Email Templates
View and edit all email templates in one place.
Navigate to Manage > Email Templates.
Required permission: Admin or Super Admin
Template Table
The table shows all email templates:
| Column | Description |
|---|---|
| Event Type | The event that triggers this email |
| Subject | Current email subject line |
| Last Updated | Date of most recent change |
| Actions | Edit button |
- Sort by any column header (ascending/descending)
- Default sort is by Event Type in ascending order
- Page size: 10, 25, or 50 templates per page
Available Templates
Welcome and Application Templates
| Template | Recipient | Description |
|---|---|---|
| Welcome | Team user | New team member joins |
| Application Received | Candidate | Application submitted |
| Application Rejected | Candidate | Application declined |
| Follow-up Request | Candidate | Request for additional information |
Video Interview Templates
Scheduled, Rescheduled, and Cancelled — for both Candidate and Interviewer.
Phone Interview Templates
Scheduled, Rescheduled, and Cancelled — for both Candidate and Interviewer.
In-Person Interview Templates
Scheduled, Rescheduled, and Cancelled — for both Candidate and Interviewer.
AI Interview Templates
Scheduled and Cancelled — Candidate only (no interviewer email).
One-Way Video Interview Templates
Scheduled and Cancelled — Candidate only.
Editing a Template
Click Edit in the Actions column to open the full-screen template editor.
Template Fields
| Field | Required | Description |
|---|---|---|
| Email Subject | Yes | Subject line; supports variables |
| Sender Name | No | Display name for the sender |
| Reply To Email | No | Email address replies go to |
| CC Emails | No | Comma-separated CC recipients |
| BCC Emails | No | Comma-separated BCC recipients |
| Email Body | Yes | Markdown-formatted email content |
Using Variables
Variables insert dynamic content using the format \{\ {VariableName\}\ }. The editor has a Variables tab in the preview panel that lists all variables available for the current template type.
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 (timezone shown) |
See Variables Reference for the complete list.
If you use a variable that is not available for the current template type, the editor shows a validation error and prevents saving until it is corrected.
Markdown Formatting
The body editor supports Markdown:
| Format | Syntax | Result |
|---|---|---|
| Bold | **text** | text |
| Italic | *text* | text |
| Heading | # Title | Large heading |
| Link | [text](url) | Clickable link |
| Bullet list | - item | Bullet point |
Preview
The preview panel (right side) renders the email with sample values so you can see how it looks before saving.
Resetting to Default
If you have previously saved a custom version of a template, a Reset to Default button appears in the dialog header. Clicking it replaces your customized content with the original shipped template.
Resetting is immediate and permanent. Your current subject, body, sender name, reply-to, CC, and BCC values are discarded and cannot be recovered.
To reset a template:
- Open the template editor by clicking Edit.
- Click Reset to Default in the header (only visible on customized templates).
- Confirm the prompt — click Reset to proceed or Cancel to go back.
- The form repopulates with the default content and the template is saved.
After a successful reset the template is treated as a system (default) template again, and the Reset to Default button no longer appears.
Saving
Click Save Template to save. A success message appears and the dialog closes.
Click Cancel to discard changes and return to the template list.
Tips
- Use variables like
\{\{FirstName\}\}for a personal touch - Preview every change before saving
- Keep subject lines concise
- Check templates after rebranding your company