Email templates for employees and candidates

The system allows you to send emails to employees and automate the process of sending emails to candidates by creating and using ready-made templates in the "Templates" section. This can be done manually or automated to send emails when a job stage changes.

This section also includes pre-made standard email templates that you can edit, or you can create your own. With the use of tags, your emails will be personalized and engaging.

Creating email templates for candidates

To create a new template, click the "Create" button.

Process for creating email templates for candidates:

After clicking the "Create" button, a creation form will open where you need to perform the following actions:

• Select the template type, fill in the "Template Name" field, and specify the "Subject of the Email";

• Fill in the template body with tags, and you can also attach a file if needed;

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

Tags can be inserted in the subject or body of the email, allowing the system to automatically fill in the necessary information - such as the job title, candidate's name, sender's contact details, and more.

The process for editing a template is identical. To do this, select the appropriate option by clicking on the three dots in the template menu.

Once the template is saved, it becomes available for viewing by other users who have access to the "Emails" section or the ability to send emails.

Tags in сandidate email templates

• [[Candidate name]] – the full name of the candidate as it appears in their profile.

• [[Job opening name]] – the title of the job to which the candidate is already attached.

• [[Job opening link]] – a link to the public job posting that is attached to the candidate’s profile and has the status "Published" in the "Integration" - "Public" section.

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

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

• [[TIN]] – the company’s tax identification number as specified in "Settings" - "General Settings".

• [[Sender's name]] – the full name from the profile of the employee who sent this email to the candidate.

• [[Sender's Email]], [[Sender's pnone number]], [[Sender's Skype]] – the corporate email address, phone number, and Skype ID from the profile of the employee sending this email to the candidate.

The data for the tags "Candidate name," "Sender's name," etc., are added to the email in the same grammatical case as they were entered into the system.

Methods of sending email templates to candidates

• sending a template from the candidate's profile;

• mass sending of an email template to a list of candidates;

• automatic sending of an email when the job stage changes.

When a candidate is moved from one stage to another, emails attached to each of the stages are sent.

Used tags are filled with the corresponding information. If a tag does not have information, it will appear in red, and the user will not be able to send the email.

To send emails to candidates, you need to connect an email address in your account settings.

Email templates for сandidate Follow-Ups

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

• propose a job to candidates for consideration, then follow up to get a response;

• periodically stay in touch with potential candidates, reminding them about company news, etc.

Then, follow-up email chains will be useful.

To create a follow-up template, go to the "Templates" section - the "Mails" tab, click on "Create," and set up the first email to the candidate.

Click on "+ Add Email" and set up the next one.

• specify how many days after sending the first email the second email should be sent;

• write the text, add tags to personalize your email, and attach a file if needed;

• click "+ Add Email" and set up another one.

If a candidate replies to an email in the chain, the chain will be broken, and the subsequent emails in that chain will not be sent.

We recommend working on the copywriting of your email texts to ensure they don’t come across as spam. Additionally, limit your email chains to no more than 3 emails.

Make your recruitment process more engaging and effective with follow-ups.

Offer templates

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

There are several examples available in the system that you can edit, duplicate, or delete as needed.

To create an offer template, follow these steps:

• click the "Create" button;

• select the template type, activate the "Offer reaction buttons" checkbox, and enter the template name;

• specify the email subject, write the email text, and choose the language for the "Accepting offer" / "I'm not interested" buttons (which will be displayed to the candidate in the email);

• optionally, attach a file to the email if needed;

• save your settings.

You can send an offer either from the candidate's profile or by attaching the email to the job stage.

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

Next, you can select the job position and the offer template you want to send to the candidate.

You can only send an offer for the job position to which the candidate has been attached.

You can also review the email text, edit it if necessary, and then click the "Send" button.

The candidate will receive the email and can respond by clicking on the button to indicate their decision.

If the candidate accepts the offer, their profile will be automatically moved to the "Offer accepted" stage. If they decline, it will be moved to the "Rejection by candidate" stage.
Additionally, the responsible recruiters for the job position will receive a notification about the candidate's response.

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

Creating email templates for employees

To create a new template, click the "Create" button.

Process for creating email templates for employees:

After clicking the "Create" button, a creation form will open. Perform the following actions:

• Choose the template type, fill in the "Template Name" field, and specify the "Subject of the Email"

• Complete the template body with tags, and optionally, attach a file.

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

Tags can be included in the subject or body of the email, and the system will pull the necessary information such as the company name, employee's name, etc.

The process for editing a template is similar. To do this, select the appropriate option displayed in the template menu by clicking on the three dots.

After saving, the template is available for viewing by other users who have access to the "Mails" section or the ability to send emails.

Tags

• [[Employee]] – the full name of the employee as it appears in their profile.

• [[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 tax identification number specified in the "Settings" - "General Settings" section.

Data for the "Employee" tag is added to the email in the same grammatical case as it was entered into the system.

How to send an email to an employee

You can send an email to an employee by going to their profile and clicking on the email icon.

You can choose to send the email either personally from yourself or from the company, and you can also add recipients in the CC or BCC fields. Use tags to easily create more personalized messages.

To send emails to employees, you need to connect an email address in your account settings or link a shared email account for sending emails on behalf of the company.

Connecting a mail account to the system

To send emails on behalf of the company, you can connect one or more email accounts in the "Settings" - "Mail accounts" section.

Access to the "Mail accounts" section is available to users who have access to the general system settings.

You need to click the "Create account" button, after which you can connect the desired email address.