How to Use Variables in Email and SMS Templates

Insert dynamic content into templates that automatically personalizes messages for each candidate.

What are variables

Variables are placeholders that get replaced with actual data when the message is sent. Instead of manually typing each candidate's name, you insert {{candidate_first_name}} and the system fills it in.

Inserting variables

Open template editor (Email or SMS templates)
Select the variable to insert
Placeholder appears in your template
Save the template

Available variables

Candidate Variables

Variable	Inserts
`{{candidate_first_name}}`	Candidate's first name
`{{candidate_last_name}}`	Candidate's last name
`{{candidate_email}}`	Email address
`{{candidate_phone}}`	Phone number

Job Variables

Variable	Inserts
`{{job_title}}`	Job position name
`{{job_location}}`	Job location
`{{job_department}}`	Department name

Company Variables

Variable	Inserts
`{{company_name}}`	Your company name

Sender Variables

Variable	Inserts
`{{sender_first_name}}`	Your first name
`{{sender_last_name}}`	Your last name
`{{sender_email}}`	Your email address
`{{sender_phone}}`	Your phone number

Special Links

Variable	Inserts
`{{self_scheduling_link}}`	Your scheduling page URL
`{{questionnaire_link}}`	Unique questionnaire URL for candidate
`{{career_site_link}}`	Your career page URL

Custom job variables

Create job-specific variables for content that changes per position.

Creating custom variables

Open a job
Go to Optional tab
Find "Custom job variables" section
Click dropdown
Type new variable name
Click "Add new custom job variable"
Enter the content for this job

Using custom variables

In template editor, click Job Variables
Select your custom variable
Insert into template

Examples

Variable: {{salary_range}}

Content for Job A: "$80,000 - $100,000"

Content for Job B: "$120,000 - $150,000"

Template: "The salary range for this position is {{salary_range}}."

Result Job A: "The salary range for this position is $80,000 - $100,000."

Result Job B: "The salary range for this position is $120,000 - $150,000."

Template examples

Outreach template

Hi {{candidate_first_name}},

I came across your profile and thought you'd be a great fit for our {{job_title}} position at {{company_name}}.

Would you be open to a quick chat? Here's my calendar: {{self_scheduling_link}}

Best,
{{sender_first_name}}

Follow-up template

Hi {{candidate_first_name}},

I wanted to follow up on my previous message about the {{job_title}} role.

Let me know if you have any questions!

{{sender_first_name}}

Questionnaire request

Hi {{candidate_first_name}},

Thank you for your interest in the {{job_title}} position.

Please complete this short questionnaire: {{questionnaire_link}}

Best,
{{sender_first_name}}

Tips

Test templates by sending to yourself
Check that all variables have values (empty variables stay blank)
Use fallback phrases for optional fields
Keep variable names intuitive
Document custom variables for your team

Updated on: 26/12/2025

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