To save time and ensure consistency, rather than creating a new template each time, when viewing an existing template use the Duplicate to create and edit a copy.
Alternatively, to create a new one, click New within the toolbar.
⚠️ IMPORTANT when creating an email & SMS template (Admin > Contact Templates > Email & SMS Merge) it's really important that the correct Record Type is selected - Candidates, Candidate Referees, Organisations (use this for emails to Contacts too), Invoices, Users, Vendor Users. Selecting the wrong record type will result in you not being able to use the template as you intended.
Click Save when finished.
Details
Give your template a Title - this is how the template will appear within drop down lists (e.g. when setting up workflows)
Select a Method of Contact - email, SMS or both
Optionally, select a Correspondence Type for the template. Correspondence Types give you greater depth of reporting where emails are concerned.
Toggle to Allow users to select this template for emails. We recommend this option is always ticked
If your Consent settings include preferences, e.g. for marketing emails, select the preference to check
Optionally, set an Order ID to specify where in the drop down list of templates this one should sit.
🤓 Tip Add the Workflow stage or record type to the beginning of your Titles - this will group like emails together within drop down lists
Create a suitable Subject. To include merge fields, use the Add Merge Field To Subject drop down
Optionally, add a list of recipients or recipient groups to receive a Blind Carbon Copy (BCC) each time this template is used
If this email template is to be sent to a Candidate as part of the Interview scheduling process, you may wish to toggle Attach iCal - this will attach an iCal file to the email which the Candidate can then add to their calendar.
You now have three attachment options:
Use Attach Files to attach a specific file to the template. The file you select will be attached every time this template is used
Use Attach Image Files to upload and insert an image into the template. Useful for company logos. Don't forget to click the + to insert the image once uploaded.
Use Attach Feedback Questionnaire to include a link to a specified Discover Form. You must create the form before it can be selected here
Finally, add the body of your Email Template - this is the full text of the email that the recipient will see. To add merge fields, use the Add Merge Field To Email Template drop down.
🤓 Tip the email template field includes an HTML editor which can be used to create more elaborate formatting and features. Eploy are not able to offer support on any HTML you choose to use here.
Beneath the email template box you'll see a series of tickboxes. These allow you to add additional settings to your email, such as requesting Read and Delivery Receipts, including tracking options and marking the email as high importance.
SMS
To include an SMS as part of your template, continue scrolling to the SMS section at the end of the form:
If required, add a Sender ID. This is the text that will appear as the sender when the recipient opens the SMS. Sender IDs must be registered properly to ensure texts are not marked as Spam. Please contact Eploy Support for more information and assistance
Select a Reply Method:
No Replies will display the Sender ID to the recipient
Selecting Email will replace the Sender ID field with a Reply Email Address field - enter the email address for replies here
Telephone Number - as above but asking for a telephone number instead
Finally, enter the body of your SMS into the SMS Template. To keep costs low, we recommend keeping an SMS message short and to the point, ideally including a call to action, requesting the Candidate look at their email which includes more information