Emails to candidates
Write to candidates from their profile or the board, with templates in your languages, and read their replies on their profile.
How-to guide3 min read
Write to a candidate
On a candidate's profile, open the Messages tab on the timeline and choose Write to Kari. Under Template, pick one to start from, or write your own. The template is filled in with Kari's name, the job and your name, in the language she applied in, and you can change anything before sending.
To write to several people, tick them on the job's board and choose Email. A template goes out to each person in their own language; a message you write yourself can use the variables below.
Emails carry your career site's name, or the sender name you chose, with its logo and colour. See Email sending.
Admins, recruiters and hiring managers on jobs that let the team act can email candidates. If you added someone by hand and they haven't confirmed consent yet, the profile says so and emails wait.
Replies
When a candidate answers, the reply appears on their timeline, the hiring team of their job gets a notification, and Reply shows on their card until someone opens the profile. The Candidates item in the sidebar shows how many replies are unread. Where replies go is set under Settings › Email sending.
Templates
Admins write templates under Hiring process › Email templates; everyone else can read them. Choose New template, give it a name, a Subject and a Message, and choose Save template. A preview with example details shows beside it, on a desktop or a phone.
To translate a template, choose a language in the picker at the top: the main text shows as placeholders, and the list shows how much of each template is translated. Choose Save translation. Candidates get the template in the language they applied in. A subject or message that isn't translated goes out in your main language.
Variables are filled in for each person. Select one under the message to insert it:
| Variable | Becomes |
|---|---|
| {firstName} | Kari |
| {lastName} | Nordmann |
| {jobTitle} | Mountain guide |
| {company} | Northwilds |
| {stage} | The stage name candidates see, such as Interviews |
| {senderName} | Your name |
| {jobLink} | The address of the job ad |
| {jobsLink} | The address of all your jobs |
An empty line starts a new paragraph. A subject can be up to 200 characters and a message up to 8,000. A variable that doesn't exist, such as {phone}, can't be saved.
Templates Careers Orbit sends
Under Sent by Careers Orbit, templates marked with a lock are sent by Careers Orbit itself. You can change their words but not move them to the bin.
| Template | Sent when | Must keep |
|---|---|---|
| Application received | Someone applies | |
| Not taken forward | Someone is not taken forward | |
| Consent request | You add someone by hand | {consentLink} |
| Choose a time for an interview | You invite someone to choose an interview time | {schedulingLink} |
| New job alert | A job goes live that talent pool members asked to hear about | |
| Someone referred you | Your team refers someone for a job | {referralLink} |
| Your offer | You send an offer | {offerLink} |
The interview email can also use {interviewTitle} and {interviewLength}. The referral email can use {referrerName}, {referralNote} and {declineLink}, and the offer email {offerExpires}.
Careers Orbit also starts you with two templates of your own, Invitation to an interview and Still reviewing, which you can change or remove.
Move to bin removes one of your own templates. You can restore it from the bin. A template that an automation sends can't be removed until you change the automation.
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