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Manage Email Templates

Summary

To manage email templates, you must have the necessary permissions. Only users with access to the Admin section and specific privileges for managing email templates can create, edit, delete, or customise these templates.

In this article

  • Before you begin
  • Step 1: Create a New Email Template
  •  Step 2: Edit an Existing Email Template
  • Step 3: Delete an Email Template
  • Step 4: Use Placeholders in Email Templates
  • Step 5: Select a Template in the Hire and eSign Modules

Before you begin

To manage email templates in the Hire and eSign modules, you must have the necessary permissions. Only users with access to the Admin section and specific privileges for managing email templates can create, edit, delete, or customise these templates.

Step 1. Create a New Email Template

  1. Navigate to the Templates section within the Admin dashboard.
  2. Click on the Email tab to view existing templates.
  3. Click the Add Template button at the top right of the screen.
  4. In the Template Title field, enter a title for your template.
  5. In the Subject field, enter the subject line for the email.
  6. In the Body section, enter the content of the email.
  7. To add placeholders, click the + icon and select from the available options (e.g. Candidate First Name, Interview Date, etc.).
  8. Once you have completed the template, click Save to save your new 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 3. Delete an Email Template

  1. Navigate to the Templates section within the Admin dashboard.
  2. Click on the Email tab to view your email templates.
  3. Find the template you wish to delete.
  4. Click the ellipsis (three-dot) menu next to the template.
  5. Select the Delete option from the dropdown.
  6. Confirm the deletion when prompted.

    Note: Be cautious when deleting a template, as this action cannot be undone. Ensure that no active communications are dependent on this template before proceeding.

Step 4. Use Placeholders in Email Templates

  1. When creating or editing an email template, in the Body section, click on the + icon.
  2. A list of available placeholders will appear, such as Candidate First Name, Interview Date, Job Title, and more.
  3. Select the placeholder you wish to add to the body or subject of your email.
  4. The placeholder will be inserted where your cursor is located. When sent, it will dynamically populate with the relevant information (e.g. the candidate’s name or interview details).

Step 5. Select a Template in the Hire and eSign Modules

  1. When performing an action in the Hire or eSign modules (e.g. sending an offer or requesting a signature), look for the Email Template dropdown or selection field.
  2. Click the dropdown to see a list of available email templates.
  3. Select the template that best suits the action you are performing.
  4. The selected template will automatically populate the subject and body of the email, including any relevant placeholders (e.g. Candidate First Name or Offer Details).
  5. After reviewing the email content, proceed to send the email as part of the Hire or eSign workflow.

Frequently Asked Questions (FAQ)

1. Can I delete an email template?

Yes, you can delete an email template by selecting it from the template list and choosing the delete option. Ensure that no active communication relies on the template before deletion.
 

2.What types of placeholders can I use in email templates?

 You can use placeholders for dynamic information such as Candidate First Name, Interview Date, Job Title, and more. 

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

  Yes, placeholders can be used in both the subject and the body of your email templates.
 
  

4. Do I need special permissions to access and manage email templates?

 Yes, only users with administrative privileges or specific access rights to email templates in the Admin section can create, edit, or manage email templates.

 

5.Can I generate a template automatically?

 Yes, when creating a new template, you can click the Generate button to automatically generate a template based on the available fields.
 
 

6.What if I do not see the email templates option?

If you do not have the option to manage email templates, you may lack the necessary permissions. Contact your system administrator or HR team for assistance.
 
 

7.How do I select an email template when using the Hire or eSign module?

 When performing an action in the Hire or eSign modules, you will see a dropdown or selection field for Template. Select the template you wish to use, and it will automatically populate the email with placeholders.