Email Templates

Create and manage templates for candidate communication. Insert them in one‑on‑one, bulk, or automated messages. Use placeholders, languages, and defaults to keep communication consistent.

Email templates in JOIN are pre-written messages you can prepare once and reuse whenever you need them. They make it easier to send consistent, professional communication to candidates and save you from typing the same messages repeatedly. For example, you can create templates for application confirmations, interview invitations, rejections, or offer letters. This ensures your hiring team maintains a consistent tone, reduces errors, and speeds up the process.

With JOIN, you can create, edit, and manage email templates, then use them across the platform for one‑on‑one or automated communication. Templates help you save time, streamline workflows, keep your candidate communication clear, and stay aligned with your company’s brand voice.

Using email templates

Templates can be used across JOIN in various scenarios:

Sending individual emails from a profile or from Mailbox
Replying, forwarding, or replying all to existing email threads
Sending bulk messages (e.g. mass rejections)
Sending automated system emails (e.g. application confirmations, rejections)

Templates are fully editable when inserted into one‑to‑one emails. For bulk rejections, auto‑reject emails, and application confirmations, templates must be used as‑is. Update them in Settings → Email Templates beforehand.

Creating email templates

You can create templates for different communication types, including application confirmations, rejections, or general updates. Templates can be created in more than one language.

System Admins and Standard users can create, edit, duplicate, delete, and set templates as default. Limited users can only view and insert existing templates when composing emails. Read more

Creating a new template

Go to Settings in the left navigation menu
Click on Email Templates
Click +Add template on the top-right
Fill in the required fields:
- Name: an internal name to help you and your team identify the template
- Email type: choose from Application Confirmation, Rejection, Consent Request, Assessment Invitation, Spontaneous Application confirmation, or General
- From: choose between your and your
- Language: choose the language version you're adding
- Subject: the subject line of this email template
- Body: the content of the message
(Optional) Select the checkbox Use template by default for this type of email
Click Save

You can add multiple language versions to a single template. Both the subject and body fields are required for each added language. The Save changes button will remain disabled if either field is empty.

You can’t remove a language version once it’s been added to a template. However, you can still update the subject and body text for that language at any time.

For some email types, such as Application confirmations or Rejection confirmations, where no response from the candidate is expected, the From field is automatically set to your company’s no-reply address. In these cases, the sender address is fixed and cannot be changed.

Edit a template

Go to Settings > Email Templates.
Select the template you want to make changes to.
Update subject, body, or add new language versions.
Click Save changes.

You can’t change the template’s email type once it’s created. If you need a different type, we recommend duplicating the template and selecting a new type.

Duplicate a template

Duplicating is useful when creating variations of a base message—for example, different types of rejection messages or separate confirmations for different departments in your company.

Go to Settings > Email Templates.
Open the template you want to copy.
Click the duplicate icon at the bottom of the template window. This will immediate duplicate and open the template window of the copied version.
In the duplicated template, rename it or adjust the content as needed.
Click Save changes to create the template or press Cancel to cancel creating the template.

Delete a template

Go to Settings > Email Templates.
Open the template you want to remove.
Click the delete icon at the bottom of the template window, then click Delete in the window the pops-up to confirm deletion.

Templates set as 'default' can’t be deleted. To delete a template that is currently set as the default, first assign a different template as the default.

If you delete a template that’s currently used in an active job, JOIN will automatically replace it with the default template for that email type.

Using placeholders

Placeholders are dynamic variables that automatically personalise parts of your emails—for example, by inserting the candidate’s name, the job title, or your company name. You can add placeholders to both the subject line and body of your email template.

To add a placeholder:

In the template editor, place your cursor where you want to insert the variable
Click the {...} icon in the formatting toolbar or type {
This will open the menu with the available variables you can insert in that email. Choose the placeholder you want to insert. Some common placeholders include: Candidate details, Sender details, Company name etc.

If you insert an invalid placeholder or one that isn’t available for the selected email type, you’ll see an error message when saving.

Default email templates

JOIN provides a set of prebuilt default templates to cover the most common communication scenarios during your hiring process.

The default templates are ready-to-use, but you can edit them to match your tone or create completely new ones and set those as default instead.

The available default templates types include:

Application Confirmation: sent automatically when a candidate applies to your online job
Rejection Confirmation: sent when a candidate is rejected (manual rejection or automatic rejection)
Assessment Invitation: sent automatically when you invite a candidate to complete a test or assessment from JOIN during the hiring process
Consent Request: sent automatically when you request consent to process a candidate’s data
Spontaneous Application Confirmation: sent automatically after a candidate sends a spontaneous application via your career page
General: for templates that are not tied to an automated trigger. These can be used for any custom communication in your hiring process, such as scheduling a phone call, sending a job offer, or sharing additional role details with a candidate.

The Email Templates tab shows a table that lists all templates set up in your account. You can filter, edit, or create templates based on any of these types. Each row shows:

Title: internal name given to the template (e.g. “Screening Call Invite”)
Type: the trigger or use case (e.g. Application confirmation, Rejection confirmation, Assessment invitation, Consent request, Spontaneous application confirmation, General)
Default: a blue checkmark shows the default template for that type
Last updated: shows the last edit date for your template

Setting a template as default

Go to Email Templates
Open the template you want to set as default
Select the checkbox next to ‘Use template by default for this type of email’
Click Save changes

Inserting an email template

Whenever you’re composing an email in JOIN — whether it’s a new email, a reply, or a forward — you can quickly insert a template.

Click Compose email and in the email composer, click the Templates icon at the bottom.

A dropdown will open, showing all templates available for that email type.

Example: If you are composing a rejection email, only templates with the type Rejection confirmation will be shown when you click the Templates icon.

Hover over a template name to preview its subject and body.
Click the desired template to insert it into your draft.

Make any edits you like — in one-to-one emails, templates are fully editable.
Click Send when you are ready.

Templates can only be edited when inserted in one-to-one emails. For bulk actions, such as bulk rejection, or automated emails (such as application confirmations), templates are used as-is.

Inserting a template during candidate rejection

You can also use templates when rejecting candidates. This works for both individual rejections and bulk rejections:

Individual rejections: Open the candidate’s application and choose a rejection template. You can edit the content before sending.
Bulk rejections: Select multiple candidates and apply a rejection template. In this case, the template is sent as-is and cannot be edited at the sending step.
Schedule rejection emails: Instead of sending immediately, you can schedule rejection messages to be sent at a later time. This helps manage candidate communication more thoughtfully.

If you prefer not to notify candidates, simply click 'Reject without notification' in the pop-up.

For full details, read more about candidate rejections.

Bulk rejection emails cannot be edited at the sending step. If you need to update the wording, edit the template in Settings → Email Templates before sending.

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Last updated 23 days ago

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