Message templates will help you ensure consistency in communication with candidates, improve the candidate experience, save a great deal of time and, thanks to process automation, reduce the workload for the people involved in recruitment.
What are message templates?
Message templates are email message patterns that you frequently use when communicating with candidates. You define them in the system and indicate at which stage the system should send them to candidates.
This means that you do not have to write the same message each time, for example a thank-you message for submitting an application, or copy and paste it from a form. No more manual replying to each candidate.
Why are message templates described as “intelligent”?
Templates include intelligent fields, meaning specific parts of the message that the system fills in automatically (depending on the recruitment process and the candidate) in order to give the message a personalised character. These fields appear in brackets: {.....}.
For example, the system can insert {Position} (the position the candidate is applying for) into the email template. You do not have to enter the position name manually every time you send a message to a candidate. eRecruiter knows which position you are recruiting for, so it inserts the correct position name in place of the intelligent field. Other intelligent data fields work in the same way.
Example of a message containing intelligent fields:
Hello {Candidate First Name} {Candidate Last Name},
Thank you very much for submitting your application for the {Job Title} position and for the time you dedicated to completing the application questionnaire.
Please note that we will only be able to contact selected candidates.
More information about the company, our organisational culture, as well as the values that guide us, can be found on our website.
Kind regards,
{Recruiter First and Last Name}
{Company Name}
Which message templates are available in eRecruiter?
In the eRecruiter system, the following are available: ready-made message templates, custom message templates and SMS templates.
Ready-made message templates are default email templates assigned, for example, to system candidate stages or to the default thank-you message for an application.
Custom message templates are email templates that you and your team can create to meet your company’s needs.
SMS templates are SMS message templates that you can send to a candidate in connection with a scheduled meeting.
Note: ready-made templates and SMS templates can only be edited by an Administrator.
How do you add a new message template in the system?
Go to System settings (select the profile icon in the upper-right corner of the system). In settings, in the Message templates section, select the Custom templates tab and select Add a new template.
Complete the Template name, Email subject and Content fields. Template name indicates what the template will be called in the system. Email subject and content are the message details that the candidate will see. In the message content, you can use intelligent fields.
How do you insert intelligent fields into the message content?
Start entering the message content. Where you want to use an intelligent field, pause and select the preferred field from the list.
After selecting the field name, select Insert the selected data field into the template in the field below.
The intelligent field will be inserted into the message.
Tip: you can also use intelligent fields in the subject line of the message to the candidate. Please remember that the words “embedded” under the field name are not inflected for grammatical cases.
After entering the full message content, select Save. The template will be added. If necessary, you can edit it in the same settings section in which you add templates.
Also check: How do you edit a message template?
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