Email templates and merge fields

Build reusable email templates with placeholders for candidate, job, and signature data.

Where to manage

Settings → Email Templates.

The templates list

The page shows a table with these columns:

  • Visibility — public, private, or shared (icons: for private, for shared).
  • Template Name.
  • Subject.
  • Type — the template's context (see below).
  • Actions — Edit, View, Delete.

Top-right button: + New Template.

Template types (contexts)

Each template belongs to a specific context that controls where it surfaces. The available contexts:

  • Share Resumes (resumeshare) — sending resumes to a colleague.
  • Discover Share (discovershare) — sharing from the Discover view.
  • Share with Vendor (sharewithvendor) — vendor-collaboration messages.
  • Job Offer (joboffer) — used by the Send Job Offer action.
  • Job Requisition (requisition) — job-related messages.
  • Email (emailstab) — generic candidate emails.
  • Consent Request (consent) — GDPR consent request emails.
  • Interview Schedule — interview invites.
  • GitHub Profile (githubProfile) — outreach to GitHub-sourced candidates.
  • Customer (customer) — customer/client-facing messages.
  • Contact (contact) — contact-management emails.
  • Resume Pool (resumepool) — candidate-database emails.

The right context surfaces the template in the right place — e.g. Send Job Offer only shows templates with the Job Offer context.

Visibility

  • Public — usable by anyone in your workspace.
  • Private — only the creator can use it.
  • Shared — explicitly shared with specific users.

Available merge placeholders

Use these in the subject or body — they get substituted at send time:

  • Candidate: {{NAME}}, {{CANDIDATE_NAME}}, {{CANDIDATE_FIRST_NAME}}, {{CANDIDATE_LAST_NAME}}, {{CANDIDATE_EMAIL}}.
  • Job: {{JOB_PROFILE}}, {{JOB_LOCATION}}, {{JOB_LINK}}, {{POSITION_SALARY_RANGE}}, {{EXPERIENCE_REQUIRED}}.
  • Company / sender: {{COMPANY_NAME}}, {{EMAIL_SIGNATURE}}.
  • Scheduling: {{MEETING_SCHEDULING_LINK}}.
  • Context-specific: {{LATEST_EVENT_DETAILS}}, {{LANGUAGE_SKILLS}}, {{GITHUB_PROJECTS}}.

Creating a template

  1. Click + New Template.
  2. Pick the type (context) — this controls where it'll appear in the product.
  3. Set visibility (public / private / shared).
  4. Write the subject and body using the rich-text editor.
  5. Insert merge placeholders where needed.
  6. Save.
  • Application received (Email).
  • Phone screen invite (Interview Schedule).
  • Take-home assignment (Email).
  • Onsite invite (Interview Schedule).
  • Job offer cover (Job Offer).
  • Rejection — early stage (Email).
  • Rejection — late stage (Email).
  • Talent pool re-engagement (Resume Pool).
  • GDPR consent request (Consent Request).

Tips

  • Always include {{EMAIL_SIGNATURE}} at the end so the user's signature renders.
  • Test merge fields with a real candidate before launching a new template — empty placeholders look terrible in the wild.
  • Keep template names short and descriptive — they appear in dropdown pickers.