Email templates make it easier to personalize every message. For each type of action supported by the system, you can set up your own template - whether it's general messages, interview invitations, candidate rejections, GDPR consent requests, automatic responses, and more.
In the Dashboard, click on the gear icon "Settings" and select "Email Templates" from the menu. Alternatively, you can use the direct link to manage these templates.
Add a new template using the editor on the right side or by editing an existing template. You can either overwrite an existing template by clicking the "Save" button or create a copy using the "Save as new" button.
Default email templates are automatically set uniformly for the entire company. Their modification is only possible for users with the highest permissions - i.e., admin HR specialists or senior HR specialists.
The administrator can set templates for everyone - either uniformly for the entire company ("For all HR specialists" setting), or individually for specific HR specialists, or for themselves (by selecting the appropriate colleague's name from the list).
Hiring managers can see all templates but can only save their own version of a template as their default. This template is then visible only to them, and they cannot modify company or others' templates.
The following table clearly shows the division of permissions by user type:
In the system, we distinguish several categories of templates based on their use:
Below, we describe each type in more detail.
You can assign one of the predefined actions to each step in the recruitment process. These actions determine which email templates are displayed in a given phase.
Templates in the system are divided into sections by action type - this way, after moving a candidate to the next phase, the corresponding set of email templates is automatically offered.
Understanding this connection is important so that you correctly define actions for individual phases of the recruitment process and define email templates to match these actions.
The connection is as follows:
The following image shows this connection visually:
Templates offered when moving a candidate to the "in selection" phase, whatever you name it in your recruitment flow. Whether you create a new or edit an existing general template, it is essential to use the template type "Added to selection".
When creating a new template, you need to select "Rejection" in the template type section.
Rejecting candidates is a sensitive part of the recruitment process - those you don't hire often determine how they will talk about your company. Impersonal or missing feedback negatively affects your employer brand.
To ensure professional yet empathetic communication, you can set up specific email templates in the system according to rejection reasons. This way, the most appropriate message corresponding to the specific situation is automatically offered when rejecting, and the candidate won't feel they received just a "generic" rejection message.
You can easily set up the connection - just assign the appropriate Rejection Reason in the email template. You can read more about Rejection Reasons at the following link.
Templates that use the "Questionnaire" action. When creating a new template, you need to select "Send questionnaire" in the template type section.
For this type of template, a button with a link to the candidate questionnaire is automatically added to the email. This button usually appears at the end of the email, but using the variable {button placeholder} you can place it anywhere in the text as needed. You can customize the button text in the "Button text" section.
For the "Selected" and "Hired" candidate actions, the system offers the same email templates.
The difference between these actions is that the "Hired" action marks the candidate's recruitment as complete. We recommend having at least one state with this action in your flow, as this stops the Time to hire statistics counting.
Templates offered for the "Interview" action. When creating a new template, you need to select "Interview invitation" in the template type section.
In the system, you can schedule an interview in several ways - depending on the chosen method, the corresponding email template is then offered.
In interview templates, you can set your own button text in the "Button text" field. When clicked, the candidate goes to the default confirmation page where they can confirm the interview date - which is then recorded in the internal Recruitis calendar.
If you save interviews in an external calendar and want to use your own invitation, it is not advisable to use the default attendance confirmation. In this case, you can disable the confirmation button in the email using the Hide confirmation button option.
If you plan online interviews with candidates, don't forget to set up "Button text" - this adds a button with a link to the online meeting to the email.
For everything to work, you need to have "Create online meeting" checked in the settings when scheduling interviews in your external calendar.
If you want candidates to choose their own time from the offered options, you need to have a booking link prepared. How the whole process works is described in the following article.
For everything to work correctly, you need to have a template from the Interview category set up and also have the "Meeting scheduling template" option selected.
Two categories are also related to this option: "Meeting confirmation via booking link" and "Meeting cancellation via booking link", where you can define templates for automatic responses when confirming and canceling meetings via booking links.
Send message only - uses a general template, not the Interview invitation template, and therefore does not support the {interview date} variable.
Variables only work within a specific state in the recruitment flow. If you send a general message (outside the interview phase), the email will be sent, but for example, the {interview date} variable won't be filled in.
If you're not sure if you have the variables correct, you can preview the complete message text before sending and check everything.
Unlike templates used in flow, general templates don't know the recruitment process context and don't trigger any additional action. When creating them, you need to select "Send message" in the Template Type section.
General templates are then offered anywhere in the system when clicking the Send message button - for example, directly from the candidate card, during bulk action in position detail, or when working with the talent database.
You don't always have to use a preset template - feel free to write your own message if you need to discuss something specific with the candidate.
These are automated actions where the system sends messages automatically - but only if you set it up yourself. Without your consent, the system doesn't send anything, so you must first manually activate this feature.
You can enable automatic response in company settings via the gear icon > Company. More detailed information can be found in this article.
Once you activate the "Automatic response" service, a new category "Automatic response for new application" will appear in your email template settings.
You can set up your own automatic response for each job ad language - for example, one template for Czech ads and another for Slovak ones.
You can also set up your own version of the automatic response for individual positions. This is useful, for example, for internal or collection positions, where it's not immediately about classic recruitment, but you want to just inform candidates about what's next.
In this case, when creating a new template, you need to select "Custom automatic response template" as the Template Type.
How to work with custom automatic response and other tips can be found in the following article.
What NPS is and how it works in the system can be found in this article: NPS metric - help.
You can access the settings via the gear icon > NPS, where you can activate NPS survey sending and customize email templates.
The system allows setting different templates for hired and rejected candidates - this makes sense because each type of communication requires a different tone.
For rejected candidates, you can also customize questions according to different recruitment phases or specific recruitment flow. This way, questions will better match the given situation and be more personalized.
What you can set up within NPS can be found in this article. You'll learn how to customize surveys, templates, and conditions for sending them.
If you use the option for candidates to choose their own interview time from offered time slots via a booking link, the system automatically sends a message confirming the time.
At the same time, you can set up your own email template text for "Meeting confirmation via booking link" or "Meeting cancellation via booking link" to better match your communication style.
You can create multiple templates - for example, separately for online and in-person meetings. In each, you can easily add specific instructions, meeting location details, or a video call link.
These are templates that don't fall into the standard recruitment process flow and are triggered manually by the user at various places in the system.
How Recruitis systematically monitors legal obligations arising from GDPR and other practical scenarios can be found in this article.
The option to send a GDPR consent request can be found in several places in the system:
In the database storage consent template, you can customize the button text that the candidate sees when deciding whether to confirm consent to personal data processing.
Candidates are sensitive to communication style - wording is key. It's important to monitor whether this is the first or repeated request. Our best practices show that humanly formulated messages lead to higher response rates.
If you want to recycle a candidate for a new position, you can send a request to the candidate from several places in the system:
Copying a candidate to another position is done via email, where the candidate can either grant or deny consent to be assigned to the position. You can customize the button text in the email template.
More useful information about this functionality can be found here.
This feature is premium and is only available to customers with an Enterprise license.
What internal NPS is and how it works in Recruitis can be found in this article: What is internal NPS.
Unlike regular NPS, internal NPS is sent manually, and in the Email Templates section, you can prepare multiple variants according to your needs.
When creating a new template, don't forget to select "Internal NPS for managers" in the Template Type section.
The internal NPS overview can be found in the Reports > Internal NPS section.
You can send a feedback request simply using the three-dot menu at the end of the relevant row - just select "Send email".
This feature is also premium and is available from the Premium license.
When creating a new template, you need to select "Job offer" in the Template Type section.
As with other templates, you can prepare multiple variants - for example, by position type (lower, higher) or by candidate language, thus better tailoring the offer to the specific situation.
In the job offer template, you can set your own button text that allows the candidate to accept or decline the offer.
You create the actual offer on the candidate card in the Action > Prepare offer section. You then send the offer by clicking the "Send offer" button.
Once the candidate accepts the offer, the process is considered formally closed.
Along with the email, we also send the candidate the job offer itself as a PDF attachment, which is also automatically saved in the candidate's attachments.
If you want more information about how job offer management (Offer Management) works, check out this article: Job Offers to Candidates (Offer Management).
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