What does this feature do & when to use it?
Email templates in Recruit CRM let you save reusable email messages that you can send to candidates or contacts.
You can use this when:
You frequently send the same emails to candidates or contacts and want to avoid retyping them.
You want automated emails to go out when specific events occur in your hiring workflow.
You need consistent messaging across your team for outreach, updates, or application responses.
You want to personalize bulk or repeated emails with candidate or contact details using placeholders.
Before you begin
Email templates are available on all Recruit CRM plans: Free, Pro, Business, and Enterprise.
On the Business plan, you can set up to two email signatures if you have connected two email accounts to Recruit CRM. Having your signature ready before using templates is recommended.
Email Template Types
There are 3 types of Email Templates in Recruit CRM:
Automated workflow Templates | These are triggered automatically when a specific event occurs, such as when a candidate’s hiring stage changes or when a candidate applies through your website. |
Candidate Templates | These are templates you create specifically for candidates. They appear in the template dropdown when sending emails to candidates and only include candidate-related placeholders. |
Contact Templates | These are templates you create specifically for contacts. They appear in the template dropdown when sending emails to contacts and only include contact-related placeholders. |
The Job ID placeholder is available in Automated Candidate Workflow email templates and when sending emails to candidates within a specific job’s candidate pipeline. The placeholder automatically populates with the corresponding Job ID.
Recruit CRM also lets you add custom placeholders inside templates to personalize messages while still using a standard structure.
How to Create a New Email Template 📝
Go to the Mailbox in Recruit CRM.
Open the Email Templates section.
Click the green Create Email Template button.
Choose the Template Type as required.
Enter the Template Name so you can easily identify it later.
Enter the Email Subject for the template.
(Optional) Turn on the Share with Everyone toggle if you want all users in your account to see and use this template.
In the email body editor, write your message content.
Insert placeholders where you want Recruit CRM to automatically insert values like candidate first name, candidate last name, contact name, company name, or job name.
(Optional) Copy any placeholder and paste it into the Email Subject line if you want the subject to be personalized as well.
Save the template.
IMPORTANT NOTE
If users in your account have a custom role OR a default role with Email Template permissions set to "View Everything" they will be able to see all existing templates, regardless of whether the creator chose to share it with everyone or not.
Even if a user doesn't enable the "Share with everyone" option, those with the "View Everything" permission in their role will still have access.
If you don't wish to see other teammate's email templates, you can filter the templates in your mailbox based on your own templates or those created by other users, depending on your email template permissions.
How to Filter Templates in Your Mailbox 👀
Go to the Email Templates section in your mailbox.
Use the filter option to control which templates you see.
Choose to view:
Only your own templates, or
Templates created by other users (depending on your email template permissions).
Use placeholders for personalization
While editing or creating a template, locate the placeholder options provided by Recruit CRM.
Place the cursor in the body where you want the dynamic value to appear and insert the placeholder.
How to Edit an Existing Email Template ✏️
Go to the Mailbox and open the Email Templates section.
Find the template you want to modify.
Click the pencil icon next to that template to open it for editing.
Make your changes to the template name, subject, body, or placeholders.
Click the green Save button to save your changes.
How to Delete an Email Template 🗑️
Go to the Email Templates section in your mailbox.
Locate the template you want to delete.
Click the dustbin/trash can icon located next to the pencil icon on the same line as the template.
Note:
Before using your email templates, make sure your email signature is ready!
On the Business Plan, you can set up two email signatures if you have connected two email accounts with Recruit CRM.
You can read more about how to set up email signature in Recruit CRM from here:
Troubleshooting
Problem: Placeholders are not populating correctly in sent emails.
Problem: Placeholders are not populating correctly in sent emails.
Likely cause: The wrong type of template (candidate vs. contact) was used, or placeholders do not match the record type.
What to check:
Confirm that candidate templates are used for candidate emails and contact templates are used for contact emails.
Verify that the placeholders inserted are valid for that template type.
Resolution:
Edit the template to use the correct placeholders or create a new template of the correct type and resend.
FAQs
Q1. What is the difference between candidate templates and contact templates?
Q1. What is the difference between candidate templates and contact templates?
Candidate templates are used when emailing candidates and support candidate-specific placeholders. Contact templates are used when emailing contacts and support contact-specific placeholders.
Conclusion:
Using email templates in Recruit CRM helps you send consistent, personalized messages to candidates and contacts while saving time and reducing manual effort.