Email Layouts let Workspace Admins create reusable header and footer designs — logo, text, and colors — for outgoing SmartSuite emails. Users then pick a layout when sending from automations or the Communication Center.
Plan Availability | Pro Plan and above |
Permissions | Workspace Admins — create and manage layouts. All users — select a layout when sending email. |
Related Reading | Automation Action: Google Gmail · Automation Action: Outlook Email · Manage Workspace Settings |
Where to Find Email Layouts
Go to Workspace Administration → Email Settings → Email Layouts.
The feature is off by default and must be turned on by an admin using the toggle. When first enabled, a "Default Layout" is created automatically — its footer is pre-filled with "Powered by SmartSuite" text on a light grey background.
Turning the Feature On or Off
Off: All controls in the panel are inactive except the toggle itself. No layouts are applied to outgoing emails.
On: Every outgoing email generated by SmartSuite has a layout applied. There is no "no layout" option once the feature is enabled.
Toggling the feature shows a confirmation dialog before the change takes effect.
What's in a Layout
A layout is a named combination of a header and a footer. Both are optional and configured independently. Each can include:
Logo — with five size options.
Rich text content — font size, bold/italic/underline, text color, and links.
Content alignment — left, center, or right.
Background color.
Click the header or footer area to add or edit it. The Remove option clears all fields in that section and appears only when at least one field has content. A Back button exits header/footer editing while keeping the current layout selected.
Managing Layouts
Create, edit, duplicate, and delete layouts. (Duplicate and Delete appear only after a layout has been saved.)
Layout names are required and must be unique.
Layouts are listed by creation date, oldest first.
Set any layout as the default. One layout must always be marked as the default.
The default layout can't be deleted — its delete button is disabled with the tooltip "Default email layout can't be deleted."
Deleting a layout reassigns everything currently using it to the default layout.
Saving Changes
Save and Cancel buttons appear only after you make a change, and they apply to the current layout.
If you cancel unsaved changes, you'll be asked "Are you sure you want to discard your changes?" with options to Save Layout or Cancel Without Saving. After canceling, you stay on the same layout.
Deleting prompts "Are you sure you want to delete this email layout? This action can't be undone."
Applying a Layout to Emails
When the feature is on, an Email Layout control appears on any automation action that sends an email, as well as on Communication Center emails:
If only the default layout exists — the control is read-only and shows that the default layout will be applied. It cannot be deselected.
If multiple layouts exist — the control becomes a dropdown with the default pre-selected. Options are listed alphabetically.
Practical Scenarios and Use Cases
Consistent Branding
Scenario: An organization wants every automated email to carry its logo and brand colors.
Solution: An admin creates a default layout with the company logo in the header and brand colors, applied automatically to all outgoing email.
Department-Specific Footers
Scenario: Support and Sales want different sign-offs on their emails.
Solution: Create separate layouts with distinct footers; each team selects its layout when configuring automations.