How to Change Agency System Email Templates in GoHighLevel

If you manage multiple clients in tools like ClickUp and need consistent branding across your CRM, learning how to update agency system email templates in GoHighLevel is essential. This guide walks you step-by-step through locating, editing, and safely resetting your default system emails so every automated message reflects your agency’s style and information.

What Are Agency System Email Templates in GoHighLevel?

Agency system email templates in GoHighLevel are the default emails automatically sent from your account for events such as user invitations or password resets. These templates ship with standard content, but you can fully customize what your clients and team members see.

System email templates typically cover:

• Agency user invite emails
• Sub-account invitation emails
• Password reset and login-related emails
• General account system notifications

Because these messages are often your clients’ first touchpoint with the platform, updating them in GoHighLevel ensures your brand and instructions are clear and professional.

Accessing System Email Templates in GoHighLevel

Before you can edit anything, you must open the correct settings area inside your agency view in GoHighLevel.

Step 1: Open Agency View in GoHighLevel

1. Log in to your agency account in GoHighLevel.
2. Make sure you are in the Agency (top-level) view, not inside an individual sub-account.

This is important because system templates are controlled at the agency level and then used across sub-accounts.

Step 2: Navigate to Agency Settings

1. From the left-hand menu, click on Settings in your agency view.
2. Inside Settings, look for the section dedicated to System Email Templates or similar wording.

All default agency system templates in GoHighLevel are managed from this centralized location.

Types of System Email Templates in GoHighLevel

The system area in GoHighLevel contains several pre-built templates. While exact names can change as the platform evolves, you will typically see templates such as:

• Invite User (Agency) – email sent when you invite a new user to the agency account.
• Invite User (Location/Sub-Account) – email used to invite users to a specific location.
• Password Reset – email sent when a user requests a password reset.
• Other system-generated notifications depending on your configuration.

Each of these templates can be customized so GoHighLevel sends messages that match your brand voice and provide the right instructions.

How to Edit System Email Templates in GoHighLevel

The core process for editing each template in GoHighLevel is straightforward. Follow these steps carefully so you do not accidentally remove required functional elements such as links or placeholders.

Step 1: Choose the Template to Edit

1. In the system email templates section of GoHighLevel, locate the template you want to change.
2. Click the template name or its Edit icon to open the editor.

Opening the individual template displays the current subject line and body content that GoHighLevel uses.

Step 2: Review Existing Content

Before making changes, review the default content carefully:

• Subject line (used as the email subject in the inbox)
• Body content, including placeholders and links
• Any merge fields or dynamic data tags

GoHighLevel relies on these elements to generate a working email with the correct login or invitation links.

Step 3: Customize the Subject Line

1. Edit the subject line to match your agency branding.
2. Keep it clear and concise so recipients understand what the message is about, for example: “You’ve been invited to join [Agency Name] on GoHighLevel”.

A strong subject line improves open rates and makes your GoHighLevel notifications appear more professional.

Step 4: Customize the Email Body

1. Edit the main text of the email to use your tone of voice.
2. Add brief instructions on what the user should do next (e.g., “Click the button below to set up your password and log in”).
3. Include your agency’s contact information or support details if desired.

When customizing, avoid deleting critical functional parts that GoHighLevel inserts automatically, such as invitation or password reset links.

Step 5: Preserve Required Placeholders

Most system templates in GoHighLevel rely on placeholders or dynamic tags that are replaced with real data when the email is sent. Examples include:

• Invitation link placeholders
• Password reset link placeholders
• User or account name placeholders

Do not remove these placeholders unless you fully understand their purpose. If a link placeholder is removed, your recipients may receive an email they cannot act on.

Step 6: Save Your Changes

1. After you finish editing the subject and body, click Save or the equivalent button in the GoHighLevel editor.
2. Confirm that the template status is active and that no validation errors are displayed.

Your new content will now be used for all future system emails of that type sent from GoHighLevel.

Testing Your Updated GoHighLevel System Emails

Before rolling changes out widely, test your system emails so you know everything looks correct and works as intended.

Send a Test Email

1. Look for a Send Test or similar option inside the template editor in GoHighLevel.
2. Send the email to your own address or a test inbox.
3. Open the test email and verify:

• Subject line appears correctly.
• Branding and wording look accurate.
• All buttons and links function and lead to the right GoHighLevel login or setup pages.

If something appears broken, return to the template editor and confirm that placeholders and URLs are intact.

How to Reset GoHighLevel Templates to Default

If a template becomes unusable or you want to start over, GoHighLevel allows you to revert to the original default content.

Resetting a System Template

1. Open the specific system email template in the GoHighLevel agency settings.
2. Locate the option to Reset to Default (wording may vary).
3. Click to reset, then confirm when prompted.

Resetting restores the original GoHighLevel default email text and structure, including all standard placeholders and links.

When to Use Reset

Consider resetting a template when:

• Core login or invitation links are missing or broken.
• Merge fields are incorrect or cause errors.
• The email layout has been heavily altered and is confusing for recipients.

After resetting, you can make lighter customizations to keep important default elements from GoHighLevel intact.

Best Practices for Managing GoHighLevel System Emails

To maintain reliable communication and a consistent experience for your clients, follow these best practices when working with system templates in GoHighLevel.

• Keep instructions simple: System emails should have short, direct steps so any user can log in or reset their password easily.
• Use consistent branding: Include your agency name, logo (if supported), and standard signature lines.
• Limit heavy design changes: Since these are functional emails, prioritize clarity and functionality over complex styling.
• Document changes: Keep a record of any edits so your team knows how GoHighLevel system messages are configured.
• Test periodically: When GoHighLevel updates features or when you onboard new team members, send fresh test emails to verify everything still works.

Additional Resources for GoHighLevel Users

For a deeper look at the original documentation, refer to the official guide provided by the platform: GoHighLevel system email template guide.

If you need broader strategy support around CRM setup, process documentation, or agency operations, you can also explore consulting resources at Consultevo.

By properly configuring your agency system email templates in GoHighLevel, every automated invite, notification, and password reset will reinforce your brand and provide a smooth, professional experience for your users.

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