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Use Email Templates in Hiring Operations

Summary

Email templates, created from Admin →Templates can be used across the hiring pipeline for operations such as scheduling screenings, interviews, sending offers, contracts, and onboarding. These templates include dynamic parameters that automatically personalise emails based on candidate data.
 


In this article

  • Before you begin
  • Step 1:  Select an email template
  • Step 2:  Understand dynamic parameters
  •  Step 3:  Send the email
  • Frequently Asked Questions (FAQ)

Before you begin

  • Email templates must have been created from Admin → Templates.
  • Templates can be applied during various stages of the hiring pipeline (e.g., scheduling, offer sending)

Step 1.  Select an Email Template

  1. When initiating a hiring operation (e.g., scheduling a screening or interview), navigate to the Email Template section
  2. From the dropdown list, select the relevant template (e.g., "Interview Invitation" or "Offer Letter")
  3. The system will auto-fill the email body with the selected template content

Step 2. Understand Dynamic Parameters

  1. Templates can include dynamic parameters like:
    • {Candidate Name}: Auto-fills with the candidate’s name
    • {Job Title}: Auto-fills with the job title they applied for
    • {Interview Date}: Auto-fills with the scheduled interview date
    • Other candidate/job-specific details can also be automatically inserted
  2. These parameters ensure each email is automatically personalised for each candidate based on their data.

Step 3. Send the Email

  1. After selecting your template and confirming the dynamic details, review the email content
  2. Click Send/Confirm to dispatch the email to the candidate
  3. The system will automatically replace the dynamic parameters with the candidate-specific details, sending a personalised email

Frequently Asked Questions (FAQ)

1. How do email templates work?

Email templates allow you to send pre-designed emails while automatically personalising them with candidate-specific information (e.g., {Candidate Name}, {Job Title}, {Interview Date}).

2. Can I combine dynamic content with manual content in the email?

Yes. You can use both dynamic parameters (e.g., {Candidate Name}) and manual content in a single template, giving you the flexibility to craft tailored messages.

3. How is the email personalised for each candidate?

Dynamic parameters in the template (like {Candidate Name}) are replaced by the actual candidate data when the email is sent, making each email unique and personalised.

4.Can I use the same template for multiple candidates?

Yes. The template is designed for reuse across multiple candidates, automatically adjusting the details (such as candidate name or job title) for each email.
 
 

5.Can I see a preview of the email before sending?

Yes. You can preview the email before sending it to ensure all details are correctly personalised.
 


6. Where can I apply the email templates?

Email templates can be applied during various hiring operations like scheduling screenings, interviews, sending offers, contracts, and onboarding emails.