Email Template Categories and where to find them
As a reminder, there are several categories of email templates available within Eploy, and they're all used at specific points within your various processes:
Email & SMS Merge - these are the email templates used within your Recruitment Workflows. This category also contains any ad-hoc email templates you might want to use at any time within your system. These templates can be going by navigating to Admin > Contact Templates > Email & SMS Merge from the main menu.
Portal Notifications - these are the website notification emails that go to Candidates. Emails here include the registration and application confirmation emails, password reset request and confirmation emails, and the "forward this job to a friend" email. These templates can be going by navigating to Admin > Contact Templates > Portal Notifications from the main menu.
e-Signature Notifications - these email templates are used to send a signable document to a Candidate or Contact directly, without having to use a Form Flow. These templates can be going by navigating to Admin > Document Templates > e-Signature Documents from the main menu, then opening the Emails tab.
Authorisation - any email sent as part of your Authorisation Workflows (Vacancy and Hire) can be found within this category. These templates can be going by navigating to Admin > Authorisation Workflows from the main menu, then opening the Emails tab.
Consent Emails - here you'll find all emails sent to both Candidates and Contacts (if required) as part of the GDPR modules renewal process i.e. the "can we hold on to your data for another 12 months?" emails. These templates can be going by navigating to Admin > Consents > Candidate from the main menu, then opening the Emails tab.
iCal Templates - these email templates can be associated to individual Action Types and are sent to Core Users and Hiring Managers when an Action (e.g. an Interview) is scheduled. These remove the need to BCC Hiring Managers in on the confirmation email to the Candidate. These templates can be going by navigating to Admin > Contact Templates > iCal Templates from the main menu.
Job Alert - when a Candidate signs up for Job Alerts, emails are sent to them when jobs matching their preferences are published. These email templates are found here. These templates can be going by navigating to Admin > Job Alerts from the main menu, then opening the Emails tab.
Reference Collection - this category is where you'll find all reference collection related email templates. These templates can be going by navigating to Admin > Reference Collection from the main menu, then opening the Emails tab.
Amending and Adding Email Templates
As part of Phase 2 of your Implementation you'll have already identified the email templates which need amending or adding in to the system.
To make these changes, navigate to the appropriate category as described above.
To create a new template, click New in the toolbar.
To amend an email template, click its name and make the necessary changes.
Testing your Email Templates
It's absolutely vital that you test your email templates - both to ensure they send as expected from a timing perspective and that they are sent to the correct recipient, but you'll also want to ensure that the content of the email is correct. This is especially important if you've added HTML to your email templates or have been making changes to the merge fields within each template - a lot of our merge fields have similar sounding names and you might accidentally use Contact merge fields instead of Candidate ones (like I did the first time I created an email template!).
To help ensure you capture everything that needs testing, we'd recommend using the Customer Testing Example Scenarios spreadsheet, which can be found within the Files tab of your Teamwork project. Within this spreadsheet you'll find one worksheet that contains several example scenarios, and the second worksheet contains space for you to add your own.
Further Information and Guidance