Message templates
Write the texts and emails your team sends again and again, with the candidate's details filled in for you.
Message templates are ready-made texts and emails your team can start from in a candidate's Messages tab. Details like the candidate's name and the job they applied for are filled in for each person, and you can still change anything before you send. Templates are shared by everyone at your agency.
Owners and admins create and edit templates in Settings → Message templates. Anyone who can message candidates can use them. If you don't see this page, ask your agency owner.
New agencies start with three templates: Phone screen invite (text), Interview confirmation (email) and Offer letter cover (email). Edit or delete them as you like.
Create a template
- Go to Settings → Message templates and click New template.
- Give it a Name, for example "Interview invite". Each name can only be used once.
- Choose the Type: Email or Text.
- For an email, write a Subject.
- Write the Message. To add a detail, click where you want it, then click one of the buttons under Insert a detail.
- Check Preview with sample details to see how it reads.
- Click Save template.
Tip: Your name and agency are added under every email, so there's no need to sign off. Web addresses in an email become clickable links.
A text template can be up to 1,600 characters.
The details you can insert
| Button | What it fills in |
|---|---|
| Full name | The candidate's first and last name |
| First name | The candidate's first name |
| Applied for | The job title |
| Applied on | The date they applied, like September 29, 2026 |
| Source | Where they came from, like Indeed or CareCommunity |
| Company | Your agency's name |
| Hiring manager | The job's hiring manager |
Each detail appears in the text as a code in double curly brackets, like . Only these details work. If you type one that isn't on the list, the editor flags it and won't save until you fix it.
Use a template
- Open the candidate's Messages tab and choose Text or Email.
- Pick a template from Use a text template or Use an email template. You only see templates for the type you chose.
- Read the filled-in message and change anything you need. On a first email, the template's subject is filled in too.
- Click Send text or Send email.
Picking a template replaces anything you've already written. If a detail isn't on file, for example the job has no hiring manager, it's left blank and a note under the box tells you to fill it in before sending.
Edit or delete a template
Click the edit or delete icon next to a template. Deleting asks you to confirm with Delete, or click Keep to back out. Messages already sent from a template keep their text. If a workflow sends the template automatically, you can't switch it between text and email until you take it off the workflow. Deleting it takes it off any workflow that used it.