How to Create & Customize Recruitment Email Templates

Email Templates

This feature allows administrators to create and manage customized email templates used throughout the recruitment workflow. These templates automate candidate communication—such as application confirmation, interview invites, offer letters, and rejection messages—ensuring consistency, professionalism, and branding.

  • To create a new email template, navigate to Settings → General → Email Templates.

  • In the email templates window, click the +Add button to create a new template.

  • The available modules/forms that can be linked with email templates include:
     Job Candidates, Individuals, Career Site, and Members.

  • Fill in all the required fields, and select the appropriate category to customize the subject and body of the email as per your requirements.

  • Use the placeholders that are available in the templates. When the email is being rendered and sent out, the placeholders will be replaced with actual information from the candidate or the job.

  • To insert the placeholder, click on the arrow next to “Placeholders” and select the required placeholder from the list.

  • Now, configure the body of the email as you wish in the text area on the screen. You can again use the various placeholders available to personalize the email to each email template.

  • Enter the content of the email template as you wish, and then click Submit to save the email template.

  • To modify an existing template, click Edit under the Actions header.

  • To create a copy of an existing template, use the Clone option under Actions to duplicate and customize it further.




Fig: Edit Email Template

Fig: Clone Email Template

Fig: Email template with Placeholders

Fields Description

Title

Description

Template Name


A unique name assigned to the email template for easy identification and reference within the system. It helps users quickly locate and manage templates for specific recruitment actions or modules.

Form


Job Candidates

Category- General, Candidate Application Response, Shortlisted Applicants, Assessment, Interview, Finalizaed Candidates, Archived Candidates, Talent Pool, Background Investigation

Individuals 

Category- Candidate Reject, Candidate Withdrawn, Candidate Return, Notify Candidate, Notify Hiring Manager, Candidate Status Change, Onboarding Invite, New Hire, Deployment Notification

Career Site

Category-Candidate Portal


Make this as the default template?



Enable this option to set the selected template as the default for the chosen module and category. It will be automatically used for all related actions unless manually changed.

Do you want to include additional email addresses in CC?

Enable this option to add one or more email addresses in the CC field, ensuring additional recipients receive a copy of the email.

To(Receipt) in Job Candidates


Specifies the primary recipient of the email. In job candidate templates. Receipts are Candidate, Panel Member, Initiator, Recruiter Team, Job Post Creator,Admin

To(Receipt) in Individuals


Specifies the primary recipient of the email. In job candidate templates. Receipts are Candidate, Initiator, Immediate Manager, Secondline Manager, Admin, Job Post Creator, Recruiter Team

To(Receipt) in Career Sites


Specifies the primary recipient of the email. In job candidate templates. Receipts are Candidate

Add Additional External Emails

Use this field to include external email addresses (not part of the system) as recipients. These addresses will receive the same email content sent to the primary recipient. Separate multiple emails by clicking + icon.

Sender Name

Defines the name that will appear as the sender in the recipient’s inbox. This can be your organization’s name, recruiter’s name, or any preferred display name to reflect the source of the email.

Subject

Specifies the email subject line that appears in the recipient’s inbox. It should clearly indicate the purpose of the email, such as "Interview Invitation" or "Application Received."

Placeholder

Placeholders are dynamic tags used within the subject or body of an email template to automatically insert relevant information. When the email is sent, placeholders are replaced with actual data from the system (e.g., candidate name, job title, interview date).

Body of the mail

The main content area of the email where you compose the message to be sent to the recipient. You can include plain text, formatted text, and placeholders to dynamically insert candidate- or job-specific information.

Attach Files

This option allows you to include one or more files as attachments in the email template. Common use cases include sending interview guides, job descriptions, or company brochures.


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