Email templates are reusable messages you send to candidates at each stage of hiring. You build them in a composer with placeholders, attachments, and categories. This requires a role with permission to manage templates & workflows (typically Admins).
Before you start
Required role: a role with the Manage templates & workflows permission (typically Admins)
Where to find it: Settings → Templates → Email Templates
How to create an email template
Open Settings → Templates → Email Templates and click + New template.
Set the recipients — To, and optionally Cc/Bcc.
Write the Subject and body. Type / in either to insert a placeholder, or use the placeholder chips (Candidate, Company Name, Job Title, Signature) under the body. You can also use AI Write to draft the message.
Optionally Attach file, or attach a questionnaire/event-scheduler link so it goes out with the email.
Give the template a name and category, and set it as the Default for its category if you want it pre-selected.
Click Save.
💡 Templates are grouped by category in the list, so a clear category keeps them easy to find.
Frequently asked questions
What are placeholders?
Placeholders like [first_name] or Company Name are filled in automatically with each candidate's details when the email is sent, so one template works for everyone.
Can I set a default email template?
Yes. Mark a template as Default and it's pre-selected for its category — the detail header shows the holder as "(Default)".