In Recruit, you can set up your own email or SMS templates, to save you having to type out the same information repeatedly. Templates can be 'personal' or 'global'. Personal templates are ones which only you have access to, whereas global templates will be available for all backoffice users.
How to create a template
- Go to Settings -> Email templates. Scroll to the bottom of the page and click the Add new global template or Add new personal template
- Description – the name you wish to give the template.
- Type - most templates are for sending to candidates. Select 'To person or submitting agent about candidate' if this is the kind of email you need. See the end of this article for a full explanation of other email types.
- Sender – send from details, e.g. From address for emails - ensure a default identity is always selected.
- Available – set the template as available if you want to use it. Uncheck this box if you no longer need a template.
- Quick Send – enable the template as a quick send template from the bulk action list (no option to preview).
- Subject - subject of the email
- Body - content of the email
Below this box you can see the merge field selector, which lets you pick any merge fields you might want to include. Select the field you want to include, then copy the merge field which appears in the right-hand box and paste into your template.
- Meeting request – if enabled on your system, you may also be able to configure an email template to be sent as a calendar invite, by completing the standard calendar fields (instead of the email body).
- Attachments – you may attach any of the following types of attachments:
- Action (relates to Candidate or Vacancy actions, e.g. the PDF of the candidate’s application form).
- Ad hoc document – upload a document on the fly from your PC/Network.
- Ad hoc document (mergeable) – upload a Word mail merge document on the fly from your PC/Network.
- Document – attach a document which has already been added to the system.
- Document (mergeable) – attach a Word mail merge document which has already been added to the system.
- Sending delay – set the required sending delay on the template, e.g. this may be up to 48 hrs for a regret email. There is also a default delay to allow you to stop emails within a certain time if sent in error.
Email types
To agent about vacancy
Used for any emails sent to agents which aren't related to candidates they have submitted. e.g. Invitations to submit candidates to a vacancy, revocation of invites or any other emails to agents sent from the "Send to agencies" page (function on the Vacancies page)
To person or submitting agent (Person list page only)
Used for any emails sent to people in the system from the Person list page. i.e. Emails not related to specific candidate applications. This means that merge fields related to vacancies or application data may not be used.
To person or submitting agent about candidate
This type should be used for most emails related to candidates' applications to specific vacancies, which are sent to the candidate or to the agent who submitted them. The one exception is emails about interviews - see below.
To person or submitting agent about vacancy
This email type is used specifically in relation to the "Invite to vacancy" feature, which is a function available on the Person list page. e.g. After doing a talent pool search, you may want to email the people found and invite them to make an application. Vacancy data-related merge fields may be used here.
To user about candidate
This type is used for any emails which are sent to users related to a candidate's application to a vacancy, where you specifically don't want the template to also be available for also sending to contacts. These will appear in the list when using the "Forward by email" function on the Candidates list page and may include merge fields for vacancy or application data.
To person or submitting agent about candidate interview
This email type should be used for any emails to candidates or the agent who submitted them which are about an interview scheduled using the Recruit interview scheduling functionality. i.e. Any emails to candidates where interview slot-related merge fields are used. When sending emails of this type manually, users will be required to select which interview series the email relates to, as a candidate may go through multiple interview stages.
To interviewers about candidate interview
Similar to the above - this email template type should be used for emails to any users about candidate interviews. i.e. Where a user is assigned to an interview slot as the interviewer.
To user about person
This type is used for any emails sent to system users using the "Forward by email" function on the Person list page (i.e. not related to a specific application to a particular vacancy, where you specifically don't want the template to also be available for sending to contacts.
To user about requisition
These emails are used only in the vacancy approval process to email anyone involved in this process
To user about vacancy
Not currently used
To contact about candidate
This type is used for any emails which are sent to global or personal contacts (i.e. not users) related to a candidate's application to a vacancy, where you specifically don't want the template to also be available for also sending to users. These will appear in the list when using the "Forward by email" function on the Candidates list page and may include merge fields for vacancy or application data.
To contact about person
This type is used for any emails sent to personal or global contacts using the "Forward by email" function on the Person list page (i.e. not related to a specific application to a particular vacancy, where you specifically don't want the template to also be available for sending to users.
To contact about vacancy
Not currently used
To user or contact about candidate
This type is used for any emails which are sent to users related to a candidate's application to a vacancy, where don't mind whether the email can be sent to users or global or personal contacts. These will appear in the list when using the "Forward by email" function on the Candidates list page and may include merge fields for vacancy or application data.
To Agent about Agent
Not currently used