LinkedIn Dashboard: Use the Manage Templates action on the LinkedIn Dashboard.
Command palette: Press ⌘+K (or Ctrl+K), type message templates, and pick the entry.

Things worth knowing

Five template types

Each template belongs to one type, which keeps your library organised and lets you filter quickly:

Type	What it is for
Connection Request	The short message you send with a LinkedIn connection request
First Message	The first DM you send after connecting
Follow Up	A nudge when you have not heard back
Meeting Request	Asking to schedule a call or meeting
Custom	Anything that does not fit the four built-in types (call scripts, email templates, meeting talking points, demo decks intros, proposal cover notes, and so on)

Custom templates can target any CRM activity

When you pick Custom as the template type, you can also choose which CRM activity the template logs when you copy it: Call, Email, Meeting, Demo, Proposal, or Note (default). The choice keeps the activity on the contact's timeline accurate. A Call template logs as a call, an Email template logs as an email, a Meeting template logs as a meeting, and so on.

The activity type you pick also determines how the template's success rate is tracked. Each activity has its own built-in success signal, so the template's reply rate updates automatically when you mark the activity outcome:

Activity	Counts as success when…
Call	You mark the call as answered
Email	You mark the email as receiving a response
Meeting	The meeting is logged on the contact's timeline
Demo	You mark the demo's interest level as high
Proposal	You mark the proposal's status as accepted
Note	No success tracking (notes don't contribute to the success rate)

PrimeTask reminds you which outcome counts as success for the activity type you picked, so you know exactly what to mark on the activity later to credit the template.

Pick Note when you don't need a success rate

Note is the right choice for templates where success tracking is not meaningful (internal reminders, scratch templates, throwaway copy). Pick a specific activity type when you want PrimeTask to credit replies back to the template.

The PrimeTask Library - start with proven messages

You do not have to start from a blank screen. The Browse Library action opens a built-in collection of ready-made templates covering connection requests, first messages, follow-ups and meeting requests. Pick any template you like and install it into your library with one click. After install, the template is yours - edit it, rename it, change the type, do whatever you want.

Install a few, then customise

The library is a starting point, not a rule book. Install the ones that fit your style, then rewrite them in your own voice. Templates always sound better when they sound like you.

Smart placeholders - making templates personal

Templates support placeholders wrapped in curly braces. The most common ones:

{first_name} - the contact's first name
{last_name} - the contact's last name
{full_name} - first and last name together
{company} - the contact's company
{title} - the contact's job title

You can also use a fallback in case a contact does not have that field saved. Write {first_name|there} and PrimeTask uses the contact's first name when it has one, or the word there when it does not. So Hi {first_name|there}, ... always reads naturally, whether you know the person's name or not.

For more control, you can use the namespaced form to reach into a specific area:

{contact.first_name} - the same as {first_name}, but explicit
{company.industry} - the contact's company industry
{company.website} - the contact's company website
{user.first_name} - your own first name from your profile
{date.today} - today's date in a friendly format

You do not have to maintain a list of placeholders by hand. PrimeTask scans the template body when you save it and learns the placeholders automatically.

The personalisation panel - pick a contact, see the result

When you click Copy on a template, PrimeTask opens a personalisation panel:

Step 1

Pick a contact from the searchable contact list. Recent contacts are surfaced for quick reuse.

Step 2

PrimeTask fills in the placeholders with that contact's details. If the contact's company is linked, company placeholders are filled in too.

Step 3

Review the finished message side by side with the original, so you can see exactly what got replaced and what the recipient will read.

Step 4

Edit the message if you want to tweak the wording for that specific person.

Step 5

Copy the personalised version, or use Copy Raw if you want to copy the template with the placeholders left in.

You can choose what happens when you click Copy by default - open the panel every time, or skip it and just copy the raw template. Set this in CRM Settings under the Outreach tab. See CRM Settings.

Cmd + click for instant raw copy

If you have set the panel to open by default but you want to bypass it just this once and copy the raw template, hold Cmd (or Ctrl on Windows) while clicking Copy.

Logging the message as an activity

The personalisation panel has a tickbox called Save to the contact's timeline. Tick it before you copy and PrimeTask creates an activity on the contact's profile noting that you sent them this template, with the personalised text saved. You can pre-tick this for every copy from CRM Settings under the Outreach tab so you never have to remember.

This is what makes the success rate work - see the next section.

Success rate - knowing which templates actually work

Every template tracks two numbers: how many times you have used it, and how often it leads to a reply. You will see both on the template card.

The success rate is worked out automatically. When you log a positive activity (a reply, a meeting booked, a deal moved forward) on a contact you sent a template to, PrimeTask credits that template. The more responses you log, the more accurate the percentage becomes. Templates with very few uses show a dash instead of a misleading early number - this threshold is configurable in CRM Settings.

You can also choose how long PrimeTask should wait for a response to count toward attribution. The default is one month, which suits most outreach. You can shorten it for fast-moving sales cycles or lengthen it for longer ones, in the same Outreach tab in CRM Settings.

Activities are how PrimeTask learns

The success rate only works if you log responses as activities on the contact. If you do not, PrimeTask has no way of knowing which templates worked. Either tick "Save to the contact's timeline" when copying, or log a quick activity manually after the contact replies.

Search, sort and filter

Search matches both template names and template content, so you can find a template by remembering a phrase from inside it.
Filter by type narrows the library to one of the five template types.
Filter by activity narrows the library to a specific CRM activity (Call, Email, Meeting, Demo, or Proposal). Useful when you have several Custom templates spread across activities and want to see only one kind at a time.
Sort lets you order the library by recently created, recently used, most used, or name.

Bringing templates over from another space

If you have built up a good library of templates in one space and you want to use them in another, you can copy them across in one click. Open Settings → PrimeCRM Settings, switch to the space you want to copy templates into, open the Outreach tab, and use the Bring templates over from another space section. Pick the source space, see exactly which templates will be copied and which will be skipped because the same name already exists, and click Copy. The copies are independent - editing one does not change the other. See CRM Settings.

Editing and deleting

Click Edit on any template to update its name, type or content. Placeholders are re-scanned automatically when you save. Click Delete to remove a template permanently - you will be asked to confirm.

Templates in project-isolated CRM

If you are working inside a project that uses Isolated CRM mode, Message Templates only shows templates scoped to that project, plus shared templates linked to the project. New templates created from inside the project view are saved to that project. See Shared vs Isolated CRM.

Project-only templates keep their use history private

When you copy a project-only template to a shared contact, the activity logged on that contact is saved to the project, not to Shared CRM. The activity appears in the project's view of the contact but not in the shared timeline. This is intentional - project-only templates keep their use history private to the project they belong to. If you want activities visible in both views, use a Shared template instead.

Using templates with an AI assistant

Message Templates is one of the surfaces PrimeTask exposes to AI assistants through the Model Context Protocol. An assistant like Claude or Cursor, once connected and granted CRM permission, can list your templates, read them, create new ones, render a personalised message against any of your contacts, and copy the result while logging the activity for you. See CRM & MCP.

All CRM tools share one MCP toggle

Templates work as part of the wider PrimeCRM tool family in MCP. Granting CRM access to an assistant gives it template tools too.

Common questions

"Where do I start? I do not have any templates yet."

Click Browse Library. Pick the templates that fit the situations you actually face - maybe one connection request, one or two follow-ups, and a meeting request. Install them. Try sending a couple of personalised copies to real contacts and see what feels natural. Then edit the language to sound more like you.

"I want to A/B test two follow-up templates."

Create both as Follow Up type with descriptive names like Follow up A - short and Follow up B - value-led. Use them alternately on similar prospects. After a few weeks, compare the success rates on each card.

"What happens if I pick a contact who does not have a company?"

Placeholders that depend on the company will show as missing in the preview. You can either pick a different contact, fill the field on the contact first, or edit the message in the personalisation panel before copying. Adding a fallback like {company|your company} when you write the template avoids the issue altogether.

"I copied a template but my response rate is not updating."

The success rate only updates when you log activities that show a positive response on the contact you sent the template to. Tick Save to the contact's timeline when copying, or log activities manually as replies and meetings happen. PrimeTask credits templates automatically inside the attribution window you have set in CRM Settings.

"I want templates scoped to a specific client project."

Open the project's Isolated CRM via the View Mode Selector on the CRM Dashboard, then open Message Templates from inside the project view. Templates you create there are scoped to that project only.

"Where do templates fit alongside Outreach Sequences?"

Templates are the individual messages you send. Outreach Sequences are multi-step workflows that string templates together for a longer outreach play. Build your strongest messages as templates first, then assemble them into sequences.

"Can I share templates with another space without rebuilding?"

Yes. From CRM Settings on the destination space, open the Outreach tab and use the cross-space copy section. Pick the source space and click Copy. Templates with the same name in the destination are skipped, so you can run it more than once safely.

Where to go next

If you want to…	Read this
Set up multi-step outreach using your templates	Outreach Sequences
Configure copy behaviour, success-rate windows, and cross-space copy	CRM Settings
Track LinkedIn contacts through pipeline stages	LinkedIn Pipeline
See LinkedIn outreach analytics	LinkedIn Dashboard
Log LinkedIn activities manually	Activities
Manage your contacts	Contacts
Use AI assistants to manage and personalise templates	CRM & MCP
Return to the CRM hub	PrimeCRM Overview