Email Templates
Customize the emails sent to candidates and interviewers.
Overview
Email Templates let you control the content of automated emails. VoiceHire sends emails for many events like interview scheduling, application updates, and follow-ups. You can edit each template to match your company voice.
Key Features
| Feature | Description |
|---|---|
| Pre-built Templates | Ready-to-use templates for all email events |
| Variable Support | Insert dynamic data like candidate name and job title |
| Markdown Editor | Format content with headings, lists, and links |
| Live Preview | See how the email looks before saving |
| Validation | Checks for invalid variables before save |
| Email Settings | Set sender name, reply-to, CC, and BCC |
| Reset to Default | Restore a customized template to the original shipped content |
Quick Start
- Go to Manage > Email Templates
- Find the template you want to edit
- Click Edit to open the editor
- Update the subject and body
- Preview your changes
- Click Save Template
Result: Your custom email template is active. New emails use your content.
How Email Templates Work
Event Occurs > Template Selected > Variables Replaced > Email Sent
| | | |
Interview "Interview "{{FirstName}}" Candidate
scheduled Scheduled" becomes "John" receives email
Email Events
VoiceHire sends emails for these events:
Application Events
| Event | Recipient | Description |
|---|---|---|
| Welcome | Team User | New team member joins |
| Application Received | Candidate | Application submitted |
| Application Rejected | Candidate | Application declined |
| Follow-up Request | Candidate | Request additional info |
Interview Events
| Event | Recipient | Description |
|---|---|---|
| Interview Scheduled | Candidate, Interviewer | New interview booked |
| Interview Rescheduled | Candidate, Interviewer | Date/time changed |
| Interview Cancelled | Candidate, Interviewer | Interview removed |
Interview events exist for each type:
- Video Interview
- Phone Interview
- In-Person Interview
- AI Interview (candidate only)
- One-Way Video Interview (candidate only)
Variables
Variables insert dynamic content into emails. They appear as {{VariableName}} in templates.
Common Variables
| Variable | Description | Example |
|---|---|---|
{{FirstName}} | Candidate's first name | John |
{{FullName}} | Candidate's full name | John Smith |
{{JobTitle}} | Job position title | Senior Developer |
{{CompanyName}} | Your company name | Acme Corp |
{{InterviewDate}} | Interview date | Wednesday, October 1, 2025 |
{{InterviewTime}} | Interview time | 12:00 PM India Standard Time (6:30 AM UTC) |
Each event type has access to specific variables. The editor shows which variables are available.
Access
Email Templates are only accessible to Admins and Super Admins. Other roles do not see this section.
See Permissions for details.
Tips
- Keep subject lines short and clear
- Use the candidate's first name for a personal touch
- Include all relevant details (date, time, location)
- Preview every change before saving
- Test templates by scheduling a test interview
In This Section
- Email Templates - View, manage, and edit all templates
- Variables Reference - All available template variables