Email Template Creation and Management

email templates help your team work efficiently while still creating an excellent candidate experience have your application confirmation and rejection email copy ready to add to ashby! you can find sample email templates here! https //docs google com/spreadsheets/d/18m9voxhy6w92ytvg 1ikewqa0dy d9ii3degrlunmgy/edit?usp=sharing the templates in the linked doc above are examples and, if used, would need to be added manually when copying them into ashby using this guide, you'll set up email templates https //app ashbyhq com/admin/organizational settings/email templates to streamline candidate communication when a candidate reflects on your interview process, they'll likely think about two things the experience they have with your interviewers, and how communicative your team is training your team is up to you, but with ashby, you can create high quality templates your team can use to create consistently excellent candidate experiences if email templates have already been created for your organization, see sending emails from the candidate profile docid\ bhay8t4fug9ud5zjomp w learn how to apply them when sending emails to candidates permissions & access see the chart below for information on the permissions needed to create and edit email templates elevated access users will have access to these for the roles and departments they have been given the access role for access role can edit company wide email templates? limited access ❌ agency users ❌ elevated access external recruiter (not linked to an agency) ❌ elevated access analyst ❌ elevated access hiring team member ❌ elevated access hiring manager ❌ elevated access admin ❌ elevated access admin private ❌ organization admin ✅ only organization admins can configure company wide email templates by default elevated access users can be given access to edit company wide email templates if needed more on this at additional user permissions docid\ mhy0txb4sxnqye9xkvn8e email templates overview watch the below video, or follow the written steps below, to understand how to set up email templates creating email templates step 1 start your email template draft to access the email templates admin area, navigate to admin from the top menu, organization setup on the left side, and then email templates from here, you'll click the + new template button the the right side email templates save automatically, so you won't need to hit a save button while working on them step 2 use the email editing features the email editor is used both to create email templates in admin, and a similar editor is used to send one off emails from the candidate profile you can write or copy/paste the content of your email template directly into the editor the email editor supports the following features text formatting code lines and blocks numbered and bulleted lists hyperlinks substitution tokens (including custom and email signature) images for images, we would recommend using a minimum resolution of 1000px on the largest dimension of the image (for example 1024px x 256px for an image with a 4 1 ratio or 512 x 1024 for an image with a 1 2 ratio) write with ai (more on this at ai content assistant docid\ gvifm7n4yba4cypjjxx4q ) html headers and footers file attachments step 3 add substitution tokens substitution tokens allow you to pull information from the candidate’s profile or the job they’re being considered for into the emails you send out from ashby they can be added to both the email's subject and body for a full list of substitution tokens, please check out substitution tokens docid\ p8ax 2lzye5qh7grothr6 when adding substitution tokens into your email template, it will look something like this when the template is used to send an email to a candidate, the substitution tokens will populate the associated details, like this to add substitution tokens, you can click the t icon in the toolbar either by the subject line or in the toolbar under the body of the email from here, you can search for the specific token you need you’re also able to create substitution tokens from candidate custom fields to do so, see create a candidate custom field docid\ qpgklrscmzgwc 7krbwds and be sure to check the enable in email templates box on the token’s settings step 4 add required placeholders adding placeholders to an email will cause ashby to refuse to send the email until the placeholder has been deleted or replaced with the relevant text this helps ensure that all information is included prior to the email being sent out to add a placeholder, click the brackets at the bottom of the email editor the below screenshot shows an offer template with an offer details placeholder added between the brackets you’ll be asked to add in text for your placeholder this will be shown in the template and will need to be removed or replaced when an email is generated using this template click insert to then add your placeholder to the email template what a placeholder looks like when emailing a candidate when generating an email with a placeholder on a candidate's profile, the placeholder will be highlighted in yellow to signify that it needs to be deleted or replaced with suitable text before sending the email if you try to send the email without deleting or removing the placeholder, you will receive an error message final step update additional details if your email template should have someone cc'd or bcc'd by default, you can add them to these fields additionally, if this template is relevant to specific departments or teams, you can click edit group assignment near the top right of the editor and select the specific departments, teams, or groups the template applies to this helps organize templates effectively, but all shared templates are visible to anyone who can email the candidate once all details have been filled in, your template should be ready for use! creating email templates inline you can create email templates from any email template selector, including the following areas when drafting an email to a candidate (more on this at sending emails from the candidate profile docid\ bhay8t4fug9ud5zjomp w ) when assigning email templates in the communication and reminders tab for schedule interview activities and manually scheduled interviews (more on this at setting up schedule interview activities docid 0z5jm eqkvzq oqc03rer and manually scheduling interviews docid\ rdyowihar0zidudlxw2fn ) when assigning email templates to automations like the application confirmation email or auto reject emails you can learn more about auto reject at auto reject applications docid\ pdgw wrubwyfnzhka9ota when using the email template selector dropdown to choose a template, click the create button to create a new email template updating and archiving email templates if you need to change an email template after creating it, simply click into the template and make your updates changes will be saved automatically and will apply to any future uses of the template if the template is no longer needed, you can select more in the upper right corner of the template and choose archive you can also duplicate templates to make multiple versions or tweaks by selecting more and then duplicate common template types & automations there are a handful of template types we most commonly see created application confirmation rejection interview invite offer we have examples of each type https //docs google com/spreadsheets/d/18m9voxhy6w92ytvg 1ikewqa0dy d9ii3degrlunmgy/edit#gid=753367080 you can use as a starting point when creating templates once you’ve created these templates, you can use them in different areas of ashby application confirmation template set up an application confirmation email as the first message your inbound candidates receive upon applying via your job board once the template is created navigate to admin > jobs & applications > application email automations you should land on the inbound tab by default select your application confirmation email template from the email template dropdown this should then set the send a confirmation email? status to enabled use the preview email option to preview the email sent to the referral, or click edit email to be taken to the email template to make further edits you can create additional application confirmation templates and link them to specific job postings within your job, head to the job posting in question, then navigate to the automation tab to s et an alternative application confirmation email application confirmation emails (once configured) will only be sent to the candidate if they submit an application via your job board this notification will not be sent if you add the candidate manually and consider them for a job or consider them for a job via the chrome extension referral confirmation template referral confirmation emails are only sent to candidates submitted via the direct referral option those who have applied via a referral link will receive an inbound application confirmation instead (if enabled) this will also not be sent to existing candidates if the referrer is added manually via the credited to field on the candidate profile if you’d like referred candidates to receive a confirmation email at the point they were submitted navigate to admin > jobs & applications > application email automations click the referrals tab select your email template using the email template dropdown, this should then set the send a confirmation email? icon to enabled use the preview email to preview the email sent to the referral, or click edit email to be taken to the email template to make further edits rejection email template(s) when archiving a candidate, you are prompted with the option to send an email create one or more templates to streamline that process to set up, navigate to email templates https //app ashbyhq com/admin/organizational settings/email templates , then click new\ configure the email using custom text and tokens as described above (saves automatically) once the template is created it can be used when archiving a candidate offer email template(s) when it's time to make an offer, you have the option to create an offer email within the candidate profile you can set up templates to streamline that process to set up, navigate to admin → organization setup → email templates , then click new\ configure the email using custom text and tokens described above (saves automatically) once the template is created, it can be used when extending an offer after generating an offer letter, you can draft and email and select an existing offer template that includes any standard language and attachments after generating an offer letter, you can draft and email and select an existing offer template that includes any standard language and attachments faq i ’m seeing a missing value for message when pulling up an email template why? this error will show if the value cannot be found this is particularly common when you’re trying to send a direct booking link but an interview activity hasn’t been generated and a booking link hasn’t been created for the candidate you’re trying to send a candidate availability link but an interview activity hasn’t been generated and a candidate availability link hasn’t been created for the candidate if you’re trying to send out a survey and the survey request and link haven’t been generated yet if an interview has not been scheduled yet (panel information can only be pulled for interview emails if the interview has already been scheduled) can i add an email signature in ashby? email signatures can be added to ashby via two routes if you have the google workspace docid 9nushnd uiv8wigz ypam integration in place, then your gmail signature should sync over and can be added to emails you can set up an email signature in personal settings > email settings https //app ashbyhq com/settings/email within email settings, you have the following options enable email signature opt to automatically include your email signature in all emails sent from ashby moving forward before quoted content enable this to insert your email signature before quoted text in replies and remove the " " that precedes it email signature to use determine whether you would like to use your gmail signature (if applicable) or a custom one you can set up in ashby gmail/custom signature you can preview your gmail signature here, or add your custom signature here when creating your custom signature, you can embolden, italicize or underline text you can also insert bulleted or numbered lists, links or images if you've made changes to your gmail signature and don't see the correct signature when previewing it in ashby, you can click refresh to import the new signature immediately please note that the refresh button will be greyed out if you haven't authorized your gmail account from the google workspace settings page in personal settings c an i delete an email template? you can archive an email template by clicking more when in the edit screen for your chosen template and selecting archive it’s not currently possible to delete email templates completely can i schedule an email to a candidate? if you don’t want to send an email to a candidate right away, you can schedule an email click email on the candidate’s profile to create a draft while drafting the email, click the send drop down to determine when the email should be sent you can choose from three options immediately send the email as soon as send is clicked on the draft date & time specify a date and time for the email to be sent after time passed specify the number of days, weeks, etc that the email should be sent you will have the option to determine the days the email should be sent on (a weekday, any day of the week or a specific day of the week) and also the time the email should be sent click schedule to confirm the email activity under current activities on the candidate’s profile should show scheduled email to amend or rescheduled a scheduled email you have drafted, click view on the scheduled email activity you can then make any adjustments and click reschedule to confirm your changes please note you can only view and reschedule a scheduled email if you are the user who originally drafted and scheduled the email users with access to email the candidate will have the option to delete the scheduled email activity h ow does my email signature get synced over from gmail? if you have the google workspace integration in place, the signature default you have set in the for new emails use dropdown will be added to emails you send via ashby you can find this dropdown within the general setting of your inbox settings in gmail if you make changes to your signature (or switch out to another signature within your signature defaults, make sure to save your settings in gmail, then log out and log back in to your ashby account this will ensure these updates are synced prior to the next email sync, so you can use your updated email signature without having to wait when drafting your email, ensure the include email signature from gmail option is enabled in the email toolbar you can also enable this option when creating email templates can i add custom headers or footers to my email template? you can, yes on the toolbar for your email templates, you will see arrow icons pointing up (insert html header) and pointing down (insert html footer) when you click either option to add a header or a footer, a field will open up that will allow you to enter your html click save to apply your changes for header and footer graphics, we would recommend using a minimum resolution of 1000px on the largest dimension of the image (for example 1024px x 256px for an image with a 4 1 ratio or 512 x 1024 for an image with a 1 2 ratio) quick note that ashby allows for dynamic resizing in the email template editor for images between 200px to 830px using the handles on images can i specify a font and font color when setting up my email templates? you can, yes font and font color controls can be found in the editor toolbar when configuring your email templates to add in a font, click the font option in the toolbar, then add in the name of your chosen font if you’d like to add multiple fonts, you can separate font names using a comma please note fonts will be applied in the order they are listed when adding a different font color to your email template, you can either select the color using the color option in the editor toolbar prior to typing, or highlight the text in your finished template and adjust the color via the color option at the end this is only currently possible with email templates and this can’t be set up on individually drafted emails or sequences can i send emails in bulk using an email template? you can! for more information, check out taking bulk actions on candidates docid zyxrhb2dhzqnqwl3ugx1 can i amend the sender/from name shown in emails sent from the ashby no reply email address? you can amend your display name for emails send from the ashby no reply email address on the no reply address display name field in the messaging section of admin > job boards > theme (job board) https //app ashbyhq com/admin/organizational settings/theme the display name cannot be empty and has a maximum length of 30 characters can i determine a default sender when creating an email template? no, the sender would be determined at the time of drafting up the email, or when setting up automation for emails can i set up a shared email alias? you can! more on this at email sharing docid 9mv0u6ctwmuovkfc7xlwx can i add an email template to a group after i’ve created it? you can, yes click on the three dots underneath the template name, then click + add to group select your chosen group from the list to link your email template to it w here can i view email tracking data? tracking data like the open rate and click rate can only be viewed for navigate to your chosen sequence within sourcing > sequences https //app ashbyhq com/sourcing/sequence templates to view the sequence tracking data as needed if you need to make amendments to your email tracking settings, you can do this within personal settings > email settings can i use gifs and emojis in my email templates and emails? you can, yes with gifs, they will need to be uploaded via the insert image option on the email or email template toolbar there is a file limit of 24mb if a gif is dragged and dropped into the email or email template, it will not render properly in the email while there isn’t an in app emoji keyboard, emojis are supported in emails and email templates can i set custom text for a url substitution link? you can now set custom text for a url pulled into an email via a substitution token (like a direct booking link or candidate availability link) at the point of drafting the email, select the email template using your url substitution token click on the three dots to the right of the url generated and added to your email, then then select set text to display you will then be able to type in your custom text and click continue to update the display text accordingly