How to Create and Edit Email Templates

You can use email templates to contact candidates during your recruitment process for all scenarios as you see fit (Interview confirmations, application rejections, GDPR, vacancy closed, just to name a few). You have the chance to use prepopulated templates that have already been created or, you can create your own bespoke templates with your own wording. You can combine text with ‘Shortcodes’ which take certain information from the job (Candidate names, job title, company address, telephone numbers, hyperlinks). If you would like to create your own templates, follow this demo or the steps below.

1. Click on the ‘New’ tab and the select ‘Email Templates' from the drop-down menu

2. You have the option to use ‘Standard Templates’ or 'Custom Templates'

• Standard templates are already created for you to use, or to amend in anyway; you can click the ‘Edit’ button to amend the template
• Custom Templates are templates you create yourself from scratch
  • You can create templates by selecting ‘Create New Template'

3.  When you select to edit one of the Standard Templates you will see the email has already been written for you and the shortcodes which drag information from your advert or a candidate’s CV have already been pre-populated. All you need to do it create a reference of your choice so you can easily identify the template and then you can re-word any part of the email you wish, you can also add or take out any shortcodes.

• In the example below, you can see the shortcodes which have been added, plus you have more to choose from on the right side which you can add in if required.  Once you are happy with your template click 'Update Template' and this will stay in your Standard Template list. 

• You can also add attachments using the attachment button, next to the Message Type field

4. As above, the Custom Template option allows you to create templates for any scenario you have within your recruitment process, allowing you to send custom emails to candidates for a better candidate journey. You can create as many as you see fit and utilising the shortcodes to auto-populate certain information will save you time rather than you manually writing this out.

Reminder: The Subject is visible to candidates and the Reference is what you will see to identify the template this is visible internally only.

5. When you are ready to use your templates and you are in the Job you wish to use them in, select the candidate or candidates you would like to send an email template to

• This can be done individually or in bulk (selecting multiple candidates to email at once)

6. From here, click the ‘Bulk Action' drop-down, select ‘Contact Candidate’, and choose the email template you wish to use from the Email Templates drop-down 

• This will give you a list of all the templates you have, if it is not listed you can search using the email template Reference also

7. Select the template and it will auto populate the subject and the email body; it will also put the candidate names in the ‘To’ box and the sender email in the 'From' box

8. When you are happy with the email, then click the ‘Send’ button