Creating Consent Email Templates

Objective

After completing this lesson, you will be able to configure custom consent request emails to align with data privacy regulations and company policies.

Consent Request Emails

In SmartRecruiters, managing consent requests is essential for compliance with data privacy regulations. Candidates may enter the system through various channels, such as manual addition, referrals, or agency submissions, and might not have provided their consent yet.

SmartRecruiters’ Custom Consent Requests let admins tailor the emails recruiters send to candidates when requesting review of their privacy policy and consent, with content and delivery automatically aligned with each candidate’s country settings and job ad language.

By default, SmartRecruiters uses a default template for consent request emails. Utilizing the default template is generally recommended, especially if you advertise jobs in multiple languages. The system automatically translates the consent request emails based on the candidate's application language.

Request Consent Email Template toggle to use the SmartRecruiters Default Template.

However, if you prefer to create custom emails, you can disable the default template and add templates in various languages. SmartRecruiters offers three types of consent request emails:

  1. No Deletion (when GDPR is disabled): This email is sent to candidates who applied for a job in a country where the GDPR setting is disabled. While consent is requested, the candidate's profile will not be automatically deleted after thirty days. Instead, it will be subject to the standard data retention period. You can view the content of this email by clicking the edit icon. The email informs the candidate about the consent request and provides a link to review the privacy policy.
  2. Deletion after 30 days: This is the initial email sent to candidates who applied for a job in a country where the GDPR setting is enabled. The email informs the candidate that their profile will be deleted within 30 days if they do not provide consent. It also includes a link to review the privacy policy and grant consent.
  3. Deletion reminders: These emails are sent as reminders to candidates who have not yet provided consent and are nearing the 30-day deletion deadline. Two reminders are sent: one seven days before deletion and another two days before. Like the initial email, these reminders provide a link to review the privacy policy and highlight the impending deletion.

This setup supports profile-level consent management and safeguards data handling by clearly communicating retention outcomes if a candidate does not respond within 30 days.

There are two approaches that you can take to consent requests:

  1. Use the SmartRecruiters default template.
  2. Use Custom Consent Requests that you create.

You might decide to use custom consent requests to control branding, localization, and legal wording across countries and scenarios. Providing complete, language-specific sets prevents fallback to generic defaults and keeps consent messaging consistent and compliant.

Note

SmartRecruiters does not automatically translate any custom consent request emails added by the admin.

Create a Custom Consent Template – Part 1

To use a custom consent template, you will need to first disable the SmartRecruiters' Default Template and Enabling Custom Consent Requests, and create your consent template in the appropriate language.

To disable the default template and start building your custom consent requests:

Steps

  1. Navigate to Settings.

  2. In the Templates section, select Custom Consent Request.

  3. Disable the Use SmartRecruiters Default Template toggle.

  4. Select the language you would like to create consent templates for.

    Displays setting to assign default language for custom template.

  5. Review the consent templates and make edits as necessary.

    Ensure you create templates for each language you support.

    Request Consent Email Template page where you can manage consent templates, with pencil edit and trash can delete icons and Add template button.

Create a Custom Consent Template – Part 2

To add a custom consent request to your custom consent request library:

Steps

  1. Within the Custom Consent Request page, select Add template.

  2. In the Template Type field, select the type for the template:

    1. No deletion: Sent when the GDPR deletion rule is not active for the candidate’s country (GDPR setting OFF). The message asks for consent but does not warn about deletion after 30 days.

    2. Deletion after 30 days: Sent when the GDPR deletion rule is active for the candidate’s country (GDPR setting ON). It tells the candidate their profile will be deleted in 30 days if they don’t act.

    3. Deletion reminders: Sent automatically as reminders during the 30-day window (commonly 7 days and 2 days before deletion) when the GDPR setting is ON.

  3. In the Language field, enter the language for which you will create this consent request.

  4. In the Message title field, enter a subject for your email.

  5. In the Message body field, enter your custom consent message for the applicant. For example:

    Code Snippet
    12345678
    Hi, [first_name] [last_name],
We would like to consider you for a position at [company_name]. Your privacy is
important to us. Please review our privacy policy and confirm that we may use your
information for recruitment purposes.
[profile_access_button]
You can review, update, or delete your profile at any time.
Thank you.
The [company_name] Recruitment Team

  6. In the Change the email button text field, enter a label to override the [profile_access_button] value. For example, Review the Policy.

  7. Select Save.

    Note

    Remember to create a template for each language in which you advertise jobs. You can also edit the default template and change the default language if needed.

    Hint

    Best Practice - SmartRecruiters has a consent status and lock or unlock icon in your application to show that the applicant has accepted consent or not. Each morning, recruiters should send a reminder to applicants who have not accepted consent by selecting Request next to consent status. This will ensure candidates are receiving reminders to accept consent and are not deleted within 30 days if that setting has been activated. You may have a great candidate, get them to a second interview, and the next day, the application vanishes.

    Watch the video below for more details about creating consent email templates.

    This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

Summary

  • SmartRecruiters simplifies consent management by offering default and customizable email templates.
  • The system supports three types of consent request emails: No Deletion,Deletion after 30 days, and Deletion reminders, catering to different GDPR settings.
  • Customizing consent request emails involves adding templates for each language, including the profile access button and days count merge fields.

Learning

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