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Add and Edit Email Templates

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Greenhouse Recruiting provides default email templates for your company which are used to communicate with both internal employees and your candidates. In this article, we will cover how to: 

 

Add New Email Template

To create a new email template, click the Configure icon Configure.png and navigate to Email Templates on the left-hand panel. 

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To create an email template visible to and usable by only you, click + New inline with My Templates. To create an email template that can be used by all Job Admin and Site Admin users in your organization, click + New inline with Organization-Wide Templates

Note: All Job Admin users will be able to create new email templates in the My Templates section. In order to create or edit Organization-Wide Templates, a Job Admin must have the user-specific permission Can manage company email and social media templates.

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On the New Email Template page, provide the following details: 

Template Name The name that will identify the template in dropdowns during send email workflows.  
Template Type This determines where the template will be available to use within Greenhouse Recruiting. For example, a template with a type of Extending Offer will be available to select only from the Send Offer Document dialog box. To learn more about where each template type is available for use, click here.
Description Provide optional additional information for your internal team about the template, such as appropriate use cases.
From Address The email address that will be listed as the sender any time this template is used. Selecting MY_EMAIL_ADDRESS will insert the email address of the user who sends the template. You also can select to send the template from any of your organization's verified global email addresses.
CC Add additional users, including the candidate's Recruiter or Coordinator, to be CC'ed any time the template is used. 
Email Subject The subject line of the email. 
Attachments Upload attachments to be sent with the template.
Template Body Provide the content of the template. 

The Create an Email Template page will display a list of available tokens you can use in your template. The list of available tokens will update based on the template type selected, as not all tokens can be used in all template types. The available tokens can be used in the subject line or in the body of the template.  

Click here to learn how to create custom tokens for email and offer templates.

When you are finished editing the template, click Save at the bottom of the page. Your email template is now available for use. 

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Edit Existing Email Template

To edit an existing email template, click the Configure icon Configure.png and then navigate to Email Templates in the left-hand panel. 

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On the Email Templates page, click the Edit icon edit.png inline with the template you wish to edit. 

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Make your desired changes to the template. This can include changing the template type (for custom email templates only), editing the default email subject line, updating the CC or From fields, or editing the body of the email.

Click Save at the bottom of the page when you are finished making changes.

Note: Any changes you make to Organization-Wide Templates will be applied to the template for all users at your company, so be sure to confirm your changes are applicable for all users who might send the template. If your changes are unique to your own needs, we recommend creating a new custom email template under the My Templates section instead of editing an Organization-Wide Template. 

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