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Managing email templates

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Email templates are useful to ensure that your hiring teams speak with a consistent voice throughout the hiring process. They also help teams comply with regulations (e.g. GDPR) by including all relevant and necessary information.

Only administrators of your Workable account can add and edit email templates. Your templates can be found in menu accessed by clicking your user icon in the upper right of Workable:

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New templates can be added using the Add new template link to the top right of the ‘Email templates’ section, and customized as outlined below.

All users on your account will be able to send these templates to candidates, but only admins can create and permanently edit templates.

You’ll also see a list of default templates which cover the most common recruiting communication. Rollover the template name to reveal the ‘preview’, ‘edit’ or ‘delete’ options:

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The default templates provided will work ‘out of the box’ for most companies—however, they’re easy to customize too. Select ‘edit’ (on the right of the template name) to get started:

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Note: The ‘Name’ field of a template is not the subject line of the email. The subject line for emails using a template will consist of the job title and your company’s name. Candidates will never see the name of the template used to contact them.

Placeholders

There are a number of ‘placeholders’ you can add to your email templates. These are shown in your working file as green pill-shaped labels inside the email text. They are replaced with a dynamic value (e.g. the candidate’s first name, your name or the position title) when the email is sent, to add a more personal touch to your mass communication. Add or edit placeholders via the [*] icon in the menu bar:

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Templates can also include text in curly brackets, eg: {interview-date}. These are to highlight text which must be filled in by the person sending the email. If an account member is using your template and forgets to enter the relevant text, they’ll get an automatic warning to update it.

Adding attachments

Attachments can be added to email templates using the paper clip icon at the bottom right of the window, (see the template image shown above). More than one attachment can be added to a template, and should you add an attachment by mistake it can be deleted quickly using the trashcan icon.

When a template with an attachment has been created and saved, people using the template will still have the option to delete the attachment should they need to, or to add additional attachments when required.