Managing Email Templates
The email templates stored in softgarden facilitate and expedite communication with applicants. By default, templates are already available and can be customized as needed. You can manage the templates in the settings under "Customization" → "Email Templates." Users need the "Manage Email Templates" permission, which is activated by default for users with the "Just-Hire Administrator" role.
1️⃣ Managing Email Templates
In the settings, you can manage email templates in your system. You need the "Manage Email Templates" permission, which is activated by default for administrators.
1.1 Editing Existing Templates
Under Settings → Customization → Email Templates, you will find a list of all relevant email templates that are either sent manually or automatically to applicants.
1.2 Previewing an Email Template
Through the menu, you can preview an email template. Click on the three dots and select "Preview Email Template."
💡Note: The preview simulates the manual sending of an email and does not apply to emails sent automatically by the system, where the company signature macro completes the template.
1.3 Adding Language Versions to Templates
You can edit existing templates by clicking on the three dots and selecting the "Edit" option. Additionally, you can add texts for different languages.
Softgarden allows you to create multilingual email templates. Users can store different language versions for each template. The system recognizes an applicant's preferred language and automatically sends the appropriate version of the email.
💡Note: If a template doesn't exist for a language, a fallback language will be used.
1.4 Adding Macros to Templates
🏷️ Automatic Personalization through “Macros”
Softgarden uses macros to automatically fill emails with relevant information.
Examples of macros:
Job Title → Inserts the title of the advertised position.
First Name → Replaces the placeholder with the applicant’s first name.
Date → Shows the planned interview date.
💡Note: Macros can be inserted into email templates and automatically replaced with the corresponding data once the email is sent.
Further information about macros can be found here.
1.5 Creating New Templates
You can create new email templates and assign them to various purposes:
New Email: You can choose this text template when contacting applicants via the email button, e.g., to request additional documents.
Application Transfer: You can use this text template when informing applicants that their application is being copied or moved to a new job.
Workflow or Application Process: You can use this text template when applicants are moved to a specific application step, e.g., for an interview invitation or a job offer.
2️⃣ Automated Emails
Some emails, such as the application receipt confirmation, are sent automatically from the system. You can customize these emails in the "Automated Emails" tab.
Activating Settings: To make your customized settings active, you need to activate them first under Customization → Automated Emails.
Selecting Templates for Automated Emails: On the "Automated Emails" page, you can choose and assign templates from your existing list for different email types.
2.1 Different Emails for Internal and External Applicants
Different email templates can be stored for internal and external applicants. By default, the external template is used.
Administrators can store specific templates for internal applicants if needed.
3️⃣ Selecting a Custom Receipt Confirmation for a Job
Prerequisite: The "Custom Receipt Confirmation" feature must be activated using the toggle button.
When posting a job, you can now store a custom receipt confirmation for internal and external applicants.
4️⃣ Possible Formatting Options
There are various formatting options for editing email templates to ensure communication is professional and engaging. Here are the main options:
Bold & Italics: You can format text in bold for emphasis. – Italics can be used for emphasis or stylistic adjustments.
Lists: Create ordered (numerical) lists for clear instructions. – Use unordered lists (bullet points) for clear listings.
Hyperlinks: Insert links to external websites or internal resources.
Line Breaks & Paragraphs: Clearly structure the email with paragraphs and line breaks for better readability.
Macros (Placeholders): Automatic data filling in templates with placeholders to customize emails.