Email communication is a crucial part of the recruitment process and PyjamaHR provides a convenient way to manage your email communications with candidates using email templates.
We have pre-defined sets of Email templates which can also be customized depending on your needs. You can edit common emails such as offer letters, rejection letters and scheduling interviews and much more. You can also create a new custom Email. This saves the time and effort of your organization where creating new emails every time can be hectic. In this article, we'll take a closer look at how to use email templates in PyjamaHR.
Creating Email Templates
To create a new email template in PyjamaHR, go to the "Settings" tab and select "Email Templates." From there, click on the "Create New Template" button and give your template a name.
Note : In PyjamaHR , there are preset templates of the most commonly used Emails in the hiring process. These templates can also be customized depending on your requirements.
You can then use the rich text editor to customize your email template, including adding images, links, and formatting text. You can also include placeholders for specific information, such as the candidate's name or the position they applied for, which will be automatically filled in when the template is used.
Once you are finished with filling out the information you can click on “Save Changes”.
Note: Before saving a new/existing template, ensure you are selecting the relevant template "Type". The email template "Type" decides where or where not would you be able to access and send these emails.
Sending Emails using Templates
Once you have created your email templates, you can use them to send emails to candidates. To do this, simply go to the candidate's profile, click on the "E-mail" button.
You will see the mail history of the particular candidate. Now scroll down and you will see a text where you can start typing to send an email. Click on the text displayed.
You will then see a predefined Email template. The email will then be pre-populated with the information from the template, including any placeholders. You can then make any necessary adjustments and send the email to the candidate. By selecting the drop down box you can change the type of Email you want to send to the candidate. After reviewing you can select the “Send Mail” button to send the email. You can also schedule a time to send the email to the candidate.
Another method to send the email is just by opening the candidate’s profile and choosing from the options shown below. After selecting the particular option, a mail will be automatically sent to the candidate from the predefined template that you have saved in the settings. (Refer to the article above on how to create an email template)
Sending Email to To multiple Candidates at once
You can also send emails to multiple candidates at once. To do that Follow the steps indicated below:
Step 1 : Select the candidates to whom you want to send the email.
Step 2 : Click on the three dots icon in top right corner as shown below
Step 3 : Select the type of mail you would like to send.
Note : The Email is automatically fetched from the saved email templates which you have saved. You can change and edit them in the settings as per your requirement.