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When you're setting up automated notifications within your system, you'll be asked to pick from a list of available email templates.  You can even use these templates when sending an ad-hoc email from within the system.

In this article we'll explore how to create and amend your email templates, using the Email & SMS Category as an example.

To jump to a specific section in this article, please use the links below:

Creating your Template

Before creating your template, you first need to decide which category of template to use.  A full list of the categories and explanations around when each is used can be found in this article.

The most commonly used category is Email and SMS Merge.  This category allows you to create templates which can be assigned to Recruitment Workflow stage notifications, and these templates can be used to contact Candidates and Contacts on an ad-hoc basis.  

To start, navigate to Admin > Contact Templates > Email and SMS Merge.

You'll now see a list of all templates available.  To create a new one, click New in the grey menu bar at the top of the screen.

You'll now be asked to select which record type this template should be associated with and determines which record type the template can be used to contact.  The options are:

  • None
  • Company/Contact
  • Candidate - this is the most commonly used option.
  • Correspondence
  • Users
  • Contact References
  • Contact Vendors
  • Invoices

Hint - Once set, this can not be changed so be certain who the intended recipient is when making your selection.

The email template itself is broken down in to several separate sections.

The Template Details 

At the top of the email template is the Template Details - this is where you give the template a name, an email subject and select Blind Carbon Copy (BCC) recipients.

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Title - Mandatory.  This is the title of the email/sms template and is only shown internally. You will pick this from a drop down list when sending emails manually, so should be clear and descriptive of the content. It can be useful to help group templates together, by including when the template would be used as part of the time i.e First Interview - Interview confirmation.

Method of contact - you have three options, which control the content sent when using this template, email, sms or both.

Subject - This is the subject of the email, so is recipient facing. 

Correspondence Type to Save - this allows you to categorise your email template and can be helpful from a reporting perspective.  The options available can be changed by going to Admin > Drop Down Lists.

BCC Recipients - if you want to blind carbon copy specific email addresses every time this email is sent, enter the email addresses here, separating multiple email addresses with a semi-colon (;).

BCC Recipient Groups - rather than BCCing individual email addresses, you can select groups of Eploy users to copy in to the email.  The options are All Hiring Managers on Action and All Standard Users on Action.  This can be a great way of ensuring that your Hiring Managers receive a copy of the calendar invite when confirming interview details for example.

Allow users to select this template for emails - this makes the template available for selection when setting up automated emails or when sending adhoc.  There are other reasons as well which are discussed in detail in this article.

Order ID - this option allows you to specify where in the drop down list of available templates this email template will appear, which can particularly useful if you use this template a lot.  If you leave it blank the list will be sorted alphabetically.

Template Content

The Template Content allows you to use merge fields and HTML to customise the emails sent, ensuring engaging and on brand communication with your recipients.

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Populate this box with your email content, making us of the HTML, formatting tools and the merge fields to create engaging and dynamic content.

Inserting Merge and Custom Fields

Merge fields allow you to personalise email content, drawing through things like names and titles of the recipient. This then allows you to engage with lots of candidates at once, with each receiving a personalised message.

Merge Fields can be found at the top of the Template Content section and are broken down in to two categories:

  • Merge Field - these are our standard set of merge fields and include things like Candidate Name, Vacancy Title and Password Reset links
  • Custom Field - this is where you'll find any custom questions, specific to your implementation of Eploy.  Typically this is where you would find Equal Opportunities merge fields, Application questions and fields used during Onboarding.

To add a merge field to your template, ensure your cursor is located where you want the field to be added. Then pick the merge field you want to use (in the Merge Field or Custom Field menu) and click the + button next to the menu.

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In this example, the merge field would show in the email template as {CandidateFirstName}.

Hint - Make sure you factor in things like spacing and formatting when adding merge fields, to ensure that your content looks correct when sending emails.

Attaching Files

If you'd like to attach a file to your template, use the Attach Files option, located just beneath the Merge Fields options.

When you click Attach Files, our standard file uploader window will be displayed.  

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You can use the Select button to load your system file explorer window, drag and drop the file, or access it from Cloud Storage (OneDrive, Google Drive and Drop Box).

Having located the file, click Upload File.

The file will now be attached automatically every time this email template is used.

Inserting Images

If you'd like to add images to your email template, use the Attach Image Files option, located towards the top of the Template Content section.

Click Attach Image Files and use our file uploader to upload the image.

Before inserting the image to your email, make sure the cursor is where you want the image to be, then click Insert.

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Attaching Feedback Questionnaires

Feedback Questionnaires are an effective method of gathering additional information from the recipient, such as preferences for job alerts or a satisfaction survey.

To attach the form to the email template, click Attach Feedback Questionnaire.

Select the form you want to send from the drop down menu, confirm the website and then click Add.

Editing the content of your SMS template

To add an SMS to your template, simply fill in the SMS Template section.

As you type, the word and message count will automatically update, giving you an indication as to how many SMS credits will be used when sending this message.  Remember, 1 SMS = 1 Credit, and 1 SMS is 160 characters.  If your SMS is more than 160 characters (including spaces), it will still be sent as a single long SMS message, but you will be charged according to how many 160 character messages this equates to.  For example, if your message is 197 characters when sent, this would be delivered as one message, but you'd be charged for 2.

If you wish to add Merge fields to your SMS, these cannot be added from the drop down at the top of the section.  Instead, add the merge field to the email template, then copy and paste it in to the SMS template.

You can also specify whether the recipient can reply to the SMS and how that reply will be delivered to you.  The options are:

  • No Replies - the recipient cannot reply to the message.  You'll be able to add From Text, which will appear in the recipients SMS inbox
  • Email - replies will be sent to the specified email address
  • Telephone Number - replies will be sent to the specified telephone number

The Advanced Section

Within Advanced, there are a number of additional options, to help you optimise your email templates:

  • Attach Calendar File - setting this to YES will add a standard iCalendar attachment to the email
  • Check Preferences - this will display a list of contact preferences you have added to the Content module and allow you to exclude recipients based on this preference.
  • User Vendor's Email Address - ticking this box will ensure that if a Vendor Candidate is being contacted, the email address of the Vendor will be used rather than that of the Candidate
  • High Importance - this marks the email with a High Importance flag
  • Delivery Receipt - use this to request a Delivery Receipt
  • Read Receipt - use this to request a Read Receipt
  • Track Clicked - ticking this adds an extra layer of tracking to the email, allowing you to see whether the recipient has clicked on to the email body
  • Track Opened - ticking this adds an extra layer of tracking to the email, allowing you to see whether the recipient has opened the email
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