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Email templates

Create and manage email templates to communicate with candidates. Use variables, languages and default settings to keep communication consistent. Available on desktop only.

Email templates in JOIN are pre-written messages that you can prepare once and reuse whenever needed. They make it easier to send consistent, professional communication to candidates. For example, you can create templates for application confirmations, interview invitations, rejections or offer letters.

Using email templates

Templates can be used in JOIN in various scenarios:

  • Sending individual emails from a candidate's profile or from the Messaging

  • Replying, forwarding or replying to all in existing email threads

  • Sending bulk messages (e.g. bulk rejections)

  • Sending automated system emails (e.g. application confirmations or rejections)

Templates are fully editable when inserted into individual emails. For bulk rejections, automatic rejection emails and application confirmations, templates must be used as is.

Creating email templates

System Admin and Standard users can create, edit, duplicate, delete and set default templates. Limited users can only view and insert existing templates.

Create a new template

  1. Go to Settings in the left navigation menu

  2. Click Email templates

  3. Click +Add template at the top right

  4. Fill in the required fields:

    • Name: internal name to identify the template

    • Email type: Application confirmation, Rejection confirmation, Consent request, Assessment invitation, Unsolicited application confirmation or General

    • From: your JOIN recruiter address or no-reply address

    • Language: the language version you are adding

    • Subject: the subject of this email template

    • Body: the message content

  5. Optional: check Use as default template for this email type

  6. Click Save

You can add several language versions to a single template. You cannot delete a language version once it has been added to a template.

Editing a template

  1. Go to Settings > Email templates.

  2. Select the template you want to edit.

  3. Update the subject, body, or add new language versions.

  4. Click Save changes.

You cannot change a template's email type once it has been created. If you need a different type, duplicate the template and select a new type.

Duplicating and deleting a template

Duplicate: open the template, click the copy icon at the bottom, rename the duplicated template, click Save changes.

Delete: open the template, click the delete icon at the bottom, then confirm. Templates set as "default" cannot be deleted. If you delete a template used in an active Job, JOIN will automatically replace it with the default template for that email type.

Using variables

Variables are dynamic fields that automatically personalise certain parts of your emails (e.g. candidate name, job title, company name).

To add a variable:

  1. In the template editor, place your cursor where you want it

  2. Click the {...} icon in the formatting toolbar or type {

  3. Select the desired variable from the menu that opens

Default email templates

JOIN provides a set of pre-configured default templates:

  • Application confirmation: sent automatically when a candidate applies to your live job

  • Rejection confirmation: sent when a candidate is rejected, manually or automatically

  • Assessment invitation: sent automatically when you invite a candidate to take a test

  • Consent request: sent automatically when you request consent to process a candidate's data

  • Unsolicited application confirmation: sent automatically after a candidate submits an unsolicited application

  • General: for any custom communication in your hiring process

Setting a default template

  1. Go to Email templates

  2. Open the template you want to set as default

  3. Check the Use as default template for this email type box

  4. Click Save changes

Inserting an email template

Whenever you write an email in JOIN, you can quickly insert a template.

  1. Click Compose email then, in the compose window, click the Templates icon at the bottom.

  2. A dropdown menu opens showing all templates available for that email type.

  3. Hover over a template's name to preview its subject and body.

  4. Click the desired template to insert it into your draft.

  5. Make any desired changes (in individual emails, templates are fully editable).

  6. Click Send when you're ready.

Templates can only be edited when inserted into individual emails. For bulk actions or automated emails, templates are used as is.

Inserting a template when rejecting a candidate

You can also use templates when rejecting candidates:

  • Individual rejections: open the candidate's application and choose a rejection template. You can edit the content before sending.

  • Bulk rejections: select several candidates and apply a rejection template. The template is sent as is and cannot be edited at the sending stage.

  • Scheduling rejection emails: schedule rejection messages to be sent later.

If you'd rather not notify candidates, simply click Reject without notification.

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