Communication templates are pre-written email and text messages tailored to specific user types in your hiring process. They help you standardize important communications with candidates, hiring managers, and other stakeholders. For example, you can create an "Application Declined" template with your company's standard messaging for job seekers not selected for a role. Other common templates include application acknowledgments ("We received your application"), process updates ("Next steps in the hiring process"), and welcome messages. Whenever you need to send consistent, professional messages that you use frequently throughout your recruitment process, communication templates are the ideal solution.
To add or edit Communication Templates:
Click your avatar in the top right
Click Settings
Click Communication Templates
Click Add or Edit, depending on what you wish to do.
Communication Template Fields
Editable Fields (Can Be Changed Later)
The following fields can be edited at any time after the template is created:
Template Name
Internal name for the template. This is not visible to recipients.Template Subject
The subject line for email communications.Email / SMS Content
The message body of the email or text message.Attachments
Optional files pulled from your Document Repository.Communication Type
Select whether the template is used for Email, SMS, Email & SMS, or as a Trigger.Use Template For
Defines the recipient type (Candidate, Manager, Recruiter, Interviewer, Sourcer, Sales, or Vendor).Substitution Fields
Dynamic fields that automatically populate recipient- or job-specific information when the message is sent.
Locked Field (Set at Creation Only)
Private Template
Selecting this option limits visibility of the template to you only.
Important: Templates created as Private cannot be converted to Public later.
If you need the same template available to other users, you must create a new template as Public using the same content.
Substitution Fields in Communication Templates
Communication Template Substitution Fields are special placeholders that automatically insert personalized information when your template as an email or SMS text message is sent. You can use these fields to dynamically embed values from the ATS into messages sent out. For example, if you wish to embed the name of the recipient within the template, you can use substitution fields for this.
Field Format: <C>FieldName<C>
How Substitution Fields Work:
Available fields appear in the list to the right of your template editor
Click any field to automatically insert it into your template
When your communication is sent, the system replaces these fields with recipient-specific information
Example: <C>FirstName<C> becomes "John" when sent to a candidate named John
Available Fields:
The fields you can use depend on who your template is for (candidates, managers, etc.) and are displayed on the Communication Template screen
Each recipient type offers different relevant field options
Simply click a field from the list to add it correctly to your template
Universal Fields in Email and Text Communication Templates
Field Variable | Value To Be Substituted |
| The saved salutation |
| The first name of the recipient |
| The last name of the recipient |
| The username of the recipient |
| The company ID of the ATS instance |
| The company name of the ATS instance |
Candidate Portal and Sendouts Fields in Email and Text Communication Templates
These are the substitution fields for candidate experience portals and sendouts.
Field Variable | Value To Be Substituted |
| The company name of the ATS instance |
| The company email of the ATS instance |
| The company phone of the ATS instance |
| The client or department name of the job or hiring manager in context |
| The job name of the job in context |
| The country of the job in context |
| The state or province of the job in context |
| The city of the job in context |
| The unique ID of the job in context |
| The internal ID of the job in context |
| The link to the candidate experience portal of the job in context |
| A link to opt out of the job |
| The link to the internal ATS screen of the job in context |
| The name of the recruiter for the job in context |
| The name of the sales person for the job in context |
| The salutation of the applicant |
| The first name of the applicant |
| The last name of the applicant |
| The email of the applicant |
| The city of the applicant |
| The phone number of the applicant |
| The state/province of the applicant |
| The cover letter from the applicant |
| The resume of the applicant |
| The current title of the applicant |
| The current employer of the applicant |
| The preferred location of the applicant |
| The work permit of the applicant |
| The availability date of the applicant |
| The availability comments of the applicant |
| The link to the screen within internal ATS of the applicant |
| The max billing rate of the job |
| The min billing rate of the job |
Interview Fields in Email and Text Communication Templates
These are the substitution fields for interviews.
Field Variable | Value To Be Substituted |
| The link to the interview |
| The name of the interview |
| The location of the interview |
| The time of the interview |
| The names of the interviewers of the interview |
User Defined Fields in Email and Text Communication Templates
See the Template Screen for User Defined Fields on the Candidate, Hiring Manager, Job, Client and Location entities. User defined fields can be assigned to the templates, but the optional fields will vary from company to company based on their UDFs.
Important Note:
These substitution fields are different in syntax from those used in other parts of the system like Offer Letters and cannot be used interchangeably. See the Offer Letters page for details on the syntax and available fields. If you wish to embed fields in Communication Templates for email and text, use the field syntax described above.