Emails & Email Templates

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! https //docs google com/spreadsheets/d/18m9voxhy6w92ytvg 1ikewqa0dy d9ii3degrlunmgy/edit?usp=sharing please note that the templates in the linked doc above are examples and, if used, {{substitution tokens}} would need to be added manually when copying them into ashby in this step, you'll set up 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 email templates overview permissions emailing candidates & email templates see the chart below for information on the permissions needed to send emails to candidates elevated access users will have access to these for the roles and departments they have been given the access role for access role can email a candidate? 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 docid\ mhy0txb4sxnqye9xkvn8e using the email editing features the email editor is used both to create email templates in admin and to send one off emails from the candidate profile 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 docid\ gvifm7n4yba4cypjjxx4q ) html headers and footers file attachments 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 for a full list of substitution tokens, please check out docid\ p8ax 2lzye5qh7grothr6 when creating an email template, 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 specific fields to pull from you’re also able to create substitution tokens from https //app ashbyhq com/admin/organizational settings/custom fields/candidate to do so, create the token, then check the enable in email templates box on the token’s settings required placeholders you can now add placeholders to your email templates when an email is generated from a template with a placeholder, ashby will 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 adding a placeholder to add a placeholder to your email templates, head to https //app ashbyhq com/admin/organizational settings/email templates , then either create a new template or edit an existing template the option to add a placeholder is in the toolbar for the body of the email you’ll be asked to add in text for your placeholder this will be shown 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 sending an email with a placeholder when generating an email with a placeholder, 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 template types there are a handful of template types we most commonly see created application confirmation rejection interview invite offer 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 once the template is created navigate to admin > jobs & applications > application email confirmation 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 set an alternative application confirmation email referral confirmation template please note that 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 confirmation 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 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 settings→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) 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 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 > 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 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 {{sequences}} navigate to your chosen sequence within sourcing > 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