This article is for administrators.
- Everyone has access to manage their own personal communication templates.
- Administrator permissions are needed to create company-wide templates.
In Recruiting, you can create email templates for messages you send often. Templates help you save time. They also help you send clear and consistent messages.
You can create templates for emails like these:
- Phone screen requests
- Feedback requests
- Interview confirmations
- Writing sample requests
- Reference requests
- Directions to your office
Create and share a personal email template
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
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Go to Settings (gear icon) > Message Settings.
- Select the My Templates tab. The templates are grouped by category, like general, feedback requests (if your team uses these instead of Scorecards), co-worker invitations, candidate invitations, etc.
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Find the section where you would like to create a new personal template.
- Select Create a New Template.
- Enter a template name in Template Name. Candidates cannot see this name.
- Enter a subject in Subject Line. Candidates can see this text.
- Enter the body of the email in Message Body.
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Use auto-fill tokens to personalize the message.
- For information on autofill tokens, refer to Use autofill tokens in email and text templates.
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Do not include a signature in the message body.
- Recruiting automatically uses your saved signature to all outgoing emails.
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Select Save.
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Select Share this Template to allow other users to access the template.
The template goes into your Shared Templates tab.
Accessing a coworker’s shared template
- Go to Settings (gear icon) > Message Settings > Shared Templates tab.
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Select the template you want to use. The creator's initials appear next to the template name.
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Select Copy to My Templates.
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A copy of the template is added to your personal library (gear icon > Message Settings > My Templates tab).
Note: Any changes that you make will only be applied to your personal copy of this template. It will not impact the original.
Stop Sharing a Personal Template
- Go to Settings (gear icon) > Message Settings > Shared Templates tab.
- Select the template you want to stop sharing.
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Select Stop Sharing.
Note: This removes the template from the Shared Templates tab. It does not delete any copies that coworkers have made to their own My Templates libraries.
Create default New User email templates
Unlike the personal templates mentioned above, that every person can manage on their own, New User templates are a set of templates created at the account level. These can only be managed by Administrators.
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
- Go to Settings (gear icon) > Message Templates > New User Templates. The templates are grouped by category, like general, feedback requests (if your team uses these instead of Scorecards), co-worker invitations, candidate invitations, etc.
- Find the section where you would like to create a new template.
- Select Create.
- Enter a template name in Template Name. Candidates cannot see this name.
- Enter a subject in Subject Line. Candidates can see this text.
- Enter the body of the email in Message Body.
-
Use auto-fill tokens to personalize the message.
- For information on autofill tokens, refer to Use autofill tokens in email and text templates.
-
Do not include a signature in the message body.
- Recruiting automatically uses your saved signature to all outgoing emails.
- Select Save. The template is automatically applied to new users from this point forward. It does not impact existing users.
- To update the communication templates so this addition is available, see Update user email templates with company templates.
After you create and save a template, the system stores it for reuse and adds it to your template list or to new users, based on the template type.
Updated: July 17th, 2026 7808 views 0 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.