Message templates help you save time while also making it easier for your users to follow internal communication guidelines. This is also where you define the default communication that sets the general tone for your interactions with your candidates.

Create a message template

To create a message template, head to Settings → Templates → Messages. This is where you can see and edit your Message templates, as well as create new ones. Please note that only Recruitment Admins and Company Admins can access these settings.

To create a new Message template, click on the pink + button in the top right-hand corner and start composing your template. By clicking on an already existing template, you will be able to edit it.

Template details

Start by giving the template a name, add tags, and specify if it should be used as a default message template.

Message content

Now, it's time to set up the content of the message, starting with the subject line and the text, including different formatting and visual options. You can also attach files and add any questions you'd like to include as part of the template. Questions sent to a candidate via messages will be delivered in the form of a questionnaire.

Placeholders

Placeholders make it easy to personalize the message templates used for communicating with your candidates. When using placeholders, the candidate will see their own personal information, which will minimize the feeling of a non-personal automatic email.

You can add one of the following placeholders to both the subject and the message text:

{first-name}: The candidate's first name
{last-name}: The candidate's last name
{full-name}: The candidate's full name
{email-address}: The candidate's
{connect-url}: The URL to your Connect page.
{job-url}*: The link to the job ad.
{job-title}*: The job ad title.

* Only available when using the template in a job context.

You can add a fallback inside the placeholder to avoid empty and broken sentences if, for example, the candidate's name is missing. Just separate the placeholder name and the chosen fallback with a space.

For example, if you start your email with Hi {first-name}! you might want to use "there" as a fallback for the candidate's first name if that is missing. This will result in "Hi Taylor!" when there's a first name and "Hi there!" when the first name is missing.

Duplicate a message template

All created message templates can be duplicated to save time by using an existing foundation. Simply hover over a template in the template section and click the duplicate icon.

Default templates

You can set a template as the default in different scenarios connected to the candidate journey:

Option	Description	Visuals
Reply	This message will be the default "Thank you for your application" email sent to candidates after they submit their application. You can edit this message in the Responses section when creating or editing a job.
Reject	This will be the default message sent as an email to candidates when rejecting their job application. When using the "Reject" option, you'll also be able to edit this message if needed.
Reject reasons	This will be the default message sent as an email to candidates when rejecting their job application based on one or several reject reasons selected. When using the "Reject" option, you'll also be able to edit this message if needed.
Welcome to connect	This message is sent as an email to candidates who Connect with your company.