Complete Guide to Email Templates

The Email Templates menu allows you to create and maintain email templates for communication with hiring managers, candidates, referral networks, and more. By using an email template, you can speed up the email process for a variety of situations.

Navigating to Email Templates

  • All configurations to email templates are done from the "Email Templates" sub-menu found under Administration. To begin, click Administration from the menu bar.

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  • Click Email Templates on the left-hand side.

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  • When you arrive, you will see some pre-made email templates and/or other email templates previously made.

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Add a New Email Template

  1. To add a new email template, click Add Template.

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  2. A menu should appear like below. Enter the name for the email template, the email type from the drop-down menu, and the subject of the email. The following email types are:
    • Auto Responder
    • Candidate Email
    • Hiring Manager Email
    • Referral Network Email
    • Offer Letter Email
    • Rescind Offer Letter Email

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  3. Enter the body of the email.
    • If the type of email has been selected, the mail merge option will appear and allow you to enter email-type-specific text that will automatically fill in information when an email is sent, such as the name of the recipient, so they are personalized for everyone. The mail merge dropdown must be used as typing the same text will not work.

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  4. Click the eye.svg icon to see a preview of your email.
  5. Click Save Changes when done.

Edit an Email Template

If an existing email template needs to be updated, it can be done from the Email Templates menu.

  1. Click the Edit link to the far right of an email template under the "Action" column to edit an existing email template.

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  2. Update the email information as necessary.

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  3. Click Save Changes when done.

Duplicate an Email Template

An email template can be duplicated to allow you the chance of tweaking an email template for a specific purpose. 

  1. Click the Duplicate link to the far right of an email template under the "Action" column.

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  2. A confirmation window will appear. Click OK.

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  3. The email template list will update with the duplicated email template.

Deactivate an Email Template

If an email template is no longer needed or was made in error, it can be deactivated from the email template menu.

  1. Click the Deactivate link to the far right of an email template under the "Action" column to deactivate the email template.

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  2. A confirmation dialog will appear to confirm the deactivation. Click OK to confirm.

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  3. A confirmation message will appear in the top left if successful.

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Viewing and Reactivating a Deactivated Email Template

If an email template has been deactivated, they can be reactivated from the email template menu.

  1. Click the Yes/No toggle to show deactivated email templates.

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  2. Click the Activate link to the far right of an email template under the "Action" column.

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  3. A confirmation dialog will appear to confirm the activation. Click OK to confirm.

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  4. A confirmation message will appear in the top left if successful.

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