Email Templates
Emails sent via the Scheduling Center can be configured to reflect an organization communication style, standards, and requirements.
The Administrator can configure system emails with their organization branding rather that having only one email model used by all users. If email templates are not configured, the system default templates are used.
For each email template, the following information is displayed in the Email Template page:
Title: Name of the email, that is in which instance the email will be used.
Recipient: The person to whom the email will be sent.
Service Level: The permission level of the recipient, when the recipient is a candidate. Possible values are: None, Cancel Only, Full, All (All candidates can receive the email, regardless of their permission level.)
Location Type: The location type associated with the calendar. Possible values are: In Person, By Phone.
Actions: If the text on an email template has been modified from the default, Revert to Default will appear in the Actions column.
The following default types of email templates are supplied with the system:
| Message Title | Recipient | Service Level | Location Type |
|---|---|---|---|
| Appointment Canceled | |||
| Appointment Canceled | Calendar Owner | ||
| Appointment Canceled | Candidate | All | |
| Appointment Canceled by Recruiter | Candidate | All | |
| Appointment Confirmed | |||
| Appointment Confirmed | Calendar Owner | ||
| Appointment Confirmed | Candidate | Cancel Only | In Person |
| Appointment Confirmed | Candidate | Full | In Person |
| Appointment Confirmed | Candidate | None | In Person |
| Appointment Confirmed | Candidate | Cancel Only | By Phone |
| Appointment Confirmed | Candidate | Full | By Phone |
| Appointment Confirmed | Candidate | None | By Phone |
| Appointment Reminder | |||
| Appointment Reminder | Candidate | Cancel Only | In Person |
| Appointment Reminder | Candidate | Full | In Person |
| Appointment Reminder | Candidate | None | In Person |
| Appointment Reminder | Candidate | Cancel Only | By Phone |
| Appointment Reminder | Candidate | Full | By Phone |
| Appointment Reminder | Candidate | None | By Phone |
| Appointment Request | |||
| Appointment Request | Candidate | Full | In Person |
| Appointment Request | Candidate | None | By Phone |
| Appointment Reschedule Notification | |||
| Appointment Reschedule Notification | Calendar Owner | ||
| Appointment Reschedule Notification | Candidate | Cancel Only | In Person |
| Appointment Reschedule Notification | Candidate | Full | In Person |
| Appointment Reschedule Notification | Candidate | None | In Person |
| Appointment Reschedule Notification | Candidate | Cancel Only | By Phone |
| Appointment Reschedule Notification | Candidate | Full | By Phone |
| Appointment Reschedule Notification | Candidate | None | By Phone |
| Appointment Reschedule Request | |||
| Appointment Reschedule Request | Candidate | Full | In Person |
| Appointment Reschedule Request | Candidate | Full | By Phone |
| Feedback Request | |||
| Feedback Request | |||
| Scheduled Appointments | |||
| Scheduled Appointments | Calendar Owner | ||
| Timeslots Not Feasible | |||
| Timeslots Not Feasible | Calendar Owner | ||
Templates cannot be manually created, however default templates can be modified to the specific needs of your organization. Only one default template can exist for each type of email.
A template is edited either by typing text or by adding variables. These variables will automatically call information from the application and display it in the template. For example, if the variable [Candidate.LastName] is used in the template then the last name of the candidate will be automatically included in the template by the system. Variables can only be added to templates from the Merge Field selection list available on the Edit Template page and not copied and pasted from other templates.
A user can choose to attach an iCalendar data file (ICS file) to the Appointment Confirmed email templates. If the ICS file is attached to the email template, then the candidate and the Calendar Owner receiving the email confirmation notification will be able to add the confirmation to their calendar.
By default, notifications are not sent automatically by the system, email are sent only if the user has set the Send email field to Yes.
Email templates can be configured for multiple languages.