Permissions: Job Admins, who can email candidates, and Site Admins

Product tier: Available for all subscription tiers

Greenhouse users will send an email to the candidate requesting that they select an available time slot when scheduling an interview through the Greenhouse/Calendly integration. For your convenience, Greenhouse Recruiting provides a default email template to request an interview through Calendly.


As an alternative to the default email template, users can also create and send a customized email template to request an interview through Calendly.In this article, we will cover how to create a custom Calendly email template for your specific Greenhouse user account.

Note: In order to configure a custom Calendly email template for your entire organization, a user will need to have Site Admin level permissions, or Job Admin level permissions with the additional user-specific permission Can manage company email and social media templates.

Create a new Calendly email template

Click the Configure icon Configure-icon.png in the upper right-hand corner and select Email Templates from the left panel.


From the Email Templates page, navigate to the My Templates header and click + New.

Note: Alternatively, if creating a template for your entire organization, click + New inline with Organization-Wide Templates.


Use the subsequent Create an Email Template page to provide the following information:

Template Name An internal name for the template to help identify the template.
Type Select Calendly Email from the dropdown menu.
Description An optional field
From Address

Select whether the email should come from your email address or

Note: Be aware that if you are sending a teammate's Calendly link and select, {{MY_EMAIL_ADDRESS}}your email address will populate in this field.


Select other Greenhouse users who should be copied onto the request.

Note: While you are able to select specific Greenhouse users from the dropdown menu, you will be unable to select a general role like Recruiter or Coordinator.

Email Subject Text sent in the Subject Heading of the email. 


Unlike other customizable email templates in Greenhouse Recruiting, the Calendly Email type does not support Office and Department-specific templates. It also does not support email attachments.

When finished, navigate to the Body field of the email and create the copy for the Calendly template. Tokens available for use in the email are listed in the blue panel.

Note: Do not include a Calendly link in the body of the email. Greenhouse Recruiting will automatically generate and append this link to the email. 

When finished, click Save.


The custom Calendly email template will be added to your list of email templates and can be selected when sending a Calendly request to a candidate.