1. Email Templates Overview
Thalamus can automatically and manually send system emails to applicants when specific actions occur throughout the interview season.
Each template defaults to a System Template written by the Thalamus team. You can customize these email templates, create additional templates, and set default messages in the Email Template Editor.
2. Manually Triggered Templates
These templates are triggered when you take specific actions in Thalamus. For example, when you invite applicants to interview, the system will send the Interview Invitation email template.
Interview Invitation: This template is used to invite an applicant to interview with your program in Thalamus. Through the invitation, applicants can self-schedule their interview. New users can create a Thalamus account, and returning users can sign in to their existing account
Note: If your program uses multiple scheduling groups, consider creating separate email templates for each specific email group
Follow-Up Interview Invitation: This template is used to invite an applicant to sign up for a follow-up interview session. Programs can specify the template they would like to use for each round of follow-up interviews (i.e., 2nd, 3rd, or 4th)
Additional Templates: These templates are used as supplementary communication. Programs can customize them and manually send them to targeted groups of applicants from the Applicant Dashboard Actions menu
Interview Session Details: This template is used when sending Interview Session details from the individual sessions in the Itinerary Builder
Social Event Session Details: This template is used when sending Social Event session details from the individual sessions in the Itinerary Builder
Applicant Survey Assigned: This template is used to notify an applicant that they have been assigned a survey or that changes have been made to a previously assigned survey
Tips
If your program uses multiple scheduling groups, we suggest creating separate Interview Invitation templates for each scheduling group
Use the Applicant Survey Assigned template when you send a survey to applicants separately, rather than attaching it to an interview invitation
3. Automatic Email Templates
These templates are automatically triggered when applicants take specific actions in Thalamus. For example, when an applicant schedules an interview, the system will send the Interview Confirmation email template.
For Initial Interviews and Follow-Up Interviews
Interview Confirmation: This template confirms that an applicant has scheduled an interview with a program. Only one confirmation email can be designated as the default. Be sure to include details for all scheduling groups in that message. Additional details can be sent to specific scheduling groups using an "Additional Template"
Interview Cancellation: This template confirms that an applicant has cancelled their interview with a program
Wait List Confirmation: This template confirms that an applicant has been added to the waitlist for an interview date that is fully booked
Wait List Cancellation: This template confirms that an applicant has withdrawn from a waitlist
Wait List Opening Notification: This template informs an applicant of an immediate opening on a waitlist
Interview Date Change Notification: This template informs an applicant when a Program changes a previously confirmed interview date
Interview Reminder: This template is sent to applicants a set number of days (for example, 3 days) before their scheduled interview with a program. The reminder interval is configured in the Program tab under "Set Reminder Interval". See the user guide Calendar Settings Overview (Interview Reminder)
Follow-Up Interview Confirmation: This template confirms that an applicant has scheduled a follow-up interview
Follow-Up Interview Cancellation: This template confirms the applicant has cancelled a follow-up interview
Note: Only one Interview Confirmation template can be set as the default. Be sure to include details for all scheduling groups in that message. You can send additional details to specific scheduling groups using an Additional Template.
For Social Events
Social Event Confirmation: This template confirms that an applicant has signed up for a social event with a program
Social Event Cancellation: This template confirms that an applicant has cancelled their participation in the program's social event
Social Event Date Change Notification: This template informs an applicant when a Program changes a previously confirmed social event date
Social Event Reminder: This template is sent to applicants a set number of days (for example, 3 days) before their scheduled social event with your program. The reminder interval is configured in the Program tab under "Set Reminder Interval"
4. Create a New Template
Select the Administration tab in the top navigation bar
From the dropdown, select Email. The Email Template Editor will open
In the left-hand menu, select the type of template you'd like to create (e.g., Interview Invitation or Interview Cancellation)
Select Create New Template
Enter the Template Name. This will be the title under which the message is stored in your Thalamus program account
To set this message as the default template for that action, select the Default Template checkbox. The box will turn teal blue when enabled
Enter the Email Subject. This will be the subject line used when the email is sent to applicants
Repeat this process as needed to create additional templates.
Note: System Templates cannot be edited, but they are suitable for all programs. To create a customized version, create a new template to access all customization features.
5. Customize the Message
The default text written by the Thalamus team for each System Template will automatically populate the text box of a new template to help you get started. You can customize this text as needed.
Use the toolbar above each text box to edit font style, insert links or images, or create bulleted lists. Hover over a button to view a description of its function, then select the button to use it.
6. Insert Shortcodes
Important: For Interview Invitation templates, the [#InvitationMessage#] shortcode must remain in the template. This shortcode enables Thalamus to automatically identify new applicants and those who already have accounts. Removing it will prevent new applicants from creating accounts and returning users from receiving login details. The template cannot be saved if the shortcode is missing.
Shortcodes personalize and customize your messages. Examples include:
Applicant Name: [#ApplicantFirstName#]
Program Name: [#ProgramName#]
Account Creation Link: [#InvitationMessage#]
Place your cursor where you want the shortcode text to appear
Select the shortcode from the drop-down menu on the right side of the email editor
The shortcode will be inserted into the body of the message
Note: Shortcodes are specific to each template. You cannot copy a shortcode from one template and use it in another. An error message will appear if an invalid shortcode is included.
7. Add Attachments
Select Add attachments at the bottom of the text box. The Select Attachments window will open
Select Upload
Locate the file on your computer
Select Open. The file will appear in the attachments list
Select one or more files from the list to include them in the email. Selected files will be highlighted in teal
Select Select to save your attachment selections. Selected attachments will display directly beneath the text box
To discard your attachment changes, select Cancel or click outside the Select Attachments window
To remove an attachment, select the red X icon in the corresponding row
Note: The maximum attachment size is 10MB. A warning will appear if the file is too large. Only attachments shown beneath the text box will be sent with the email.
8. Save Your Template
When your message is complete, select Save in the upper-right corner of the editor. You can also:
Restore the system default text by selecting Restore System Template to the right of the Current Template field
Revert to the last saved version by selecting Cancel in the upper-right corner of the editor
If you try to exit the page or switch templates without saving, the Save Template Changes? window will appear.
Select Save and Continue to save your changes, or select Continue without Saving to discard them
Select Confirm to proceed
To return to the editor without making changes, select Cancel or click outside the window.
9. Send a Test Email
Once your template is finalized, send a test copy to preview what applicants will receive.
Select Send Test Email in the upper-right corner of the editor. The Send Test Email window will appear
Enter the recipient email address
Select Send
To cancel, select Cancel or click outside the window.
10. Set Up Follow-Up Interview Templates
Thalamus allows you to invite applicants to a maximum of four rounds of interviews. A Follow-Up Interview Invitation template can be assigned to one or more follow-up interview rounds.
When creating a new template, select the appropriate round. The template will be set as the default for that round of interviews.
For additional questions or support, please contact our team by emailing customercare@thalamusgme.com.