Auto templates are prebuilt, customizable email templates in Recruit that help automate communication throughout the hiring process. They eliminate repetitive manual emails, ensuring timely and consistent messaging to candidates, sources, and internal teams.

Who can edit email templates?

Company templates can be edited by users with an HR Admin role. Recruiters can also edit company templates if their company permissions allow it. To manage permissions, visit Settings > Access > Permissions, and scroll down to find Edit company templates.

To edit an auto template:

1. From the left-side menu, select Library > Auto-templates.
2. Choose the relevant email from the list on the left and edit your template as necessary.
3. Click Save changes.

Automation

Determine the behavior of the auto-template by choosing between these different options:

1. Send email automatically: The email will be sent automatically.

2. Confirm before sending: Recruit will display a preview of the email, which you can further edit and confirm before sending.

3. Create a "Send Notification" step: This is the recommended option as it creates a dedicated step in the candidate’s workflow for completing this action.

   • Teammates with HR Admin roles can choose (Company settings > Automation) to whom this task will be assigned.

4. Don’t send email: The email will not be sent.

Delay

The candidate is clearly not a fit? Make your decision quickly and let Recruit notify them later. Delay sending rejection emails by choosing among these options:

• Send immediately

• Wait 1 day

• Wait 2 days

• Wait 3 days

• Wait 5 days

You can always change the delay time when sending emails to candidates manually. Also, when an email is pending, a message will appear on the candidate’s activity with the option to Send now or Don’t send.

When scheduling emails with a delay using an email template, the email's content will stay the same as when it was first created and added to the queue. If you make any updates or modifications to the email template after delaying sending the email, these changes won't be reflected in the emails. To ensure that your scheduled emails reflect the most up-to-date content, edit the email template before scheduling.

Delay to weekdays

In Recruit, the Delay to weekdays feature is designed to provide users with even more control over when their email notifications are sent to candidates.

When you have your email settings configured to send emails with a delay, such as "in two days," Recruit calculates the delivery date based on your settings. However, this calculated date may not always align with your preferences or the best timing for your communication.

With the Delay to weekdays functionality, you can further delay the delivery of an email beyond the default delay settings.

Considerations

It's important to note that the feature is meant to assist you in optimizing the timing of your email notifications. However, this feature does not take into account the candidate's time zone, holidays, business hours, or location.

So to make the most of the functionality and ensure your email reaches candidates at an appropriate time, it's strongly recommended that for sensitive emails you create a "Send notification" step, take a moment to confirm the suggested delivery date, and, if it does not align with your preferences, use the time picker to change it.

Custom attributes

• Interviewer’s names and details: When several interviewers are scheduled, all information is listed according to the selected attribute, be it names, job titles, or other info.

• Location map: You can add a map to in-person interview invitations once a meeting room has been chosen and linked to a specific location. In such instances, the location address serves as the basis for generating the map. Additionally, the same address will be displayed in the candidate's calendar.

• Time of the interview: The interview time shown in the text of the message uses the time zone of the position’s location. If a location is not specified or a time zone has not been defined for the position’s location, the interviewer’s time zone is used.

Add an attribute

1. From the left-side menu, select Library > Custom templates.

2. Choose the relevant email from the table.

3. Place your cursor where you want to insert the attribute.

4. Click Insert attribute and choose an attribute from the list.

5. Click Save.

Languages

Emails sent to candidates and sources use the language associated with the position location. If a language is not defined or a message is not defined for the specified language, the default language is used.

Create auto-templates in different languages

You can customize your messages to speak the language of each candidate by associating each template with a language and a location.

1. From the left-side menu, select Settings > Localization > Languages.

2. Click ➕ Add language and choose one from the dropdown list.

3. Then, from the list on the left, move to the Locations section.

4. Add a new location or edit an existing one by clicking on it. The location's settings page will open.

5. In the Profile tab, look for the Language box and select the language you previously created. Then, click Add.

   

6. Once you've created the location and language, navigate to Library > Auto-templates.

7. Select the relevant auto template and edit it for the language you created in the first step.

8. Click Publish.

9. Finally, associate the relevant Position with the new template. Note that the position should be linked to the location for which the template was created.

Images

When editing email templates, you can include an image in the banner section, as the default "We're looking forward to speaking with you."

1. From the left-side menu, navigate to Library > Auto-templates.

2. Choose the Interview invite template you want to edit.

3. Select the "We're looking forward to speaking with you" image, remove it, and add a new banner by clicking on the image icon 🖼️.

Image size and format

For this banner image, use a width of 330 px to align with the table below and improve viewing on mobile devices. Keep the file size under 64 KB. For small icon images, use 50 × 50 px.

For other images in templates, make sure the file type uses a supported MIME format.

Have more questions? Contact us at recruit.support@sparkhire.com