Email templates to candidates

The system provides the ability to automate the process of sending letters to candidates by creating and using predefined templates in the corresponding section, both in manual mode and by automating the sending of letters when the stage of the vacancy changes. This section already contains standard letter templates that you can edit, or you can create your own templates. With the use of tags, your letters will be personalized and dynamic.

Mail templates

• Click on the "Create" button.

• Fill in the fields "Template Name," select the template type, and specify the "Subject of the Email."

• Fill in the body of the template with tags, and you can also attach a file.

• Save the template by clicking the "Save" button.

Tags are specified in the text of the mail, and the system will automatically understand and populate the necessary vacancy name, candidate's name, sender's contact information, etc.

The process of editing a template is almost identical. To do this, select the corresponding option displayed in the template menu by clicking on the three dots.

After clicking the 'Save' button, the template is saved and becomes available for viewing to other users who have access to the "Mail" section and/or sending emails.

Tags

• [[Candidate name]] - the candidate's full name as displayed in their profile.

• [[Job opening name]] - the name of the vacancy to which this candidate is already attached.

• [[Public job opening link]] - a link to the public vacancy that is already attached to the candidate's profile and has the status "Published" in the "Integration" - "Public" tab.

• [[Company name]] - the name of the company specified in the "Settings" - "General Settings" section.

• [[Company address]] - the address of the company specified in the "Settings" - "General Settings" section.

• [[TIN]] - the company's TIN specified in the "Settings" - "General Settings" section.

• [[Sender's name]] - the full name from the employee's profile who sent this letter to the candidate.

• [[Sender's Email]], [[Sender's phone number]], [[Sender's Skype]] - the corporate email, phone number, and Skype login from the employee's profile who is sending this letter to the candidate.

Ways to use email templates

• Sending a template from the candidate's profile.

• Mass sending of a mail template to a list of candidates.

• Automatic sending of a mail when the vacancy stage changes.

When a candidate is moved from one stage to another, the mails attached to each stage are sent. The used tags are filled with the corresponding information. If a tag has no information, it will be displayed in red, and the user won't be able to send the letter.

To send letters to candidates, you need to connect your email address in the account settings.

Follow Up email templates

If you need to automatically send multiple emails to a candidate, for example:

• Propose job vacancies for consideration and still receive a response;

• Occasionally maintain contact with potential candidates and remind them of company updates, etc.

Then email follow up will come in handy.

To create a follow-up template, go to the "Templates" section and select the "Mail" tab.

Click the "Create" button and configure the first email to the candidate.

Click on "+ Add Email" and configure the next one:

• Specify after how many days from sending the first email, the second email should be sent.

• Write the text, add tags to make your email personalized, attach a file if needed

• Click "+ Add Email" and configure another one.

If a candidate responds to an email from the chain, the chain will be interrupted, and subsequent emails from this chain will not be sent.

We recommend working on the copywriting of the email texts to avoid making them look like spam. Also, it's advisable to limit the length of email sequences to no more than 3 emails.

Make your recruitment process more engaging and effective with follow up.

Offer templates

In the "Mails" section, you can create offer templates that you can later send to candidates.

The system provides several examples that you can edit, duplicate, or delete as needed.

To create an offer template, follow these steps:

• Click on the "Create" button.

• Specify the name of the template and select the "Offer" option.

• Next, provide the subject of the letter, its content, and choose the language for the buttons "Accepting offer" / "I'm not interested" (which will be displayed to the candidate in the email).

• Additionally, you can attach a file to the mail if necessary.

• Save the settings.

To send an offer to a candidate, go to their profile and click on the "Submit an offer" button.

The next step is to choose the vacancy and the offer template that you want to send to the candidate.

You can only send the offer to the vacancy to which the candidate is attached.

You can also review the mail's text, edit it if necessary, and then click the "Send" button to send it.

The candidate will receive the letter in their email and can respond to it by clicking on the button indicating their decision.

If a candidate accepts the offer, their card will be automatically moved to the "Offer accepted" stage, and if they decline, it will be moved to the "Rejected by candidate" stage.
Additionally, recruiters responsible for the vacancy will receive a notification about the candidate's response.

All information about the sent offers is collected in the "Sent offers" report. You can read more about this report in the article.