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Email templates let you write the automatic emails Candidates receive, from interview invitations to reminders, and send them from your own domain. You bundle templates into groups and assign a group to each Interviewer, so different roles or clients can get different emails.

Before you begin

  • Sender Domains, Templates, Template Groups, and Job Mapping need the Scale plan.
  • The Candidate Emails tab works on every plan. See Candidate emails.
  • Only Owners can add domains and change templates, groups, and mappings.

Open Email Templates

In the sidebar, under Manage, click Email Templates. The page has five tabs:
  • Sender Domains: connect your email domain.
  • Templates: write and manage your emails.
  • Template Groups: bundle templates together.
  • Job Mapping: choose which group each Interviewer uses.
  • Candidate Emails: send emails to Candidates yourself. See Candidate emails.

Send from your own domain

Send Candidate emails from your domain, such as interviews@recruitment.yourcompany.com, instead of the InterviewFlowAI address. A verified domain is also used for Candidate emails.
Use a subdomain, such as recruitment.yourcompany.com, to keep these emails separate from your Company’s other email.
1

Add your domain

In Sender Domains, enter your Domain Name and click Add Domain. It appears as Pending.
Sender Domains tab with the Add Sending Domain card, its How it works steps, the Domain Name field and Add Domain button, and an empty Configured Domains list.

Add a sending domain.

2

Add the DNS records

Click Show DNS Records and copy each record into your domain provider exactly as shown. Ask your IT team if you don’t manage your domain.
3

Verify the domain

Click Verify DNS. The status changes to Verified. If it fails, wait a few hours and try again.
4

Send a test email (optional)

Click Test Email, enter a sender name and a recipient, then click Send.
You can’t delete a domain while a template uses it.

Create a template

1

Open Templates

Open the Templates tab.
Templates tab with the Create Template form: Template Name, Template Type, Sender name, Sender email with a fixed domain, Load Default Template, and Subject, next to an empty Template Library.

The Create Template form and the Template Library.

2

Name it and pick a type

Enter a Template Name and choose a Template Type. The type decides when the email is sent, such as an invitation or a reminder.
3

Set the sender

Enter the Sender name. In Sender email, type only the part before the @.
4

Write the email

Click Load Default Template to start from our default, then edit the Subject and body. To add Candidate details such as their first name, click a variable under the editor to copy it, then paste it in.
5

Save

Keep Active Template checked, then click Create Template.
To check your email, click Send preview email, enter the recipient, and click Send Preview. In the Template Library, you can Edit, Disable, Enable, or Delete your templates. You can’t delete a template that’s in a group. Remove it from the group first.

Create a template group

  1. Open the Template Groups tab.
  2. Enter a Group Name, such as “High-Volume Staffing Roles”.
  3. Under Select Templates, pick your templates, one per type.
  4. Click Create Group.
Types without one of your templates use the System Default.

Assign a group to an Interviewer

  1. Open the Job Mapping tab.
  2. Choose the Job (Interviewer) and the Template Group.
  3. Click Save Mapping.
All emails for that Interviewer now use the group’s templates.

Example

You recruit for a retail client. Verify careers.retailclient.com, create invitation and completion templates in the client’s tone, bundle them in a “Retail client” group, and map it to the client’s Interviewers.

Troubleshooting

These tabs need the Scale plan. See Plans and credits.
Verify a domain, then enter a template name and subject.
The template is in a group. Remove it from the group first.