✉️ Why Email Templates Matter
Candidate communication happens at speed—and often at scale. Email Templates give your staffing company a single, reliable place to define how you speak to candidates, especially during sensitive moments like application rejections.
Instead of rewriting the same message again and again, this page lets you lock in tone, accuracy, and professionalism once—then reuse it confidently across workflows.
The result?
Clear messaging for candidates, fewer mistakes for recruiters, and faster decisions across the hiring funnel.
🧭 What You’ll See on This Page
When you open Email Templates, you’re looking at your company’s communication library.
A paginated list of templates
Sorted by Recently Updated so the latest changes are always visible
Quick actions to edit or delete existing templates
A clear call to action to Create Template when you’re ready to add more
If no templates exist yet, the page stays intentionally clean—nudging you to create your first one without clutter.
➕ Create an Email Template (Build Once, Reuse Everywhere)
Click Create Template to open the editor.
Each template is made up of three required parts:
🏷️ Template Name
This is for internal use—think clarity over creativity.
Required
Must be unique within the staffing company
Good names make life easier later when recruiters are choosing templates.
🧾 Subject Line
This becomes the email subject when sent to candidates.
Required
Maximum 100 characters
Short, clear subjects perform better and avoid truncation in inboxes.
✍️ Email Body (TinyMCE Rich Editor)
The body uses a rich text editor, giving you flexibility without complexity:
Formatting (bold, italics, lists, alignment)
Clean structure for longer messages
Easy editing without HTML knowledge
This is also where auto-populated placeholders come into play.
🧩 Smart Placeholders That Do the Heavy Lifting
Templates support dynamic placeholders that are replaced automatically when the email is sent:
{candidate first name}{candidate full name}{staffing company name}{job order title}{website-staffing company}{facebook-staffing company}{linkedIn-staffing company}{twitter-staffing company}{instagram-staffing company}{youTube-staffing company}{full name-logged-in user}
What this means in practice:
One template can feel personal to hundreds of candidates—without manual edits.
More placeholders can be added over time, so templates scale as your workflows evolve.
✏️ Edit with Confidence
Templates aren’t static. You can update them anytime.
Click Edit to revise name, subject, or body
Changes apply immediately wherever the template is used
No need to recreate or reassign templates
This keeps messaging aligned even as your hiring strategy changes.
🗑️ Delete (With a Safety Net)
Deleting a template triggers a confirmation modal.
This extra step is intentional—templates often power live workflows, and accidental deletions can cause disruption.
🔄 Where Templates Come to Life: Application Rejection in JEM
Email Templates integrate directly into the JEM rejection workflow.
When rejecting a candidate:
A checkbox appears:
Send Email Notification to CandidateIf checked:
A dropdown loads active templates via API
Selecting a template instantly pre-fills:
Subject
Body (with placeholders resolved)
Recruiters can:
Send as-is
Or make last-minute edits before confirming
On confirmation:
The email is sent to the candidate
The candidate is moved to Rejected / Withdrawn
If no template is selected, the subject and body remain empty—giving full manual control.
🔒 Validation Rules (Quietly Enforcing Quality)
The system protects consistency without getting in the way:
Template Name
Required
Must be unique within the staffing company
Subject
Required
Body
Required
These checks ensure every saved template is usable in real workflows.
🧠 Things to Keep in Mind
Templates reflect your brand voice—especially during rejections. A thoughtful message leaves a lasting impression.
Use placeholders wherever possible to avoid generic-sounding emails.
Keep template names descriptive so recruiters don’t have to guess.
You can always tweak the message at send time—templates speed things up, they don’t lock you in.
✅ In Short
Email Templates turn repetitive communication into a controlled, reliable system.
They help your team move faster, reduce errors, and communicate with candidates in a way that feels intentional—not automated.
Set them up once. Use them everywhere.