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Communication Template

Last Update há 4 meses

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Manage Email Templates

Create, edit, and manage email templates used in the hiring process.

Palistha Shrestha

Last Update há 4 meses

Email templates are used to send consistent communication to candidates at different stages.
Changes here affect how emails are sent across jobs and pipelines.

When to use this

Use this when you need to:
  • Create a new email template
  • Edit existing templates
  • Copy or delete templates
  • Customize communication for different hiring stages

Do not use this to send emails manually.

    Open Email Templates

    • Go to Recruitment
    • Click Communication Template
    • Stay on the Email tab

    Templates are shown on the right panel.

      How templates are organized

      Templates are grouped by sections (stages):
      • Applied
      • Phone Screening
      • Interview
      • Assessment
      • Document Verification
      • Offered
      • Hired
      • Disqualification
      • Onboarding
      • Global

      Select a section to view its templates.

        Create a new email template

        Steps

        • Select a section (for example: Applied)
        • Click +Add New Email Template
        • Enter:
          • Template name
          • Subject
          • Message
        • (Optional) Add dynamic fields
        • (Optional) Upload attachment (max 5 MB)
        • Click Save

        The template is added to that section

          Manage templates

          Copy a template

          • Click the copy icon
          • A duplicate is created
          • Edit as needed

          Edit a template

          • Open the template
          • Update subject or message
          • Modify dynamic fields or attachments
          • Click Save

          Delete a template

          • Click delete
          • Confirm action

          The template is permanently removed.

            Section-specific rules

            Standard sections

            For most sections (Applied, Interview, etc.):
            • You can create multiple templates
            • You can edit, copy, or delete templates

            Restricted sections

            For:
            • Disqualification
            • Onboarding
            Rules:
            • You cannot create new templates
            • You can only edit the default template

                Template structure

                Each template includes:
                • Template name
                • Subject
                • Message
                • Dynamic fields
                • Attachments (max 5 MB)

                Keep content relevant to the stage.

                  How to use templates effectively

                  • Match the message to the stage
                  • Keep messages short and clear
                  • Avoid creating multiple templates for the same purpose
                  • Use dynamic fields to personalize with rewriting 

                  What to be careful about

                  • Sending the wrong message at the wrong stage damages candidate experience
                  • Too many templates create confusion
                  • Poor messaging reduces response rate
                  • Too many attachments overwhelm candidates

                  Always review templates before using them.

                     

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