Executive Summary

PyjamaHR’s e-mail template and placeholder system empowers recruiters to send personalized, professional, and consistent communications at scale. By leveraging dynamic placeholders (variables), you can automate candidate-specific details—like names, job titles, and interview times—while ensuring your team’s messaging stays on-brand and error-free. This guide covers everything you need to know to create, manage, and optimize e-mail templates with placeholders in PyjamaHR, including advanced tips, troubleshooting, and real-world scenarios.

Detailed Overview

What Are E-mail Templates and Placeholders in PyjamaHR?

E-mail templates in PyjamaHR are reusable message formats that standardize communication with candidates throughout your recruitment workflow—such as interview invites, rejections, and offer letters. Placeholders (sometimes called variables or merge fields) are special tags (e.g., ##{{candidate_name}}, ##{{job_title}}) that automatically insert personalized data from your jobs, candidates, and users into each e-mail.

Why Use Them?
- Save time: No more rewriting the same e-mails or copying/pasting details.
- Reduce errors: Avoid mistakes like sending the wrong name or job title.
- Consistency: Ensure all team members use approved, on-brand messaging.
- Personalization at scale: Each candidate receives a tailored message, even in bulk sends.

Integration with PyjamaHR Features:
- Works with bulk e-mails, interview scheduling, rejection workflows, and more.
- Templates can be managed at the organization or team level (not just per user).
- Placeholders pull data from candidate profiles, job postings, and user settings.

Step-by-Step Guide: Creating and Managing E-mail Templates with Placeholders

Prerequisites

You must have access to PyjamaHR with permissions to edit templates (usually Admin, Recruiter, or Super Admin).
Know which workflow (e.g., interview invite, rejection, offer) you want to automate.

1. Accessing E-mail Templates

Go to Settings:
- Click your profile icon (top right) > Settings.
Navigate to E-mail Templates:
- In the left sidebar, select E-mail Templates.

(Screenshot: Settings > E-mail Templates section)

2. Creating a New E-mail Template

Click “Add New Template” (or similar button).
Enter a Template Name:
- This is for your team’s reference (e.g., “Interview Invitation – Technical Round”).
Select Template Type:
- Choose the workflow this template is for (e.g., “Schedule Quick Interview”, “Rejection”, etc.).
Compose Subject and Body:
- Write your e-mail subject and body.
- Insert Placeholders:
- Click the “Insert Placeholder” dropdown (usually above the editor).
- Choose from available placeholders (e.g., ##{{candidate_name}}, ##{{job_title}}, ##{{recruiter_signature}}).
- Placeholders can be used in both the subject and body (see “Advanced Usage” for subject line tips).
Save the Template:
- Click Save.
- If “Save New Template” is greyed out, ensure you’ve entered a unique template name and pressed Enter.

(Screenshot: New Template editor with placeholder dropdown highlighted)

3. Editing or Overwriting Existing Templates

Select the Template to Edit:
- Click on the template name in the list.
Make Changes:
- Update the subject, body, or placeholders as needed.
Save Changes:
- Click Save to overwrite the existing template, or Save As New to create a copy (if available).

4. Using Templates When Sending E-mails

When sending an e-mail (individually or in bulk), select your template from the dropdown.
Review the preview: Placeholders will be replaced with real data for each candidate.
You can further edit the e-mail before sending if needed.

(Screenshot: E-mail compose window with template dropdown and preview)

Templates are shared at the team and organization level: Once created, all users with access can use them.
User-level templates: If you don’t see a template, check if it was created under a different user or team.

Advanced Usage & Best Practices

Power User Tips

Bulk E-mails: Select multiple candidates in any hiring stage, then use your template for personalized mass communication.
Subject Line Placeholders: You can add placeholders to the subject line when sending an e-mail (not always available when creating the template—see “Limitations” below).
Signature Management: Use ##{{recruiter_signature}} to automatically insert the sender’s signature (ensure your user profile is up to date).
Template Naming: Use clear, descriptive names (e.g., “Rejection – Post-Interview”) for easy selection.

Optimization Strategies

Standardize Templates: Create templates for each major workflow stage (application confirmation, interview invite, rejection, offer).
Review Placeholders: Double-check that you’re using placeholders (not hardcoded names or job titles) to avoid embarrassing mistakes.
Update Regularly: Review templates periodically to ensure they reflect your latest processes and branding.

Integration with Other Tools

Gmail/Outlook Integration: If you use integrated e-mail, templates work seamlessly. For Outlook, connect via Settings > Integrations.
Interview Scheduling: Use templates with scheduling workflows to automatically include interview details.

Do’s and Don’ts

Do:
- Use placeholders for all variable information.
- Test templates by sending to yourself first.
- Keep templates concise and professional.

Don’t:
- Hardcode names or job titles (e.g., “Dear Philip” instead of ##{{candidate_name}}).
- Assume placeholders exist for every data point—check the available list.
- Forget to update templates when your process changes.

Troubleshooting & Common Issues

Common Issues & Solutions

1. “Save New Template” is Greyed Out
- Solution: Ensure you’ve entered a unique template name and pressed Enter.

2. Placeholders Not Replaced or Showing as Code
- Solution: Double-check that you used the correct placeholder syntax (e.g., ##{{candidate_name}}).
- If you see [[job_title]] instead of the actual job title, update the template to use the correct placeholder format.

3. E-mail Sent with Wrong Name or Details
- Cause: Hardcoded information in the template (e.g., “Philip” instead of ##{{candidate_name}}).
- Solution: Edit the template and replace hardcoded text with the appropriate placeholder.

4. Placeholders Not Available for Certain Data
- Limitation: Some placeholders (e.g., “recruitment_stage”, “first_name” only) are not currently available. Only use placeholders listed in the dropdown.
- Workaround: Manually enter missing details or request new placeholders via support.

5. Template Not Visible to All Users
- Solution: Templates are shared at the team/org level. If missing, check user permissions or recreate under the correct team.

6. Placeholders in Subject Line Not Working
- Limitation: Placeholders can be added to the subject line when sending an e-mail, but not always when creating the template. Always preview before sending.

7. E-mail Body Not Updating When Switching Templates
- Solution: If the body doesn’t change, refresh the page or contact support with a screen recording.

8. Signature Not Loading
- Solution: Ensure your user profile has a signature set. Use the ##{{recruiter_signature}} placeholder.

9. Automated Confirmation E-mails Not Customizable
- Limitation: The default “application confirmation” e-mail cannot be customized. Use bulk e-mails with your own template for custom messages.

Comprehensive FAQ

1. Where do I create or edit e-mail templates?
Go to Settings > E-mail Templates.

2. Can I use placeholders in both the subject and body?
Yes, but subject line placeholders are only available when sending an e-mail, not always when creating the template.

3. Are templates shared across my team or organization?
Yes, templates are visible to all users with access to the platform.

4. Can I add new placeholders or edit the list?
No, you can only use the placeholders provided in the dropdown. Request new placeholders via support if needed.

5. How do I fix e-mails sent with the wrong name or job title?
Edit your template to use placeholders (e.g., ##{{candidate_name}}) instead of hardcoded text.

6. Why is “Save New Template” greyed out?
You must enter a unique template name and press Enter.

7. Can I set my custom template as the automatic sender for all candidates?
No, only the default confirmation e-mail is sent automatically. Use bulk e-mails for custom messages.

8. How do I send bulk e-mails with templates?
Select candidates in any hiring stage, click “Send E-mail,” choose your template, and send.

9. Can I create templates for specific interview types or stages?
Yes, select the appropriate template type (e.g., “Schedule Quick Interview”) when creating the template.

10. Why are some placeholders (like “recruitment_stage” or “first_name” only) missing?
Not all data points have placeholders yet. Submit feedback to request new ones.

11. How do I update my recruiter signature?
Update your user profile, then use the ##{{recruiter_signature}} placeholder in your template.

12. Why do e-mails sometimes go to the Promotions folder?
This is related to your e-mail provider’s settings, not PyjamaHR. Integrating your e-mail may help, but results vary.

13. Can I use templates for interview scheduling with Teams or Outlook?
Yes, but meeting links are generated after scheduling and cannot be added as placeholders. The system includes them automatically in the e-mail.

14. What if my template isn’t working or isn’t visible?
Check permissions, refresh the page, or contact support with details and a screen recording.

Bulk E-mailing: Use templates for mass communication in any hiring stage.
Interview Scheduling: Pair templates with scheduling workflows for seamless candidate invites.
E-mail Integration: Connect Gmail or Outlook for improved deliverability and tracking.
User Profile Management: Keep your signature and contact details up to date for accurate placeholders.

Summary Table: Common Placeholders

Placeholder	Description
`##{{candidate_name}}`	Candidate’s full name
`##{{job_title}}`	Job title applied for
`##{{company_name}}`	Your company’s name
`##{{recruiter_name}}`	Name of the recruiter sending the e-mail
`##{{recruiter_signature}}`	Recruiter’s signature (from user profile)
`##{{interview_date}}`	Scheduled interview date
`##{{interview_time}}`	Scheduled interview time
`##{{interview_location}}`	Interview location or meeting link

(Note: Actual available placeholders may vary. Check the dropdown in the template editor.)

Final Tips

Always preview your e-mail before sending, especially in bulk.
Use placeholders for all variable data to avoid embarrassing mistakes.
Update templates as your process or team changes.
For advanced needs or missing placeholders, contact PyjamaHR support with your request.

By following this guide, you’ll ensure your candidate communications are efficient, accurate, and professional—helping you deliver a world-class recruitment experience with PyjamaHR.

Creating and Managing E-mail Templates with Placeholders in PyjamaHR