Message templates

In Teamio, you can create and set up message templates in advance, which you send to your candidates directly from Teamio. This serves for faster and more efficient communication, also because you can send them in bulk.

Go to Settings, the section Messages in the tab Message templates.

Here you will find a complete list of ready-made templates, which you can filter by activity type. From here, you can insert a new template or delete an old unused one.

To create a new message template, you need to fill in some details.

Template name

It serves only for internal distinction in Teamio and better orientation in the list of templates. Candidates do not see this name.

Template type

Here you choose whether you want the template to be personal or company. If you choose a personal template, you will have access to it only yourself. When the template is company-wide, it is available to all colleagues who can send a message to the candidate from Teamio (master user, HR manager, recruiter, and line manager who communicates with candidates). We recommend using company templates to keep your communication consistent.

Activity type

It is important to select the correct activity type. You can choose from 7 types, and each type is tied to the action you want to perform in Teamio. This means that if you want to create a template for rejection, you should select the activity type Candidate rejection, not Sending a message. Thus, this template will only appear at the moment you select the action Reject for the candidate. It is primarily used for clarity when working with candidates.

Message language

Choose the language in which you wish to communicate with candidates.

Subject

This will be the subject of the message you send to the candidate from Teamio. For some messages, you have the option to edit the subject of the sent message.

Message text

For each activity (i.e., for each type of template), we have prepared text for you. You can leave it as is or edit it, or delete it entirely and insert your own text. The text includes what are known as #tags#, which serve to personalize the message (see below).

Attachments

You can attach files to the template that will be automatically sent with the message.

You can insert tags into the text of the template and the subject of the message. Thanks to them, some information will be automatically filled into the message (such as the job title, candidate's name, etc.). Teamio will then automatically fill in this information into the text, or create an active link. Tags are part of complete Teamio. We call this service Personalized communication or also Message targeting, which will help you make communication with candidates even easier. More details in our article Personalized communication.

We recommend leaving templates unsigned if you have them as company. Each user can then set their own signature and insert it into the message before sending. You can easily create your signature in Account settings through Message signature.

Then you just fill in what you want to include in the signature.

For each message sent, you have the option to insert this created signature into the template via the option Sign.

The template cannot be removed if it is assigned to an active vacancy. To remove it, you need to:

1. Find out which active job posting(s) the template is assigned to.

2. Set a different template for these vacancies.

3. After removing all these links, it will be possible to delete the template.
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The use of templates in Teamio is tied to specific types of activities. Before using a template, make sure it corresponds to the current action you are performing. If you want to remove the template, first disconnect it from all active vacancies. By following these rules, you will ensure effective management of templates in your recruitment processes.