Email templates are the functionality that allows you to simplify communication with the candidate and partially automate the recruiting process. For effective communication with candidates, you can create templates corresponding to different stages of the recruitment process. Here are some useful email templates examples:
Application confirmation email - sent immediately upon receiving a candidate's application, confirming receipt and setting expectations for next steps.
Rejection email - provides respectful and constructive feedback to candidates who were not selected for further consideration, thanking them for their interest and encouraging them to apply in the future.
Create a template
Create a template
To create such templates, go to Settings in the upper right corner and then to the Email templates section. To create a new template, click the Add button. You will be taken to a page where you can fill in the required fields:
Field | Description | Example |
Name | The internal name of the template, which is not displayed to the candidate | Template for incoming application |
Subject | The email's subject that will be visible to the candidate. | Thank you for applying!
|
Body | The main message, including the purpose, information, and any necessary instructions or details to the recipient. | Hi , |
Use placeholders
Use placeholders
When composing the text of the letter, we advise utilizing placeholders to easily insert the required information into the letter. Placeholders are indicated on the right side of the page. Here's an example of their usage:
Send or schadule a letter to a candidate from the candidate profile
Send or schadule a letter to a candidate from the candidate profile
After adding templates, you will be able to quickly send emails to candidates. Below is how you can do it through the candidate card:
Open the candidate’s profile.
Go to the Emails tab.
Click Email candidate.
Select an email template or compose the message manually.
Review the recipient, subject, and message content.
Choose when the email should be sent:
Select immediately and send the message at once.
Select the date-and-time option, then choose when the email should be delivered. Use this option when the message needs to reach the candidate at a specific time, such as at the beginning of the next working day.
Select the After time passed option and specify how long PeopleForce should wait before sending the email. Use this option when you want the delivery time to be calculated relative to the moment the email is scheduled.
For example, you can schedule a follow-up message to be sent two days later.
Send or schedule the email.
Manage a scheduled email
A message waiting to be sent is marked as Scheduled in the candidate’s email history.
Before the scheduled delivery time, you can:
review the email;
edit its content or delivery time;
cancel the scheduled email.
Once the email has been delivered, it can no longer be edited or cancelled.
Send emails to the candidates in bulk from the vacancy board
Send emails to the candidates in bulk from the vacancy board
You can now select multiple candidates at once and send emails to all selected candidates simultaneously. Use email templates and placeholders for quick, personalized communication. This enhancement significantly reduces the time spent on repetitive tasks, allowing you to focus on finding the best talent for your organization.
Select multiple candidates by checking the corresponding boxes.
Click the in the three dots icon.
Choose Send email from the available options.
Select an email template or write one from scratch.
Send emails to the candidates in bulk from the candidate base
Send emails to the candidates in bulk from the candidate base
Go to the Recruit > Candidates tab within the platform.
Use the checkboxes to select candidates, either individually or by selecting all on the current page.
After making your selection, use the bottom action bar to send emails, manage tags, or assign candidates to vacancies.
Your selection will persist as you move between pages, allowing you to compile a list of candidates from multiple pages.
Use filters
Apply filters to refine your candidate pool, allowing you to perform bulk actions on the narrowed list. For instance, you can filter by the current position, like Technical Writer, and then assign those candidates to a vacancy, such as Content Writer.
Use templates in automations
Use templates in automations
You can also use email templates in automated emails: in pipeline stage automations and in disqualify reason automations. When you add a Send email automation, choose where its text comes from under Email content:
Template: the automation links one of your templates, selected in the Email template list. It doesn't keep a copy and always sends the latest version of the template: when you edit the template, the next email the automation sends already uses the new text.
Custom: write a subject and body for this automation only. If you pick a template first and then switch to Custom, its text is copied in for you to edit. Later changes to the template don't affect this automation.
Good to know
Existing automations work as before. Automations created before this option appeared use Custom, and so does every new automation until you select Template.
Editing a template doesn't change emails that are already sent or scheduled. It only affects emails created afterwards.
Deleting a template doesn't stop the automations linked to it. They keep sending the deleted template's last text. Link another template or switch the automation to Custom when you retire a template.