Communication templates help you send consistent, professional messages to candidates throughout your hiring process. With self-service template management, Company Administrators can now create and manage their own messaging directly in Hiring Hub — no back-office setup required.
✨ What’s new?
Previously, communication templates were configured behind the scenes by our team. Now, Company Administrators can manage templates themselves.
This means you can:
Create and edit your own messaging
Adjust tone, branding, or instructions as needed
Set default templates for common hiring actions
Update messaging anytime without submitting a request
If you don’t create custom templates, system default templates will continue to be used automatically.
✉️ What are communication templates?
Communication templates are prewritten messages that are automatically sent when certain hiring actions happen — like rejecting a candidate or inviting someone to interview.
Templates help you:
Maintain consistent messaging across your team
Reflect your company’s tone and brand
Save time during high-volume hiring workflows
Each template includes:
Email subject line
Message body
Supported dynamic fields (like candidate name or job title)
Optional attachments (if configured)
👤 Who can manage templates?
Company Administrators
Admins can:
Create new templates
Edit, duplicate, or delete templates
Assign templates to notification categories
Set default templates for their organization
Preview messages before they’re used
Recruiters & Hiring Managers
Recruiters and hiring managers can:
Select from approved templates during workflow actions
Preview what will be sent to candidates
Note: Recruiters & Hiring Managers cannot edit template content.
🛠️ Creating and managing templates (Admins)
To manage templates, open your Communication Templates settings.
From here you can:
Create a template
Add:
An internal template name
Email subject
Message content
Supported dynamic variables (like candidate name)
Optional attachments
Edit or duplicate templates
Update existing messaging or create variations quickly by duplicating a template.
Assign templates to notification categories
Templates are organized by hiring actions, such as:
Interview invitation
Candidate rejection
Application confirmation
Onboarding invitation
Only templates assigned to a category will appear during related workflow actions.
⭐ Setting default templates
Each notification category can have one default template. Default templates:
Are automatically preselected during workflows
Help ensure consistent messaging across your team
Reduce manual selection during repetitive tasks
Admins can change default templates at any time.
👀 Using templates during hiring workflows
When performing actions like inviting or rejecting a candidate:
The system automatically selects the default template.
You can preview the message before sending.
If multiple templates exist, you can choose a different one from the dropdown.
Dynamic fields are automatically filled based on candidate and workflow details.
🔄 System templates and fallbacks
If your organization hasn’t created custom templates yet:
System default templates will continue to be used (view these emails here).
If a template becomes unavailable or is deleted:
The system safely falls back to a valid template to prevent workflow interruptions.
💬 Common questions
Will my current messages change automatically?
No — existing system templates will continue working unless you choose to replace or customize them.
Do recruiters need to learn something new?
Not much! Templates will appear during the same workflow actions as before. The main difference is that admins now control the messaging.
What happens if multiple templates exist for the same action?
The default template will be selected automatically, but users can choose another approved template if needed.
Can recruiters edit the message before sending?
Recruiters can preview and select templates, but template content itself can only be edited by Company Administrators.
What if we delete a template that’s being used?
The system will automatically use a valid fallback template to prevent workflows from being interrupted.
👍 Helpful tips
Duplicate a system template to use it as a starting point.
Set defaults early to keep your workflows fast.
Preview templates after editing to confirm that the dynamic fields appear correctly.