Creating Email Templates

Objective

After completing this lesson, you will be able to create email templates for various communication needs within SmartRecruiters.

Overview of Email Template Types

Email templates in SmartRecruiters are predesigned email structures that permissioned users (e.g., Recruiters or Hiring managers) can use to quickly and consistently communicate with candidates. These templates eliminate the need to write the same emails repeatedly, ensuring a uniform message across all candidate interactions.

When communicating with a candidate, you have several options for sending emails. You can manually type an email in the Send via email section, or you can select a pre-existing template. These templates streamline communication with candidates, ensuring consistency and saving valuable time. Whether you're requesting additional information, scheduling interviews, or extending job offers, email templates provide a standardized and professional way to interact with potential hires.

Template Types

Template types in SmartRecruiters are predefined formats for sending specific communications to candidates and other stakeholders throughout the hiring process.

These templates cover core activities, including interview scheduling, job offers, rejections, and general messaging. They help ensure consistent, timely, and relevant updates at each recruitment stage and can be customized to suit different workflows or organizational needs.

  • Generic email templates are used for ad hoc communications, such as requesting additional information or informing candidates that a job is being put on hold. These templates can be accessed from the Communication tab within a candidate's profile.
  • Interview email templates are used when scheduling interviews. These templates include interview invites and, if your system is configured for calendar integration, invitations for candidates to self-schedule.
  • Offer email templates are used when extending job offers to candidates. These templates are used when an offer is created and approved.
  • Rejection email templates are used when informing candidates that they will not be moving forward in the hiring process.
The Communication Templates page displaying search bar, Add Template button and list of templates with edit and delete icons.​

Create Email Templates

To create a new communication template:

Steps

  1. Navigate to Settings.

  2. Within the Templates section, select Communication Templates.

  3. Select Add template.

  4. In the Name field, enter a descriptive name. The recommended practice is to follow a naming convention if the customer will be maintaining templates in multiple languages and countries, to ease users' experience, but also ease their maintenance from an admin perspective (e.g., Interview_On Site_ EN or Interview_Video_Germany_EN).

  5. In the Type field, choose one of the template types for the template. Remember that the type you choose determines where and when your hiring team can use it.

    The Add Template form displays Name, Background Check Notification, Type Generic Message, Apply to all org fields toggle.

  6. Enable or disable the Apply to all org fields toggle. If you disable the toggle, select which fields and values the Template should apply to.

    1. By default, each email template is available for candidates on any job. Using this setting, you also have the option to designate individual templates for specific groups of job. For example, one interview invitation template for engineers, and one for marketing. It is also possible to restrict a list of email templates to choose from.

    2. Select values for each active Org field. You can select multiple values, a single value, or all values for each field.

    The Edit Template displaying 'Fill testing form' name, Generic Message type, org fields off, brand and country.

  7. In the Subject field, enter an email subject.

  8. In the rich text editor, enter the message body. You can add Merge fields to both the subject and the message body to customize the template and include information about the candidate, the job, or your company.

  9. Select Save Template.

    Once created, email templates are immediately available for use. You can edit or delete templates as needed to keep them up to date and relevant.

    Watch the video below for more details about creating 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

  • Email templates in SmartRecruiters are predesigned email structures that recruiters can use to quickly and consistently communicate with candidates.
  • SmartRecruiters offers several template types, including generic, interview, offer, and rejection email templates.
  • Email templates ensure consistent, timely, and relevant updates at each recruitment stage and can be customized to suit different workflows or organizational needs.
  • Templates can be assigned to specific groups of jobs based on organizational fields.
  • Merge fields can be added to both the subject and message body to customize the template with information about the candidate, job, or company.

Learning

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