An email template contains information about an email that should be sent to the candidate as a result of an event. You can link an email template to a specific stage for specific actions, such as confirming a schedule or requesting availability. This can greatly speed up your workflow since it eliminates the need to write out the email yourself every time you schedule a candidate.
All of the details defined in the template will be used just as defaults when you're scheduling a candidate. If you want to change the wording, subject, cc/bcc emails, or attachments for a specific candidate, you can always edit it when you're scheduling them, and it will only use those changes for them, and not for any other candidate.
Creating an email template
The most common way to create an email template is from the Email Templates page.
You can also create them when you're configuring a stage for scheduling.
Updating an email template
You can update an email template from its page.
You can also update it directly from where it's linked on a stage, but only if that email template is linked to a single stage.
Reusing an email template
Since there are many tokens available when constructing an email template (such as Job.Name, Job.Stage.Name, Candidate.FirstName, etc.), it's recommended to create email templates that can be reused for multiple jobs and stages.
Every email template has these settings that need to be configured when creating it.
This is the type of email template that you're creating. It corresponds to what candidate touchpoint you'll want to send it out after. Setting this will determine what tokens are available to you when writing the body of the email. Once created, you can't change the template type of an email template. This is a required setting.
This is the name of the template that will be visible from various dropdowns and from the Email Templates page. This won't be visible to any candidates, so you can be very descriptive with it. This is a required setting.
This will be the subject of the email sent to the candidate. This is a required setting.
This will be the contents of the email. This is where you can use any tokens available to you. This is a required setting.
You can add attachments to the email by clicking on the Attach Files button in the email body editor. You can add up to 4 different attachments. The attachment filenames will be visible to the candidate, so make sure they're names you feel comfortable sharing. This is an optional setting.
There are also some advanced settings that are all optional, but they give you a bit more control over how you can send your emails.
This is to set the email address that this email will come from. By default, it will be the person sending the email, but you can change it either to a member of the hiring team (i.e., coordinator, recruiter, hiring manager, sourcer) or to any other email address (e.g., firstname.lastname@example.org). Since this is the "from" email address, it means it's the email address that any replies that the candidate sends will be sent to.
This is very similar to the from email, but it will be the name of the person the email is coming from. By default, it will be tied to whatever the from email is (e.g., if you change from email to recruiter, it will be the recruiter's name), but you can change it to something else (e.g. Recruiting Team).
This is a list of emails that you want to be cc'd onto the email being sent. Like the from email, it can either be a member of the hiring team (including the person sending the email), or explicit email addresses. Because it's cc'ing the emails, they will be visible to the candidate, and if the candidate hits Reply All, it will include them in the reply as well.
This is very similar to the cc emails, but it will be bcc them onto the email being sent. This means they won't be visible to the candidate, and no replies will be sent to these emails as well.