Communication Templates

Overview

Communication Templates let you create reusable, pre‑configured communication plans that can be attached to Changes. Instead of rewriting the same stakeholder messaging each time, you build a template once and reuse it whenever you create a new change.

They’re designed to standardise how your team communicates (email + Teams), reduce missed notifications, and speed up change creation.

Where to find it

Go to: http://changebreeze.com/comms-templates/

From here you can view existing templates and create new ones (if you have permission).

Key features

1) Company vs Global templates

• Company templates are available only to the currently selected company.

• Global templates (MSP/org users only) are available across your organisation.

• In Global view, Global templates are clearly labelled in the Company column.

2) Stakeholder email notifications

Each template can include a set of stakeholder emails that will be used when you apply the template.

• You can enter emails directly as a comma-separated list

• Or use Email Lists (see below) to quickly insert a maintained set of external recipients

3) Manage Email Lists (external contacts)

From the Communication Templates page, select:

Manage Email Lists

Use this to create reusable lists of external email addresses (people not on the platform), so you don’t have to copy/paste the same addresses repeatedly.

• Email lists follow the same Company/Global visibility rules

• Selecting a list will append its emails into the stakeholder email field and deduplicate addresses automatically

4) Microsoft Teams notifications (optional)

If a template is linked to a Teams Webhook, it will show a Teams badge in the list and will send a Teams notification when used (depending on how your change workflow triggers comms).

5) Attach PDF to notifications (optional)

You can choose whether to attach a PDF to outgoing notifications.

• Useful for formal change packs or audit trails

• Visible in the template list as Yes/No

How to create a Communication Template

1. Go to Communication Templates

2. Click Create Template

3. Fill in:

   • Name

   • Description (recommended)

   • Stakeholder Emails (comma-separated) and/or use Email Lists

   • Teams Webhook (optional)

   • Attach PDF (optional)

4. Save the template

Once saved, it will appear in the templates list and be available when creating changes (based on its scope and your permissions).

How to use a template when creating a change

When creating/editing a Change:

• Select the Communication Template you want to use

• The template’s stakeholder emails / comms configuration will be applied to the change communication workflow (and used for notifications where configured)

Tips / Best Practices

• Use Email Lists for external stakeholders (vendors, auditors, business contacts) so updates happen in one place.

• Keep template names action-based, e.g.:

  • “Planned Maintenance Notification”

  • “After Hours Emergency Change”

  • “Customer Impacting Outage Update”

• Prefer Global templates only for truly standard comms your whole org uses.