When creating or editing custom fields, you have the option to create a token for each custom field.
These tokens can be added to email or offer templates to pull in information specific to the job, candidate profile, or application.
Create a custom token for email and offer templates
To create a custom token for an email and offer template, click the Configure icon in the upper right corner, and then click Custom Options in the left-hand panel
From the Custom Options page, navigate to the Company Custom Fields section.
Click either Candidates, Jobs, or Offers depending on the type of custom field for which you intend to create a custom token.
Note: Custom offer tokens can be used only in offer templates and in email templates created in the My Templates section.
Custom offer tokens cannot be used in email templates created in the Organization-Wide Templates section.
If the field hasn't been created yet, use the following links to learn how to create the custom field:
Note: Organizations with Advanced or Expert subscription tiers also can create custom tokens using custom application fields.
On the subsequent page, click the field name for an existing field to modify it. If you want to add a new field instead, click Add Field.
On the Edit Custom Field page, check the box next to Create new email token (optional). Edit the token name if needed.
When finished, click Save.
Considerations when using custom tokens in email templates
Job field token
When used in an email template, a non-private custom job field token will populate even if the recipient does not have permission to access the field in Greenhouse Recruiting.
A private custom job field token will populate in an email only if the recipient has the appropriate permissions in Greenhouse Recruiting to view the private field.
Offer field token
Custom offer field tokens can be used only in email templates that you create in your My Templates section (Configure > Email Templates).
Custom offer field tokens cannot be used in Organization-Wide Templates.
Find out which fields are available in a template
Once you define a custom email token, it will display in the tokens section at the top of the email template. You can see a full list of available tokens in this box.
List of email templates that can use custom tokens
You can use custom tokens in any of the following email types:
- Agency email
- Calendly email
- Candidate availability request
- Candidate email
- Candidate interview confirmation
- Candidate referral receipt
- Candidate rejection
- Candidate self-schedule request
- EEOC request
- Extending offer
- Interviewer invite
- Job post request
- Scorecard due
- Team email
Note: Custom offer tokens can be used only in offer templates and in email templates created in the My Templates section.
Custom offer tokens cannot be used in email templates created in the Organization-Wide Templates section.