Email and note templates

Email templates let a recruiter or hiring manager generate standard emails at certain stages in the application process. The "To", "CC", "BCC", and "From" sections of the template are variables representing roles to be replaced by the email address of the person who holds the role in the context of the application. The subject and body of the email can also contain variable text such as {OrganizationName} or {PositionTitle} that will be replaced with the appropriate organization and position title in the context of the application being processed.

The recruiter administrator configures which processes will generate an automatic or interactive email, and what template the system will use to generate the emails. Configuring Talent Acquisition organization parameters

In addition to defining email templates for automated and interactive emails, the recruiter administrator can define email templates for any other purpose. A recruiter or hiring manager can select which template to use when they want to send an email. The person sending the email will be able to make changes to the generated email before sending it.

Most templates are defined with a default email template type that provides access to all the email variables in Talent Acquisition. There are other email template types (Link To Candidate Job Board, Link To Candidate Profile, and Transition Management templates for onboarding) that can be used to define templates for emails that are sent to candidates when they are added in the system by a recruiter who wants them to sign in and download a resume or specify a profile. These templates provide access to a limited subset of variables and let you specify the job board that the candidate will access. Email templates for these types must contain a {link} variable positioned where you want the link to Candidate Space to be shown.

Email templates can be used to send job notifications or job alerts to inform an applicant of job listings that fit the applicant's criteria. The applicant sets this criteria and specifies an email address in Candidate Space in My Job Alerts.

Onboarding email templates are created and maintained in Transition Management.

What are interactive emails?

Interactive emails are sent by the recruiter to request an action from the candidate. Interactive emails are sent to request online interviews, to request references, or to request an offer review. In all cases, the system provides a link to Candidate Space so the candidate an provide information online.

  • External candidates receive the link to Candidate Space inside their email. Recruiters must create email templates for these emails that include a {link} variable for this.

  • Internal candidates receive an email prompting them to check their notifications in the Talent Acquisition application. The notification with the same subject as the email is where they will find their link to Candidate Space. For this reason, recruiters should not include the {link} variable in their email templates for internal candidates. Instead, they should add text directing internal candidates to check their system notifications in Talent Acquisition for the link.

Note templates

Recruiters and hiring managers use note templates to generate standard notes at certain stages in the application process. Like email templates, note templates are used in Talent Acquisition to standardize communications. Users can easily choose common note templates to add to candidate job applications, eliminating the timely process of manually typing in a note for each candidate. Like email templates, note templates can include variables.

Categorization of templates

HR administrators and Recruiter administrators can create categories by which email templates and notes can be organized when displayed to recruiters and hiring managers. HR Generalists can view categories. With the category feature, email templates can be grouped by category, making it easier for users to locate email templates that serve their specific purpose. In the context of workflows, the category is used to filter the selection list of email templates in workflow steps.
  • Customers can define a list of categories and assign categories to email and note templates.
  • Customers can use category filters to show or hide email templates and note templates within workflow steps.
  • Categories are shared between email and note templates.