If you find yourself doing a fair amount of email correspondence to applicants from within the ATS, then you should be taking advantage of the ability to add and edit email templates.
To access your existing email templates or to create new ones, navigate to the Email Templates tab within the Settings Dashboard.
To add a new email template, click the plus icon on the left side of the tab. The email templates allow you to utilize personalization strings in your correspondence. There is a list of personalization strings provided that you may use in your email template. Simply copy and paste the whole string (including the hash tags) into the text body to indicate your preferred placement (i.e. Dear #first_name#,).
Complete the fields provided:
- If you prefer that your personal email address is displayed in the email then you should place the email address in the "sender email" field. Please note that there is an automatic footer displayed at the bottom of all messages sent. The footer will read: "Do Not Reply to this email, if you need to reply please send an email to: [insert your email address here]."
- If the email template will be most often used to email large groups of applicants we suggest leaving the sender email field blank. This will automatically send all messages from firstname.lastname@example.org.
NOTE: The purpose of leaving the "sender email" field blank before saving the email template is to make sure that the footer in the email template reads as follows: "Please do not reply to this email, as it is from a No-Reply Address." If you were to add the default no-reply email address in that field, then the automatic footer would read as follows: "Do Not Reply to this email, if you need to reply please send an email to: email@example.com."
Email Subject - Enter your desired email subject. If you are using the no-reply sending address in the email template make sure to include the name of your organization in the subject line so that applicants will recognize the message as coming from your company.
Email Body - Enter your message text here. This section is plain-text only. If you wish to reference any website links in your message make sure to type out the entire URL address for the website.
To utilize one of your email templates in conjunction with a single applicant, click on an applicant's email address in the applicant record. A window will appear prompting you to choose your desired email template from the list of existing active email templates. Once you have selected the email template the email form will populate with the email template information. You will be able to make changes before sending the email to your applicant.
NOTE: The applicants prior email history for the application will be listed below the applicant information.