> ## Documentation Index
> Fetch the complete documentation index at: https://docs.interviewflowai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email templates

> Send Candidate emails from your own domain and in your own words.

Email templates let you write the emails Candidates receive, from interview invitations to reminders. You can also send them from your own domain.

<Note>
  Email templates are available on the **Scale** plan. Only Owners can add domains and edit templates.
</Note>

## Open Email templates

Click **Email Templates** in the **Manage** section. The page has four 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.

## Send from your own domain

Send Candidate emails from your domain, such as `interviews@recruitment.yourcompany.com`, instead of the InterviewFlowAI address.

<Tip>
  Use a subdomain, such as `recruitment.yourcompany.com`, to keep these emails separate from your Company's other email.
</Tip>

<Steps>
  <Step title="Add your domain">
    In **Sender Domains**, enter your **Domain Name** and click **Add Domain**.
  </Step>

  <Step title="Add the DNS records">
    The app shows the DNS records to add. Copy them into your domain provider exactly as shown. Ask your IT team if you don't manage DNS.
  </Step>

  <Step title="Verify the domain">
    Click **Verify DNS**. The status changes from **Pending** to **Verified**.

    <Note>
      DNS changes can take from a few minutes to several hours. If verification fails, try again later.
    </Note>
  </Step>

  <Step title="Send a test email (optional)">
    Once verified, use **Test Email**. Enter a sender name and a recipient, then click **Send**. This sends a real email to that address.
  </Step>
</Steps>

## Create a template

1. Open the **Templates** tab.
2. Enter a **Template Name** for your team.
3. Choose a **Template Type**. This decides when the email is sent.
4. Enter the **Sender name** and **Sender email**. The sender email uses your verified domain.
5. Write the **Subject** and the email body.
6. Keep **Active Template** checked.
7. Click **Create Template**.

<Tip>
  Click **Load Default Template** to start from our default email for that type. It shows which variables you can use.
</Tip>

### Template types

* **Issue With Interview Call**
* **Interview Invitation - Private Job**
* **Interview Invitation - Public Job**
* **6 Hour Left Interview Reminder**
* **24 Hour Left Interview Reminder**
* **Shortlisted for AI Interview**
* **Interview Completed**
* **Thank You for Applying**
* **Shortlisted for Assessment**
* **Assessment Reminder**
* **24 Hour Left Assessment Reminder**

### Variables

Variables fill in details for each Candidate. Use triple braces, such as `{{{first_name}}}`. Click a variable below the editor to copy it.

| Template types | Variables |
| - | - |
| Interview invitations, interview reminders, Shortlisted for AI Interview, Issue With Interview Call | `first_name`, `job_title`, `company_name`, `interview_link` |
| Shortlisted for Assessment | `first_name`, `job_title`, `company_name`, `assessment_link`, `days_to_complete` |
| Assessment Reminder | `candidate_name`, `first_name`, `job_title`, `company_name`, `assessment_link`, `unsubscribe_url` |
| 24 Hour Left Assessment Reminder | `first_name`, `job_role`, `assessment_link`, `date_and_time`, `unsubscribe_url` |
| Interview Completed, Thank You for Applying | `first_name`, `job_title`, `company_name` |

### Preview a template

Click **Send preview email**, enter a recipient, and click **Send Preview**. This sends a real email to that address. Variables aren't filled in, so you see them as written.

You need a verified domain, a template name, and a subject before you can send a preview.

### Manage templates

In the **Template Library**, you can **Edit**, **Disable**, **Enable**, or **Delete** your templates. You can't delete a template that's in a group. System templates can't be changed.

## Create a template group

Groups bundle templates so you can use a different style for different roles or clients.

1. Open the **Template Groups** tab.
2. Enter a **Group Name**.
3. Under **Select Templates**, pick your templates. You can include one template per type.
4. Save the group.

Each group shows which types use your template and which 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**.

<Warning>
  All emails for that Interviewer now use the group's templates. If the group has no template for a type, we send the system default.
</Warning>


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