Email templates are a convenient way to save frequently sent emails to be reused without rewriting them each time; whether it's to send screening questions, decline applications, or offer a position, bespoke email templates are just a few clicks away. If you're looking to save even more time, you can even use occy AI to instantly generate a range of emails for you.

Below is a quick demo guiding you through the email template creation process. Alternatively, step-by-step written instructions can be found below.

Accessing Email Templates

Access the email templates section by choosing Settings from the main menu, then Templates and Email.

Here, you will see a list of existing email templates separated into four tabs - All, Standard, Your Templates, and Draft.

• The All tab shows the full list of email templates.
• The Standard tab shows email templates supplied by the system, which are available for use by all companies.
• The Your Templates tab shows templates created by a member of your team.
• The Draft tab shows partially created templates.

Use the search bar to quickly find specific templates and customise what information you see and the order in which it is displayed with the Sort By and Column Modifier buttons.

The templates list displays the following information by default:

• Template name
• Template type (whether the template is intended to be sent to candidates or used internally)
• Reference (an optional field provided during template creation)
• Updated On (when the template was lasted edited)
• Edit and delete icons in the Actions column

Creating Email Templates

Get started on a new email template by clicking the Create New Template button at the top of the section. Alternatively, the dropdown arrow attached to the button allows you to choose whether to create a new template or duplicate an existing template.

Creating a New Template

When creating a new template, a blank template will appear with the following sections to complete:

• Template name: This is the name of the template that will show when choosing a template to use from the list
• Template type: Here you can choose between an email template for a candidate and an email template for your hiring team
• Reference: This is an optional internal reference field
• Subject: This will be the subject of the email
• Message body: This is where you create your email
• Shortcodes: You can use shortcodes to add information to your email; this includes links to forms and candidate information

Note: You can find more information on Shortcodes here: Shortcodes.

• Attachments: You can use the Attach File button to add any additional documents to your email template.

Once your email template is complete, don't forget to hit the Save button!

Duplicating an Existing Template

If duplicating an existing template, you will be prompted to choose a template from the list and select Duplicate.

The form above will appear with the information from the existing form populated into the boxes; you can now edit any details before saving the new template.

Creating Email Templates with occy AI

Let occy AI create email templates with the click of a button.

• Get started by navigating to the Email Templates section by choosing Settings from the main menu, then Templates and Email.
• Next, click the Create New Template button.

• Enter the template name and subject, and choose a template type.
• Click the Ask occy AI button and an email will be generated.

occy uses the information provided in the fields and the shortcodes provided to create a professional but personalised message.

• Click Retry to generate a new email. You can cycle through each version using the arrows at the bottom of the text box.

• If you are happy with the text, click Accept to use.
• If you would like to go back to the original textbox, click Decline.
• After accepting, remember to click Save to keep the template.

Using Email Templates

Email templates can be used to communicate with candidates when using a range of workflow automations, such as Send Form, Invite to Interview, and Notify Staff.

Occy also offers a Send Email automation to automatically send the email as soon as a candidate enters a specific hiring stage. Simply navigate to the Workflow section within a job or pipeline template and click the Send Email option on your chosen stage. 

To see a step-by-step guide to adding an automation to your workflow, take a look at the Workflow Automations article.

Email templates can also be used when declining a candidate; simply select a template when notifying the candidate that they haven't been successful.