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The recruitment process often uses email as the preferred method of communication between the different people contributing to a recruitment campaign.
To make the process of sending recruitment emails more efficient, Interview Coordinator provides a series of email templates which can be quickly and easily sent at different points in the recruitment process. The software includes a function which allows an Admin user to customize or “brand” these email templates.
There are 5 different types of email templates :
System Generated
There are 12 default system email templates. These templates are all used where the software uses the name of the template within the software logic. For System email templates the Admin user can edit the subject line and content of the email, but not edit the name of the template – or create any new system email templates.
User
There are 9 default user email templates for use in different scenarios, however an Admin user can create as many user email templates as they think appropriate. These templates are selected from a drop down list when sending an email and the name, subject line and content can all be edited to user requirements
Contributor Select
There is 1 default contributor select email template. This type of template is issued when it is necessary to select a contributor when sending an email about a candidate. For example the hiring manager might send an email to a fellow decision maker to ask that they review the details of a specific candidate. In this use case, the hiring manager would need to select the contributor from the list of campaign contributors
Calendar Event
There are 2 default calendar event email templates. This type of template is used when sending an email to a candidate or contributor which will contain calendar event information or an ical compatible attachment
Approval
There are 8 default approval email templates. This type of email template is used when a Standard level user is sending an email to an Admin level user to ask that a request is approved (or denied). For example a Standard level user can create or clone a new campaign, but may not have permissions to make the new campaign active. In this use case they would send an Approval email to an Admin level user to approve the draft/proposed campaign.
Editing or creating email templates
An Admin level user can edit or create email templates using the “Edit Account Variables” function of the “Admin” menu on the home (Active Campaigns) page of Interview Coordinator.
To edit or create templates select one of the following sub-functions on the Account Variables page
- Edit System Email Templates
- Edit User email templates
- Edit Calendar Event Email Templates
- Edit Approval Email Templates
Each option will display a list of the current email templates that belong to the selected category. Use the Add, Delete and View/Edit options to add or edit any of the templates listed.
You can click here to review a list of default email templates and their intended use.
The Edit Email Templates pages allow you to edit the following information for each email
- Email template name (only for User email templates)
- Display order (the order in which the email template will appear in drop down selection lists)
- Subject line (the subject line sent with the email)
- Email text body (the text part of the email body)
- Email html body (the html part of the email body)
HTML email content
All Interview Coordinator emails are sent with the MIME (Multipurpose Internet Mail Extension) header : Content-Type: text/html
This means the email body will contain 2 parts. A text part and an HTML part. The Edit Email template pages allow you to add and edit both text and html content for each email template. Click the Plain Text or HTML tabs of the Email Body field to add the appropriate content.
WYSIWYG editor
Interview Coordinator has integrated the free version of the TinyMCE (https://www.tinymce.com/) wysiwyg html editor into the email template edit page. You can use this editor at any time by clicking the “View WYSIWYG” button located to the right of the email body field.
Please note : All wysiwyg HTML editors have different ways of formatting html. Html formatted in one editor may be automatically modified by another editor when editing and saving html.
If you have created html using another editor you are advised NOT to edit and save that html using the TinyMCE editor. Instead you should simply cut & paste your pre-formatted html into the html tab of the email template edit page.
Send Test Email
The Edit Email template page also includes a function which allows you to send a test email of the content you have added or edited
Email Merge codes
The Interview Coordinator email templates provide a function which allows information from the database to be inserted/merged into the email when it is sent. You can insert the merge codes into any part of the subject line or body of the email template
The format of each merge code is in the form ##<merge_code_name>##. You can display a complete list of possible email merge code using the drop down menu on the Merge Code field located on the Edit Email Template page.
Please note, not all merge codes can be resolved in all emails. The merge code resolution process relies on the relevant database information being available from the point in the software from which you sending the email.