What this feature does and when to use it?
The AI Assist feature generates email templates based on the prompt you provide. Simply describe the type of email you need, and the system will create both the subject line and email body for you. Once generated, you can further refine the content using additional prompts, regenerate the output, copy it, or insert it directly into the email template editor. You can also save frequently used prompts and share them with teammates.
You can use this feature when:
You want to quickly generate candidate or client email templates without writing from scratch.
You need consistent, on-brand emails across your team.
You frequently send similar emails and want to save and reuse templates.
Step-by-Step Instructions
1. You can access the AI Assist email generator from three places in Recruit CRM:
From the mailbox: Open your mailbox and create a new email template or open an existing one to edit it.
From Email Templates in Admin Settings: Go to Admin Settings and open the Email Templates section to create or edit a template.
From Email Triggers in Admin Settings: Go to Admin Settings and open Email Triggers to create a trigger-based template.
2. In the email template creation section, click the blue AI Assist button. A prompt input area will appear at the top of the editor.
3. Type a clear and detailed prompt describing the email you want to generate. For the most accurate and useful output, include the following in your prompt:
Purpose of the email: What is the email trying to achieve?
Recipient's role or audience: Who will receive the email, such as a candidate, client, or hiring manager?
Desired tone and formality: Should the email be formal, conversational, direct, or warm?
Intended outcome: What action should the recipient take, such as booking a meeting or confirming a detail?
Specific requirements: Any key points, information, or constraints the email must include.
After entering a prompt, you can save it for future reuse so you do not have to retype it each time.
Click the Save icon next to the prompt input area.
Enter a clear and descriptive name for the prompt so you and your teammates can identify it easily later.
Choose whether to share the prompt with your team by toggling the Share with Teammates switch on or off.
Click Save to store the prompt. It will appear in the Saved Prompts section immediately.
To manage your saved prompts:
Open the Saved Prompts section to view all stored prompts.
Click any saved prompt to load it into the input area and apply it to your current template.
Click the pin icon next to any prompt to pin it to the top of the list for faster access. Click the pin icon again to unpin it.
Once your prompt is ready, click on the arrow to generate the template. The system will take a few seconds to process your prompt and produce the output.
4. After the template is generated, you will see the following options:
Regenerate: Generate a new version of the template if the first output does not meet your needs.
Copy: Copy the generated subject line and body text to your clipboard.
Insert: Insert the generated content directly into the email template editor. The subject line will be automatically populated along with the body of the email.
5. You can include placeholders in the prompts, however, we recommend replacing the AI-generated placeholders with the placeholder from the dropdown to avoid potential errors.
To fix placeholders:
Review the entire email body and subject line for any placeholder-style text that was not inserted from the official dropdown.
Replace all AI-generated placeholders with the correct official placeholders using the placeholder dropdown in the editor.
Do not send or save a template that contains AI-generated placeholders, as they will not resolve correctly in live emails.
Troubleshooting
Problem: The AI-generated email includes incorrect or broken placeholders.
Problem: The AI-generated email includes incorrect or broken placeholders.
Likely cause
The AI created generic placeholders that do not match Recruit CRM’s official placeholder format.
What to check
Review the email body and subject for any placeholder-like text that was not inserted from the placeholder dropdown/box.
Resolution path
Manually replace all AI-generated placeholders with official placeholders from the placeholder dropdown/box before saving or sending the template.
Problem: You cannot see your saved prompts in the Saved Prompts section.
Problem: You cannot see your saved prompts in the Saved Prompts section.
Likely cause
The prompt was not saved.
What to check
Confirm you clicked Save after naming the prompt and setting sharing options. Verify you are in the same area where you originally created the prompt.
Resolution path
If the prompt is missing, re-enter your prompt and save it again, ensuring the save confirmation appears.
Problem: The AI response is too generic or not relevant to your use case.
Problem: The AI response is too generic or not relevant to your use case.
Likely cause
The original prompt is too short or lacks detail about purpose, audience, tone, and outcome.
What to check
Review your prompt and see if it clearly describes the scenario, desired tone, and key points.
Resolution path
Edit the prompt to add more context and detail, then click Send again or use Regenerate to get a more tailored email.
Problem: The Send button is visible, but nothing happens after clicking it.
Problem: The Send button is visible, but nothing happens after clicking it.
Likely cause
There may be a temporary processing delay or connectivity issue.
What to check
Check your internet connection and wait a few moments to see if the response appears.
Resolution path
If the issue persists, refresh the page and try again. If still unresolved, contact support with details of the behavior.
FAQs
What languages does this feature support?
What languages does this feature support?
The AI-Assisted Email Template Creation feature currently supports the following languages:
English
Deutsch
Français
Dutch
Español
Português
Japanese
Finnish
Is there any limit to the number of prompts I can save?
Is there any limit to the number of prompts I can save?
The limit of prompts that can be saved is 50.
How many prompts can be pinned?
How many prompts can be pinned?
You can pin up to 50 prompts.
Why do placeholders need to be updated by the user?
Why do placeholders need to be updated by the user?
Recruit CRM placeholders have a specific format, like {candidate_name}, {candidate_city}, etc. However, AI may generate different results in terms of placeholders, such as [candidate_fullname], or , etc. Therefore, users are advised to update the placeholders using the placeholder dropdown to avoid issues. If placeholders are incorrectly added, they will not work.
Is there a limit to the use of this feature?
Is there a limit to the use of this feature?
Yes, the AI-Assist feature has monthly token limits that vary based on your plan. Token usage includes both input and output, and may vary depending on the language and content.
Monthly token limits per user:
• Free Plan – 50K tokens
• Pro Plan – 5 million tokens
• Business Plan – 10 million tokens
• Enterprise Plan – 20 million tokens
These limits apply collectively to the following AI features:
• Generate Note Summary
• Generate Call Log Summary
• Generate Email Template
• Generate Email
• Generate Email Sequence
• Email Reply Suggestion
• Generate Candidate Summary
• Generate Job Description
Note: These token limits currently do not apply to AI Sourcing and AI Boolean Search.
What happens if I reach the token limit?
What happens if I reach the token limit?
If users reach the token limit, the AI-assist features will stop generating new content until the next monthly cycle begins. Users will also get this error:
"Oops! It seems you have exhausted your 2 million token limit for this month. It will be restored on {date in this format 20 May 2023}"
How detailed should my AI email prompt be?
How detailed should my AI email prompt be?
For best results, include the email purpose, audience, tone, desired outcome, and any specific points or requirements. The more detail you provide, the more accurate and usable the generated template will be.
Can I share my saved prompts with my team?
Can I share my saved prompts with my team?
Yes. When saving a prompt, you can choose whether to share the prompt with your teammates by toggling the sharing switch on or off before clicking Save.
Does the AI Assist feature automatically add subject lines?
Does the AI Assist feature automatically add subject lines?
Yes. When you insert the AI-generated response into the email editor, the email subject line is automatically populated along with the body of the email.
Can I reuse and organize my prompts?
Can I reuse and organize my prompts?
Yes. Your saved prompts appear in the Saved Prompts section, where you can access them, select them, and pin or unpin prompts based on how frequently you use them.
Conclusion:
Using AI Assist for email template creation helps you draft professional, consistent emails faster while keeping control over content and placeholders. By saving and managing prompts, you can build a reusable library of high-quality email templates that support your daily recruiting workflows.