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[Template] Customize templates

Use this guide to customize phishing templates in Guardey. Custom templates help you make simulations more realistic by matching your organization’s tools, departments, and tone of voice.

You can customize templates for both one-time campaigns and randomized campaigns.

When to customize a template

Customize a template if you want to:

  • add organization-specific context (tools, departments, names or internal wording)
  • increase realism for a specific team (for example, Finance, HR, IT Support)
  • create a spear phishing–style simulation without requesting a custom service
  • adjust wording per language (so users receive the right version)

Choose a template to customize

  1. Open the admin portal.
  2. Go to Phishing.
  3. Open the template library.
  4. Select the template you want to use.
  5. Preview the content so you know what you are starting from.

Choose “Template” or “Clone to edit”

When you select a template, you have two options:

  • Select Template if the template is ready to use.
  • Select Clone to edit if you want to customize the email content.

ℹ️ Always use Clone to edit for customization. This keeps the original template unchanged.

Customize your template

After you click Clone to edit, Guardey opens the template editor. Use the sections below to customize the template.

Email subject

  • Make it relevant to the scenario.
  • Add urgency if it fits (without being unrealistic).
  • Use terms that suggest clear action.

Examples:

  • Action required, {{first_name}}
  • Your account needs verification

Name of your template

Use a descriptive name so you can find it later.

Recommended naming format:

  • [Department] - [Scenario] - [Language] - v1

    Example: IT Support - Password reset - EN - v1

ℹ️ Rename the cloned template before saving. The name must be unique in the library or an error will occur.

Language

Select the language version that you create/edit.

If your audience uses multiple languages, customize the template per language so users receive the right version.

Domain

Choose a domain that fits the scenario and matches the domain setup you use for phishing simulations.

Sender name

Choose a sender name that feels familiar and credible to your recipients.

Examples:

  • Payroll
  • IT Support
  • HR Department

Email prefix

Make sure the email prefix matches the sender name.

Examples:

  • payroll@…
  • it-support@…

Use a structure that looks legitimate and consistent within the organization.

Email template

Edit the email body to fit your simulation.

Best practices:

  • Use realistic branding (logos, fonts, colors).
  • Personalize with the recipient’s name, department, or role.
  • Include a clear call-to-action button or link (for example, “Review sign-ins”).
  • Keep the tone professional and consistent.

ℹ️ Guardey treats phishing simulations as a measurement tool, not a training tool. Use training content to teach users what to do. Use simulations to measure behavior.

Use template variables

Use the available variables exactly as shown below:

  • {{.FirstName}} — recipient’s first name
  • {{.LastName}} — recipient’s last name
  • {{.URL}} — unique simulation link —> Important and needed in every template

Examples:

  • Subject: Action required, {{.FirstName}}
  • Greeting: Hi {{.FirstName}} {{.LastName}},
  • Link: <a href="{{.URL}}">Click here</a>

Optional: Edit the template in HTML

If you want full control over styling, you can switch to HTML and edit the email layout directly. This allows you to adjust branding, spacing, fonts, and structure beyond what the standard editor supports.

ℹ️ When editing in HTML, start small and test your changes. Some email clients handle HTML differently, which can affect formatting.

Landing pages: what you can and cannot change

Guardey currently does not support selecting a different landing page for a template.

  • You can fully rewrite the email content (including in HTML).
  • You cannot change the landing page configuration behind the template.

If you want to start from scratch

If you want to build an email from scratch, choose a template that already matches the landing page you want to use (for example, a template that is already configured for a Microsoft or Google sign-in style scenario). Then customize the email content and styling.

This helps ensure the simulation still behaves as expected when users interact with the email.

Next step

Save your template

  1. Confirm your template name is unique.
  2. Click Save.

After saving, your customized template is available in your template library and can be selected in both one-time and randomized campaigns.

Test before you send to your full audience

Before you use a customized template for a larger audience:

  1. Run a small pilot using a one-time campaign (for example, to yourself or a test group).
  2. Check formatting, links, and overall realism.

Next step

Next steps

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