Each message template in the library has the option of adding "Tokens" in the editor. The Token drop-down is a dynamic list which shows all available tokens based on the folder you are in. Clicking on the token name will insert it into the email template. When sent, your hiring system will populate the token with content related to the applicant. If tokens are copied and pasted from another template and unavailable from the dropdown list of available fields it will not be activated or automatically populated.
See the message template token list below for detailed information on available tokens.
Message Templates
- Select the Message Templates tab on the menu then click +Create Message Template.
- Enter an internal Message Name.
- Enter a Subject that will be visible to applicants.
- Select Message Type to indicate where the template will be stored.
- Use the text editor to create the Body of the message template. To use system-generated content, see message tokens below.
- The CC and BCC are optional fields that allow you to include one or more email addresses using commas to separate each recipient. The recipients will then receive the email any time that message is sent from your hiring system.
- When finished, click Create.
Message Template Tokens
Hire Notification
Hire notifications are sent to applicants when they have been hired in the system.
- ##applicant-first-name##
- ##applicant-applied-on-date##
- ##applicant-phone-number##
- ##instance-name##
- ##job-title##
Iterative Applications
Iterative application messages are sent when Part 2 of a job has been activated.
- ##applicant-first-name##
- ##applicant-applied-on-date##
- ##applicant-phone-number##
- ##instance-name##
- ##job-title##
- ##application-part-url##
Meeting / Calendar
Messages with meeting and calendar invitations are sent to applicants or system users during the screening or interview scheduling process. These include message templates for phone screens, interview requests, interview confirmations, or interview cancellations.
-
##applicant-first-name##
-
##applicant-applied-on-date##
-
##applicant-phone-number##
-
##instance-name##
-
##job-title##
-
##calendar-link##
Offer
Offer messages are sent to applicants when an offer has been initiated.
- ##applicant-first-name##
- ##applicant-applied-on-date##
- ##applicant-phone-number##
- ##instance-name##
- ##job-title##
- ##offer-link##
Received
Applicants will receive the application submission confirmation at the time their application is submitted.
- ##instance-name##
- ##reply-to-link##
References
Reference messages are sent to the references provided by an applicant.
-
##applicant-first-name##
-
##applicant-last-name##
-
##reference-name##
-
##job-title##
-
##reference-form-link##
Rejection Notification
Rejection messages are sent to applicants when they have been rejected in the system.
-
##applicant-first-name##
-
##applicant-applied-on-date##
-
##applicant-phone-number##
-
##instance-name##
-
##job-title##
Standard
Standard message templates can be added to custom steps within a job's workflow.
-
##applicant-first-name##
-
##applicant-applied-on-date##
-
##applicant-phone-number##
-
##instance-name##
-
##job-title##
Undo Rejection
Undo Rejection messages are sent to applicants when their rejection status has been reversed in the system.
-
##applicant-applied-on-date##
-
##applicant-phone-number##
-
##instance-name##
-
##job-title##
Job Invites
Selected messages are sent to individuals when inviting them to apply for a specific job or when requesting incomplete application information to be submitted.
-
##instance-name##
-
##job-title##
-
##job-url##
-
##applicant-email##
Sharing
Sharing messages are sent to external collaborators when sharing an applicant file.
- ##applicant-first-name##
- ##applicant-last-name##
- ##job-title##