Personal templates

What are the personal templates?

Personal templates are ones which only you have access to. Other users won't see them or be able to use them.

How to create a personal template

  • To create a new personal template, click the Add new template button or click Edit to change an existing one
  • Complete the information required
  • Description – the name you wish to give the template
  • Available – set the template as available if you want to use it
  • Identity – send from details, e.g. From address for emails - ensure a default identity is always selected
  • Quick Send – enable the template as a quick send template from the bulk action list (no option to preview)
  • Sending delay – set the required sending delay on the template, e.g. this may be up to 48 hrs for a regret email. There is also a default delay to allow you to stop emails within a certain time if sent in error.
  • Sources – who can the comms be sent from:
    • User - a user’s contact information
    • Identity – a standard global identity, e.g. for an email or personal user identity
  • Recipients – who can the comms be sent to:
    • Person – comms to Candidates
    • Agent - comms to an agents about vacancies
    • User – comms to system users/user roles
    • Contact – comms to ad hoc contacts in the system (not system users)
  • Subjects – what is the email about:
    • Person – comms about a registered person (from the People list page)
    • Candidate – comms about a candidate, in relation to their application
    • Agent – comms about an agent
    • User – comms about a user
    • Vacancy – comms about a vacancy
    • Requisition – comms about a requisition
    • Contact – comms about a contact
  • CC/BCC – as per standard email carbon copy and blind carbon copy
  • Subject – the subject of the email/Journal entry
  • Body/Message – the body of the email/message or journal
  • Journal Type (journal entries only) – select the appropriate option – Note, Inbound/Outbound call, Email
  • Attachments – you may attach any of the following types of attachments:
    • Action (relates to Candidate or Vacancy actions, e.g. the PDF of the candidate’s application form)
    • Ad hoc document – upload a document on the fly from your PC/Network
    • Ad hoc document (mergeable) – upload a Word mail merge document on the fly from your PC/Network
    • Document – attach a document which has already been added to the system
    • Document (mergeable) – attach a Word mail merge document which has already been added to the system
  • Calendar invites – if enabled on your system, you may also be able to configure an email template to be sent as a calendar invite, by completing the standard calendar fields (instead of the email body)

Use of merge fields

Add merge fields to the subject/message, body or calendar fields to merge in relevant data about the candidate, agent, interview slot, user or vacancy:

  • Select the relevant field from the drop down list on the right (you need to complete source, recipient and subject fields first as the fields vary)
  • Copy and paste the resulting merge field text into the template, e.g. Dear {!Candidate.Firstname} for the start of an email

Create/Edit/View SMS templates

As above – select the SMS template type

* Take care not to write too much text as you will be charged for multiple text messages if the number of characters doesn’t fit in one text message (approx 150 characters).

Create/Edit/View Journal templates

As above – select the Journal template type

Create/Edit/View mail merge template documents

As above – select the Mailmerge template type

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    Kathryn Jones

    I have created a Personal Template - Hospice Driver Scotland which currently says is available. However, when I try to send this to a candidate it does not appear on my drop down list of templates available!?

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