Table of Contents

• Overview
• Adding an Email Template
• Editing and Managing Email Templates
• Template Types

Overview

Having a preset email template saves you a lot of time in drafting emails repeatedly. Sense TRM allows you to have templates for various scenarios in the recruitment process.

This article takes you through:

1. How to add new email templates on Sense TRM?

2. What are the editing and updating options available for the email templates?

Adding an Email Template

1. Navigate to the Settings > General Configuration > Email Template.
2. Click on New Template.
3. Specify the email template name in the following pop-up, choose a template type, and upload the template.
   
4. Upon creating it, you can find the same listed in Email Templates.

Editing and Managing Email Templates

For updating the email template on Sense TRM:

1. Navigate to Settings > General Configuration > Email Template.
2. Click on the required template name in the list provided.
3. From its details page, click on Edit.
4. You can change the Subject, Body of the email, or Attachment from this screen.
   
5. Click on Update to save the changes.

What are Email Template Types: Email template type acts as a folder for specific kinds of email templates. You can add one or more email templates within an email template type and select the required one while performing the particular actions. Sense TRM provides 16 email template types to choose from.

• Consider this example: you created two email templates with the Revoke Offer Letter Template. It implies you will have three email templates to choose from while canceling a sent offer letter. Please refer to the screenshot below:

 

Note: The 16 email template types are system-generated, and we keep adding new email template types to the list as we enhance our product. These email template types are named according to the action/step, like revoking the offer letter in the above example. The General Email Template type manages all the general communications you must send to candidates.

These are available from the Candidate Tab > Candidate Details Page > Send email and Candidate Tab > Bulk Action > Send email.

Template types

General Mail

The General Mail template serves as the default email template for sending general notifications or updates from the Candidate page.

Acknowledge candidate for applying for a job, applying for a job via referral, applying for a job via referral, and joining a talent pool:

The template acknowledges candidates after they have applied for a job, via referral, via IJP, or joined via the talent pool. 

To automate this process, you can configure email automation under Settings > Email Automation.

From the three-dot menu, click Edit, enable the toggle, and then click Create to set up the automation.

Invite to apply via Chatbot

You can use this template to invite candidates to apply through a chatbot.

Invite candidate for Chatbot screening

This template is used to invite candidates for Chatbot screening. 

To set up this automation, navigate to Jobs > click on the desired job > Source Candidates > Chatbot Screening.

Inform About Rejected Form

This template is used to generate an email to inform candidates that the submitted form has been rejected.

Interview Confirmation

This template is used to notify and confirm interview details with candidates. The template appears while scheduling the interview.

Rejection email to candidate

This template is used to notify candidates about rejection from a job.

You can automate this by configuring the template under the three-dot menu, clicking Edit, enable the toggle, and then click Create.

Inform candidate when the applied job has been closed/canceled

This template is used to inform candidates when a job is closed or canceled. If there are candidates in the job, a pop-up appears when you close the job.

Rollout Offer Letter

This template is used to send offer letters. When you send an offer to the candidate, this template will appear in the send offer letter pop-up.

Rollout Offer Letter via DocuSign

This template is used to send offer letters via DocuSign.

Revoke Offer Letter

When an offer is revoked, an email is sent to the candidate in which this template is used.

Acknowledgement for Offer Acceptance

This template is used to acknowledge candidates for accepting an offer. When the candidate accepts an offer, an acknowledgment mail triggers.

Acknowledgement for Offer Rejection

This template is used to acknowledge candidates who reject an offer. When a candidate rejects an offer, an acknowledgment mail is triggered.

Onboarding Candidate Mail

This template appears while configuring an onboarding plan for candidates.

Sense Meeting Candidate Invite Mail

This template appears when you schedule an interview by sending the availability meeting link to the candidates.

Offer Expired Mail

This template is used to generate an email that is triggered when an offer expires before it is accepted.