Connecting an Email Template with Application Status

Objective

After completing this lesson, you will be able to connect an email template with a candidate’s status.

Applicant Status Email

Any existing email template can be connected with a specific candidate status set. For instance, a candidate can be informed that the company has received the candidate’s application or a hiring manager can be notified that the applicant was moved to the short list status.

To associate an email template with a specific status, proceed as follows:

  • Navigate to Admin Center→Recruiting→Edit Applicant Status Configuration.
  • Open the status set.
  • Navigate to the appropriate recipient and select the email template for that status.

Email templates can be sent to the following parties:

  • Candidate
  • Any roles associated with the recruiting process
  • Teams, if Team Recruiting is configured

Enabling Applicant Status Emails

Screenshot showing options to select email templates for external candidates, internal candidates, managers, agency users, job req originators, hiring managers, and recruiters

Different roles can receive different emails during the same status.

Note

Most emails go out immediately, except for disqualification emails, which can be delayed for a selected period of time.

Create and Connect Recruiting Email Template

Business Example

In this exercise, you will:

  • Create a recruiting email template
  • Connect a recruiting email template to a candidate status
  • Connect a recruiting email template to an email trigger
ExerciseStart Exercise

Task 1: Create a Recruiting Email Template

Steps

  1. Log in as your admin user and navigate to Admin Center→Manage Recruiting Email Templates.

  2. Create an email template thanking the candidate for their application. Use tokens for the fields in bold.

    Subject: Thank you for applying

    Dear Candidate,

    We have received your application for the Job Title position. Your qualifications are currently being reviewed. We thank you for your interest.

    Sincerely,

    ACME Recruiting Department

  3. Create another email template notifying the Recruiter that an offer has received an approval. Use tokens for the fields in bold.

    Subject: Offer has received an approval

    Dear Recruiter,

    The offer approval for Candidate for the position of Job Title has received an approval.

    Sincerely,

    ACME Recruiting Department

  4. Save the changes.

Task 2: Connect a Recruiting Email Template to a Candidate Status

Steps

  1. As your admin user, navigate to Admin Center→Edit Applicant Status Configuration.

  2. Open the New Applicant status within the status set for your requisition.

  3. Associate the Thank you for applying template to the appropriate person and role.

  4. Save the changes.

  5. Log in as an internal or external user and apply to an open position.

  6. Review the email as the candidate to verify the content.

Task 3: Connect a Recruiting Email Template to an Email Trigger

Steps

  1. As your admin user, navigate to Admin Center→Recruiting Email Triggers.

  2. Enable the Offer Received an Approval trigger.

  3. Associate the Offer has received an approval template.

  4. Select the Recruiter role on the requisition as the specified recipient.

  5. Save the changes. Notice the additional tokens supported in the Tips section.

  6. Copy the tokens for previous and current approver.

  7. Navigate back to Recruiting Email Templates and add specifics about these approvers to your template.

  8. To test, initiate and approve an offer for a candidate.

  9. Once received, review the email to verify the content.

    Note

    You may need to check your Spam/Junk mail folder if you do not see the email in your inbox.

Learning

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