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Add Email Template

Summary

In Plumm, you can add new email templates to streamline communication within the system. By creating templates, you can save time and ensure consistent messaging when sending emails from the Hire or eSign modules.

In this article

  • Before you begin
  • Step 1: Add a New Email Template
  • Frequently Asked Questions (FAQ)

Before you begin

To add a new email template, you must have the necessary permissions to access the Admin section. Only users with administrative rights or specific permissions for email template management can create new templates.

Step 1. Add a New Email Template

  1. Navigate to the Templates section within the Admin dashboard.
  2. Click on the Email tab to view the existing templates.
  3. Click the Add Template button located at the top right of the screen.
  4. In the Template Title field, enter a descriptive title for your template (e.g. “Offer Letter” or “Welcome Email”).
  5. In the Subject field, enter the subject line of the email. This is what the recipient will see as the email’s subject.
  6. In the Body section, input the main content of the email. You can format the text, add bullet points, or insert hyperlinks as needed.
  7. To insert placeholders into your template (e.g. candidate’s name, job title), click the + icon in the body or subject field and select the appropriate placeholder from the list.
  8. Once you have finished creating your template, click the Save button to save the new email template.

Step 2. Edit an Existing Email Template

  1. Navigate to the Templates section within the Admin dashboard.
  2. Click on the Email tab.
  3. Browse through the list of existing email templates.
  4. Select the template you wish to edit.
  5. Modify the Template Title, Subject, or Body as needed.
  6. To update placeholders, click the + icon and add or remove placeholders as required.
  7. Once you have made the necessary changes, click Save to apply the updates.

Step 2. Use Placeholders in Your Template

  1. While creating or editing a template, you can add placeholders that will dynamically fill in specific details when the email is sent.
  2. To add a placeholder, click the + icon in the Body or Subject field.
  3. A list of available placeholders will appear. Select the placeholder you wish to insert (e.g. Candidate First Name, Offer Date, etc.).
  4. The placeholder will be inserted into the email where your cursor is located. When the email is sent, it will automatically populate with the correct information based on the recipient’s details.
  5. Review your template to ensure it includes all the necessary placeholders and that the email appears as expected.
  6. Click Save once you are satisfied with the content and layout of the template.

Frequently Asked Questions (FAQ)

1. Can I add a template if I do not have admin access?

No, to add a new email template, you must have administrative access or specific permissions to manage templates. If you do not have these permissions, please contact your system administrator or HR team for assistance.
 

2.What are placeholders, and how do I use them?

Placeholders are dynamic fields you can insert into your email templates. These fields will automatically populate with relevant information, such as a recipient’s name, job title, or specific dates, when the email is sent. For example, using the Candidate First Name placeholder will insert the candidate’s name into the email automatically.

3.Can I edit a template after I’ve saved it?

Yes, you can edit a template at any time by navigating to the Templates section in the Admin dashboard, selecting the template you wish to edit, and making the necessary changes. Once you have finished editing, click Save to apply the changes.
 
  

4. Can I use placeholders in both the subject and the body of the email?

Yes, you can use placeholders in both the subject and the body of the email. Placeholders are especially useful for personalising communication and ensuring the correct information is automatically filled in.

 

5.How do I delete an email template

To delete a template, navigate to the Templates section in the Admin dashboard, select the template you wish to delete, and click the three-dot menu to choose the Delete option. Confirm the deletion when prompted. Be sure that no active communications rely on the template before deleting it.
 
 

6.Can I generate a template automatically?

Yes, when adding a new template, you can click the Generate button to auto-populate the template based on the available fields. This feature helps speed up the process of creating email templates.
 
 

5.What if I do not see the Add Template button?

If you do not see the Add Template button, you may not have the necessary permissions. Please contact your system administrator or HR team to ensure you have access to manage email templates.