Articles on: Email & Messaging

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
  2. Click Add Template
  3. Enter a template name (for your reference)
  4. Write the email subject line
  5. Compose the email body How to Set Up Email Templates: Creating a Template
  6. Click Save


Using Variables


Insert dynamic content that personalizes each email:


  1. In the template editor, click Variables
  2. Select a variable to insert How to Set Up Email Templates: Using Variables
  3. The placeholder appears in your template How to Set Up Email Templates: Using Variables
  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



Insert a unique questionnaire link for each candidate. Forms are created in 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
  3. Placeholder is inserted
  4. Each candidate receives their own unique link



Insert your scheduling link:


  1. Click Variables button
  2. Select self-scheduling link variable How to Set Up Email Templates: Adding Self-Scheduling Links
  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
  3. Emails send automatically


In Nurture Campaigns


  1. Add email step
  2. Select template How to Set Up Email Templates: In Nurture Campaigns
  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

Updated on: 18/06/2026

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