Substitution Tokens

you can add substitution tokens to your email templates to pull information from the candidate profile, upcoming interview details and more when generating an email draft this guide is a list of the substitution tokens available for more information on configuring your templates, check out docid\ wq6uoydzwfatdmzhopsfj candidate information candidate’s first name the first name of the candidate, as listed on their candidate profile in ashby candidate’s full name the candidate’s full name, as listed on their candidate profile in ashby candidate’s company the most recent company the candidate has worked at, pulled from the experience section of the candidate profile candidate’s school the most recent school the candidate attended this information is pulled from the education section of the candidate profile candidate’s current title the candidate’s most recent job title, pulled from the experience section of the candidate’s profile candidate’s phone number the candidate’s phone number, pulled from their candidate profile in ashby candidate’s linkedin profile url the candidate’s linkedin profile link, pulled from their candidate profile in ashby candidate’s email address (primary, personal) the candidate’s email address, pulled from the email (personal) field on their candidate profile candidate’s candidate profile link the link to the candidate’s profile in ashby (as if it was copied directly from the address bar when viewing their profile) this can direct interviewers directly to the candidate’s profile in ashby if they have permission to view candidate profiles sender and organization information sender’s first name the first name of the user the email is being sent from if you are using another user’s email address (more on this at docid 9mv0u6ctwmuovkfc7xlwx ), then they are seen as the sender the sender’s first name is pulled from the name field in their personal settings sender’s last name the last name of the user the email is being sent from if you are using another user’s email address (more on this at docid 9mv0u6ctwmuovkfc7xlwx ), then they are seen as the sender the sender’s last name is pulled from the name field in their personal settings sender’s full name the full name of the user the email is being sent from if you are using another user’s email address (more on this at docid 9mv0u6ctwmuovkfc7xlwx ), then they are seen as the sender the sender’s full name is pulled from the name field in their personal settings sender’s job title the job title of the user the email is being sent from this is pulled from the job title field in the user’s personal settings if you are using another user’s email address (more on this at docid 9mv0u6ctwmuovkfc7xlwx ), then they are seen as the sender organization’s name the organization name, pulled from the organization name field on the https //app ashbyhq com/admin/organizational settings/theme job consideration and hiring team information when pulling hiring manager, recruiter, recruiting coordinator or sourcer information, those roles are determined by the roles outline in the hiring team on the candidate’s job consideration please note that the job title, team, team hierarchy and posting title tokens can’t be added to sequences currently job considerations’s hiring manager’s first name the first name of the hiring manager listed in the candidate’s job consideration the name is pulled from the hiring manager’s name field within their personal settings job considerations’s hiring manager’s name the first name of the hiring manager listed in the candidate’s job consideration in the hiring team section the name is pulled from the hiring manager’s name field within their personal settings job considerations’s recruiter’s first name the first name of the recruiter listed in the candidate’s job consideration in the hiring team section the name is pulled from the recruiter’s name field within their personal settings job considerations’s recruiter’s name the name of the recruiter listed in the candidate’s job consideration in the hiring team section the name is pulled from the recruiter’s name field within their personal settings job considerations’s recruiting coordinators’s first name the first name of the recruiting coordinator listed in the candidate’s job consideration in the hiring team section the name is pulled from the recruiting coordinator’s name field within their personal settings job considerations’s recruiting coordinators’s name the name of the recruiting coordinator listed in the candidate’s job consideration in the hiring team section the name is pulled from the recruiting coordinator’s name field within their personal settings job considerations’s sourcer’s first name the first name of the sourcer listed in the candidate’s job consideration in the hiring team section the name is pulled from the sourcer’s name field within their personal settings job considerations’s sourcer’s name the name of the sourcer listed in the candidate’s job consideration in the hiring team section the name is pulled from the sourcer’s name field within their personal settings job considerations’s title the title of the job the candidate is being considered for the job title here is taken from the title listed internally on the role in ashby job considerations’s team the department or sub department assigned to the job the candidate is being considered for for more on setting up departments, check out docid\ acybgybzas3ymyvbo5um8 job considerations’s team hierarchy the complete team hierarchy for the role the candidate is being considered for (so both the team and sub team are included) for example engineering|product engineering|backend engineer job considerations’s posting title the job title listed in the posting for the job the candidate applied for if the candidate did not apply for the role, the title on the job board posting for the role, or the job title as listed on the jobs page in ashby will be shown instead (in that order) job consideration’s posting description the description of the external job posting the candidate applied to if the candidate didn’t apply for the role via a job posting, then the description from the default job posting for the job is listed job consideration's application form submission injects a candidate's application form answers into the email body as rich text the token includes all standard application question types (short text, long text, single/multi select, dates and urls) with file uploads, only the file name is listed, the substitution token does not include a link to the file or attach a copy of the file to the email if the candidate has left any fields blank, these display as "—" in the email if there is no submission available, the token renders empty but the email can still be sent private fields are always excluded from appearing when using this substitution token private fields are never sent out to candidates via this token regardless of the sender permissions this token behaves differently depending on the context the email is being sent in if you are looking at a specific job consideration for the candidate when drafting the email, the token renders the application's latest submission for that particular job consideration without the specific job consideration (e g, you're just looking at the candidate profile without a job consideration selected) it renders the candidate's most recent application, regardless of status (including applications that have been archived) job consideration's street address the street address assigned to the location linked to the job the job consideration is for job consideration's postal code the postal code assigned to the location linked to the job the job consideration is for interview booking links and information direct booking link include the booking link generated by an interview activity the candidate can then view interviewer availability and select a suitable time for their interview more about direct booking at docid 8syy2li7vkire 76zrwwm candidate availability link include the availability link generated by an interview activity the candidate can then add in their availability and submit it so an interview can be scheduled manually more about candidate availability links can be found at docid 8syy2li7vkire 76zrwwm take home submission link a link that allows a candidate to submit their take home submission more on this at docid\ hdevby04f4idguogm2kwh interview panel summary a summary of the scheduled interview panel, showing interviewer names and the interview start time the interview must already be scheduled for this information to be pulled into the email interview panel summary (for upcoming interviews in interview reminders) a summary of the scheduled interview panel for interviews on the same day the email is sent if you have interviews scheduled as part of the panel on other days, they will not be included in the email calendar invite location (video conferencing link, phone number or custom) include the location listed for the interview in the calendar invite this can be a google meet or zoom link, a phone number, or a custom value this is set within the location field of the interview details interview meeting room if a meeting room is scheduled for this interview, list this in the email interview(s) total time the total time of all interviews, listed in hours and minutes (for example 1hr 45min) interview title the title of the individual interview scheduled in at the time of sending interview start date (first date) the start date of the interview if multiple interviews are scheduled, only the date of the first one will be listed interview start date (all dates) the start date of the interviews in the panel if multiple interviews are scheduled, all dates will be listed interview end date the end date of the interview if multiple interviews are scheduled, then the end date of the last interview of the panel will be listed interview start time the start time of the interview if multiple interviews are scheduled, the start time of the first interview will be listed interview end time the end time of the interview if multiple interviews are scheduled, the end time of the last interview will be listed first scheduled interviewer’s first name the first name of the first interviewer scheduled on the panel this is designed for 1 1 interviews if the interview panel has multiple interviewers, the first interviewer’s first name will be shown first scheduled interviewer’s name the full name of the first interviewer scheduled on the panel this is designed for 1 1 interviews if the interview panel has multiple interviewers, the first interviewer’s full name will be shown first scheduled interviewer’s job title the job title of the first interviewer scheduled on the panel this is designed for 1 1 interviews if the interview panel has multiple interviewers, the first interviewer’s job title will be shown first scheduled interviewer (including name, job title, social links) the first interviewer’s name, job title and social links (taken from their personal settings), will be displayed this is designed for 1 1 interviews and only the first interviewer’s details will be shown if multiple interviewers are on the panel other useful dates employment start date the start date listed in the most recent version of the offer extended if the candidate has already accepted an offer, the start date listed in that offer will be shown day of week the day of the week on which the email is sent to the candidate this is based on your timezone surveys and questionnaires with each of the options below, once a survey request has been created, the substitution token will be replaced with a link to the survey or questionnaire requested diversity survey link a link to complete a diversity survey will be included in the email more on setting up and automating diversity survey distribution at docid\ psv0 hgpj3rvnmkmisji4 eeoc survey link a link to complete an eeoc survey will be included in the email more on eeoc surveys at docid\ pvvzo8 m3 2df2rgt3tra candidate experience survey link include a candidate survey link in your email more on configuring candidate experience surveys at docid 3divxm9wkfoqpom5c4ncb data consent request link include a link for the candidate to provide consent via a consent form more on this at docid 0xpiflekfhkukbufqkhi9 questionnaire link add a link to a questionnaire for candidates to complete more on this at docid\ kgrji3jgz 8tzr5bb1 kh events information the below substitution tokens pulled details from an event you’ve created you can add these tokens to event invitation or event confirmation email templates for more on events, check out docid\ eqn6evlxlktzoero21svs hiring event name the name of the hiring event hiring event location the location set in the location field of your event hiring event location description the location information set in the location description field of your event hiring event location type the location type as set in the location type field of your event hiring event date the date of your hiring event hiring event time the timezone, start time and end time of the hiring event (if set) hiring event start time the start time of the hiring event hiring event end time the end time of the hiring event hiring event timezone the timezone set in the hiring event details hiring event audience member’s time slot the time slot the audience member selected when registering for the event (if time slots are enabled for this event) hiring event audience member’s registration form submission the audience member’s registration form submission hiring event audience member’s rsvp link a link that the email recipient can use to update their rsvp status after they’ve registered any amendments to the rsvp status made here will update in ashby ai tokens please note that for more information on using ai tokens in sequences, please check out docid\ ggqq4vkh ynmutuxv43ha you can opt in to use ai generated email tokens by heading to admin > organization setup > https //app ashbyhq com/admin/organizational settings/early access ai generated feedback summary automatically create short, context aware feedback summaries in non sequence emails (like rejections, status updates, or next steps) this fits within the context of the surrounding email content, so works both for rejections and for feedback that you may want to give mid interview loop you'll see a preview of the generated feedback based on submitted scores and notes and will need to approve it by checking the check mark to add it to the email the summary can be re generated easily or deleted 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 can read more on booking links at direct booking & candidate availability links 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 you can read more on candidate availability links at direct booking & candidate availability links 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 set a custom field as a substitution token? you can, yes! please note that custom fields can only be configured on the following plans when creating your custom field, you can check the enable in email templates box on the token’s settings this token can now be used in email templates moving forward please note, this is only possible with candidate custom fields and with short answer field types if you’d like more information on configuring custom fields, check out docid\ qpgklrscmzgwc 7krbwds where does the timezone in the interview panel summary token come from? the interview panel summary token uses the interview schedule's primary interview timezone to decide the timezone shown in the calendar invites this can be set or amended within the meeting hours tab of your schedule interview activity can offer tokens be used like substitution tokens in email templates? no, this isn’t currently possible 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 set text to display you will then be able to type in your custom text and click continue to update the display text accordingly