Can I create email templates to send to my candidates?
Email templates are a great way to save time and maintain consistent communication with candidates. Trakstar Hire allows you to create reusable templates that can be personalized automatically using candidate and interview placeholders.
Set Up an Email Template
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Navigate to your email template settings.
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Create a new template.
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Enter a template name, subject line, and message content.
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Add placeholders where appropriate to automatically personalize emails.
- Optionally attach items such as:
- Questionnaires
- EEOC links
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Other supporting attachments
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If you would like other users on your account to access the template, select Make this template available to other users on your account.
- Click Save when your template is complete.
Interview Templates
If your template contains interview-specific placeholders, the template will be labeled Interview.
When using interview placeholders:
- Send the template from the interview stage, or
- Attach the interview invitation before sending the email
This ensures interview-related placeholders populate correctly.
Use an Email Template When Sending a Message
After selecting New Email, you can insert a saved template from the top of the message window.
Templates can be used throughout the hiring process, including:
- General candidate communication
- Interview stages
- Offer stages
Sending to Multiple Candidates
When sending a template to multiple candidates at once:
- Placeholder values will not display while composing the email.
- Each email will be personalized automatically after it is sent.
- Every recipient will receive content populated with their own information.
Available Email Placeholders
The following placeholders can be used in email templates.
| Placeholder | Description |
|---|---|
| {{candidate-first-name}} | Candidate first name |
| {{candidate-name}} | Candidate full name |
| {{candidate-last-name}} | Candidate last name |
| {{opening-name}} | Opening or position name |
| {{interview-type}} | Interview type |
| {{interviewers}} | Interview participant names |
| {{interview-contact-details}} | Interview contact information |
| {{interview-time}} | Scheduled interview time |
| {{interview-duration}} | Interview duration |
| {{user-name}} | User sending the email |
| {{candidate-source}} | Candidate source information |
Can Other Users View My Templates?
Yes.
If you select Make this template available to other users on your account, other users will be able to:
- View the template
- Use the template
- Edit the template
Any shared template can be modified by other users on the account.
How Can I Help My Emails Avoid Spam Filters?
To improve email deliverability and reduce the likelihood of messages being sent to a candidate's spam folder, review Trakstar Hire's email deliverability best practices and guidance on content that may trigger spam filters.