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# How to Set Up Email Templates

# How to Set Up Email Templates

Create reusable email templates to save time and ensure consistent communication with candidates.

## Creating a Template

1. Go to [Settings / Email Templates](https://app.100hires.com/settings/message-templates/index)
2. Click **Add Template**
3. Enter a template name (for your reference)
4. Write the email subject line
5. Compose the email body ![Email template editor with subject, body, and variable-insertion buttons](https://100hires.com/wp-content/uploads/2026/08/email-template-editor-clean.png)
6. Click **Save**

## Using Variables

Insert dynamic content that personalizes each email:

1. In the template editor, click **Profile Fields**, **Job Variables**, **Questionnaires**, or **Self-Scheduling Links** depending on what you want to insert
2. Select a variable to insert ![How to Set Up Email Templates: Using Variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-set-up-email-templates-_btn2vd.png)
3. The placeholder appears in your template ![How to Set Up Email Templates: Using Variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-set-up-email-templates-_3qcpq6.png)
4. When sent, it's replaced with actual values

### Common Variables

| Variable | Inserts |
| ---- |
| `{{candidate_first_name}}` | Candidate's first name |
| `{{candidate_last_name}}` | Last name |
| `{{job_title}}` | Job position |
| `{{job_location}}` | Job location |
| `{{company_name}}` | Your company name |
| `{{sender_first_name}}` | Your first name |

## Adding Questionnaire Links

Insert a unique questionnaire link for each candidate. Forms are created in [Settings / Forms](https://app.100hires.com/settings/forms) and become "Questionnaires" when sent via email link.

1. Click **Questionnaires** button in the editor
2. Select a form from your list (created in Settings > Forms) ![How to Set Up Email Templates: Adding Questionnaire Links](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-set-up-email-templates-_18i013s.png)
3. Placeholder is inserted
4. Each candidate receives their own unique link

## Adding Self-Scheduling Links

Insert your scheduling link:

1. Click **Variables** button
2. Select self-scheduling link variable ![How to Set Up Email Templates: Adding Self-Scheduling Links](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-set-up-email-templates-_1c4eka0.png)
3. Uses the sender's scheduling URL

## Formatting Options

The editor supports:
* Bold, italic, underline
* Headers
* Bullet and numbered lists
* Links
* Code blocks

## Template Organization

Use clear naming conventions:
* "Outreach - Senior Developer"
* "Follow-up - No Response"
* "Interview Confirmation"
* "Rejection - After Phone Screen"

## Using Templates

### Manual Emails

1. Open candidate profile
2. Go to Messages tab
3. Click compose
4. Select template from dropdown
5. Edit if needed
6. Send

### In Automations

1. Add Email to Candidate automation
2. Select template ![How to Set Up Email Templates: In Automations](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-set-up-email-templates-_1it5c91.png)
3. Emails send automatically

### In Nurture Campaigns

1. Add email step
2. Select template ![How to Set Up Email Templates: In Nurture Campaigns](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-set-up-email-templates-_a5fg3g.png)
3. Part of automated sequence

## Tips

* Create templates for each stage of your process
* Use variables to personalize without manual editing
* Keep templates focused and concise
* Test templates by sending to yourself first
* Update templates based on response rates