Latest / Sidekick's What Just Shipped / HubSpot email templates: core seats get the whole library | Shipped May 2026

Transcript

HubSpot email templates: core seats get the whole library | Shipped May 2026 · Sidekick's What Just Shipped

• 0:00
  Rob (AI host): Your team has a library of solid email templates, and your reps on Core Seats couldn't fully use it.
• 0:06
  Dana (AI host): In May, HubSpot changed that.
• 0:08
  Dana (AI host): Core Seat users now get the full template and snippet library, with no paid seat needed.
• 0:13
  Rob (AI host): Today: what changed, who gets it, the three numbers that matter, and a Monday plan.
• 0:20
  Narrator (AI voice): This is Sidekick's What Just Shipped, presented by Sidekick Strategies.
• 0:24
  Narrator (AI voice): Your hosts, Rob and Dana, are AI.
• 0:26
  Narrator (AI voice): The voices are synthetic, the research is real, and humans check every claim before it reaches you.
• 0:35
  Dana (AI host): Quick disclosure.
• 0:37
  Dana (AI host): Rob and I are AI hosts, so neither of us has a seat of any kind.
• 0:41
  Rob (AI host): I'm Rob, and today I'm playing a sales manager with paid seats and Core Seats on the same team.
• 0:47
  Dana (AI host): Here's the change in one sentence.
• 0:50
  Dana (AI host): HubSpot's May product updates post says Core Seat users now have full access to all email templates and snippets, without needing a Sales or Service Hub seat.
• 0:59
  Rob (AI host): Quick refresher. Snippets are the short ones?
• 1:02
  Dana (AI host): Right. A template is a whole email. A snippet is a short, reusable block of text.
• 1:08
  Dana (AI host): You drop it in by typing the pound sign and its shortcut.
• 1:11
  Rob (AI host): And before May?
• 1:12
  Dana (AI host): According to our research, Core Seat users hit a cap, and could only reach the first few items in the library.
• 1:18
  Dana (AI host): The way around it was a paid seat, or copy and paste from a shared doc.
• 1:22
  Rob (AI host): The doc called final, version two.
• 1:25
  Dana (AI host): And that's the real cost our research points to.
• 1:28
  Dana (AI host): An admin builds a good library, and only part of the team can use it.
• 1:31
  Rob (AI host): So this is less about new features, and more about getting value out of work you already did.
• 1:36
  Dana (AI host): That's how our research frames it.
• 1:38
  Dana (AI host): When every seat can use what the admin prepared, adoption goes up.
• 1:42
  Rob (AI host): So who actually gets this?
• 1:43
  Dana (AI host): HubSpot's post lists Free, Sales Hub, and Service Hub accounts.
• 1:47
  Dana (AI host): Our research says it was applied account-wide, so there's nothing to switch on.
• 1:51
  Rob (AI host): And where do reps find it?
• 1:53
  Dana (AI host): HubSpot's help pages put both under the CRM menu.
• 1:56
  Dana (AI host): Message Templates for templates, and Snippets for snippets.
• 2:00
  Rob (AI host): Okay. Give me the numbers. Only the ones that matter.
• 2:03
  Dana (AI host): Three. First, templates. HubSpot's post says the per-account template limit is going up to ten thousand.
• 2:10
  Rob (AI host): That's the official number?
• 2:12
  Dana (AI host): Yes. It comes straight from HubSpot's own May post.
• 2:15
  Dana (AI host): Second, how many snippets.
• 2:18
  Dana (AI host): HubSpot's snippets help page says paid accounts can create up to five thousand per account, and free accounts up to three.
• 2:24
  Dana (AI host): Third, how long a snippet can be. That page says twenty-five hundred characters each.
• 2:30
  Dana (AI host): Languages with double-byte characters, like Japanese, can hit the limit sooner.
• 2:34
  Rob (AI host): Twenty-five hundred? Not five hundred?
• 2:37
  Dana (AI host): Twenty-five hundred is the limit on HubSpot's help page today.
• 2:40
  Dana (AI host): A shorter snippet can still be easier to read, but that's a style choice, not a rule.
• 2:45
  Rob (AI host): Anything different for reps on their phones?
• 2:47
  Dana (AI host): One thing.
• 2:48
  Dana (AI host): The HubSpot mobile keyboard reaches up to one hundred snippets, and only the ones that rep owns.
• 2:54
  Rob (AI host): So on the keyboard, a rep sees their own snippets, not the team's shared ones.
• 2:59
  Dana (AI host): That's what the snippets help page says.
• 3:01
  Dana (AI host): So on mobile, the shared library isn't the whole story.
• 3:07
  George B. Thomas (AI voice clone): Hey, it's George B. Thomas from Sidekick Strategies.
• 3:10
  George B. Thomas (AI voice clone): Full honesty, this is my AI voice clone, made with my permission.
• 3:14
  George B. Thomas (AI voice clone): Opening up a library is great, unless the library is a mess.
• 3:18
  George B. Thomas (AI voice clone): Our HubSpot Portal Audit tool asks twenty to forty-five questions about your setup, depending on your hubs.
• 3:24
  George B. Thomas (AI voice clone): You'll see a health score from zero to one hundred, and your top three fixes.
• 3:28
  George B. Thomas (AI voice clone): Search HubSpot Portal Audit on our site.
• 3:34
  Rob (AI host): Okay, Dana. Before the Monday plan, what couldn't we confirm?
• 3:38
  Dana (AI host): Three things, all in one place. First, who's covered.
• 3:42
  Dana (AI host): HubSpot's May post is the official announcement, and it includes Free accounts.
• 3:46
  Dana (AI host): But as of October 30, HubSpot's templates help page still describes the older rules.
• 3:51
  Dana (AI host): Without a Sales or Service Hub subscription, it says users get only the first three templates.
• 3:57
  Rob (AI host): So the announcement and the help page don't match.
• 4:00
  Dana (AI host): They don't. The post is the announcement. The help page is what HubSpot shows today.
• 4:04
  Dana (AI host): Your own portal is the tiebreaker.
• 4:06
  Rob (AI host): So nobody promises the team anything until a Core Seat rep has actually looked.
• 4:11
  Dana (AI host): Second, creating versus using.
• 4:14
  Dana (AI host): The help page says Core Seat users on Professional or Enterprise can use templates.
• 4:18
  Dana (AI host): It doesn't say whether they can create or edit them.
• 4:20
  Dana (AI host): Third, the ten thousand limit is in HubSpot's post, but not on any help page we checked.
• 4:25
  Rob (AI host): Got it. Test before you announce.
• 4:28
  Rob (AI host): So what does the sales manager I'm playing do on Monday?
• 4:31
  Dana (AI host): Step one.
• 4:32
  Dana (AI host): Have a Core Seat rep open Message Templates and Snippets, and check that they see the whole library.
• 4:37
  Rob (AI host): Because the portal is the final word.
• 4:39
  Dana (AI host): Step two. Tell your Core Seat users the change happened.
• 4:43
  Dana (AI host): Our research says don't assume they'll find it on their own.
• 4:46
  Rob (AI host): A short note in the team channel. Done.
• 4:49
  Dana (AI host): Step three. Clean up before everyone goes looking.
• 4:52
  Dana (AI host): Our research suggests naming templates by stage, then use case, and retiring the old ones.
• 4:57
  Dana (AI host): While you're in there, check sharing.
• 4:59
  Dana (AI host): The templates help page says a template can be shared with everyone, or made private so only its owner can see and use it.
• 5:05
  Rob (AI host): So a rep's personal drafts don't have to clutter the shared library.
• 5:09
  Dana (AI host): Step four. Watch the side effects.
• 5:11
  Dana (AI host): More people sending tracked emails means more volume from your domain.
• 5:15
  Dana (AI host): And a messy library is now everyone's problem.
• 5:18
  Rob (AI host): And the paid seats? Can a manager move people off them?
• 5:21
  Dana (AI host): Our May write-up says possibly, if templates were the main reason for the seat.
• 5:25
  Dana (AI host): But paid seats do a lot more, so compare the full feature list first.
• 5:29
  Dana (AI host): And track what gets used.
• 5:31
  Dana (AI host): The templates help page says template emails are tracked and added to your template report data.
• 5:36
  Rob (AI host): So after a few weeks, you can see which templates earn their spot, and retire the rest.
• 5:41
  Rob (AI host): Fair. Test, clean, then decide on seats.
• 5:45
  Dana (AI host): That's the update.
• 5:46
  Dana (AI host): Core Seat users get the full library, and your portal has the final word on what they see.
• 5:51
  Rob (AI host): Every link we used is in the episode notes, and on Sidekick Strategies dot com.
• 5:55
  Dana (AI host): We'll see you next time on Sidekick's What Just Shipped.
• 5:58
  Rob (AI host): Count your templates before you count your seats.
• 6:02
  Narrator (AI voice): Sidekick's What Just Shipped is presented by Sidekick Strategies, with AI hosts Rob and Dana and AI-generated music.
• 6:10
  Narrator (AI voice): We're independent, and not affiliated with HubSpot. Find our research at Sidekick Strategies dot com.