<aside> 💡 Email templates help your team work efficiently while still creating an excellent candidate experience. Have your application confirmation and rejection email copy ready to add to Ashby! Find sample email templates here!
Please note that these are examples and, if used, substitution tokens would need to be added manually when copying them into Ashby.
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In this step, you'll set up email templates to streamline candidate communication. When a candidate reflects on your interview process, they'll likely think about two things:
Training your team is up to you, but with Ashby, you can create high-quality templates your team can use to create consistently excellent candidate experiences.
Section Overview:
https://www.loom.com/share/52867e1108b64eceb93a595169f9709c
See the chart below for information on the permissions needed to send emails to candidates. Elevated Access users will have access to these for the roles and departments they have been given the access role for.
| Access Role | Can email a candidate? | Can edit company-wide email templates? |
|---|---|---|
| Limited Access | ❌ | ❌ |
| Agency Users | ❌ | ❌ |
| Elevated Access - External Recruiter (not linked to an agency) | ❌ | ❌* |
| Elevated Access - Analyst | ❌ | ❌* |
| Elevated Access - Hiring Team Member | ❌ | ❌* |
| Elevated Access - Hiring Manager | ✅ | ❌* |
| Elevated Access - Admin | ✅ | ❌* |
| Elevated Access - Admin Private | ✅ | ❌* |
| Organization Admin | ✅ | ✅ |
*Only Organization Admins can configure company-wide email templates by default. Elevated Access users can be given access to edit company-wide email templates if needed. More on this at Additional User Permissions.
The email editor is used both to create email templates in Admin and to send one-off emails from the candidate profile. The email editor supports the following features:
<aside> 💡 For images, we would recommend using a minimum resolution of 1000px on the largest dimension of the image (for example 1024px x 256px for an image with a 4:1 ratio or 512 x 1024 for an image with a 1:2 ratio).
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Creating a template in Admin
Drafting an email to a candidate using a template
Substitution Tokens allow you to pull information from the candidate’s profile or the job they’re being considered for into the emails you send out from Ashby. For a full list of substitution tokens, please check out Substitution Tokens.
When creating an email template or writing an email from scratch, you can click the ‘T’ icon in the toolbar either by the subject line or in the toolbar under the body of the email. From here, you can search for specific fields to pull from. You are able to pull the following information:
You’re also able to create substitution tokens from candidate custom fields. To do so, create the token, then check the Enable in Email Templates box on the token’s settings.
