Emails Manager

Find out how to manage your automatic emails sent to your ATS users in the Manage tool

The Emails Manager tool allows you to customise the email content for emails that are generated in the system for candidates and recruiters. 

 

Check out this video for on the Emails Manager section, or read on for a step-by-step guide:

 

How do I access the Emails Manager? 

Once you have logged into the Manage Tool, select the 'Emails Manager' option from the Platform Configuration drop-down:

 

When the Email Manager page loads, you will be presented with a list of the default emails:

When you first start your journey with Tribepad, a default pack of emails is created for you. These emails are triggered at numerous points through a candidate's journey, and they are sent automatically in the background.

You are able to edit and amend each one of these emails, as per your requirements. You can add in additional branding, images and variables as appropriate. 

 

Overview of Default Emails

The email pack contains the name of each email, the languages for which the email has been customised for and Internal and External versions of the email:

You can also see helpful tips on each email by hovering over the following icons:

•   - Key emails that need to be reviewed
•    - What action triggers the email
•    - Whom the email is sent to

The Welcome Email has been used as an example in this article. 

 

You can see the Email Name is 'Welcome email' and the language this email has been customised for is English.

You can see by the information icon, this is a key email to review:

If you hover over the other two icons you can see that the trigger for this email is sent when a candidate creates an ATS account & the email is received by the candidate.

   

 

The last two columns tell you that this email can be customised and previewed for both internal and external job seekers.

 

Editing an Email

To edit an email, find the email in the list which you would like to update and click 'Edit' on the version that you would like to update.

We will continue to use the Welcome email for this article.

 

Once you have selected 'Edit' on your email you will be presented with the email template in a pop-up.

- This will show you the email which you are editing, the email's subject line and the email content. 

 

Within this email pop-up, you can see a selection of 'tags' at the top - these are also known as 'variables' and allow you to include things like names, job references, and much more in the email.

- These tags are automatically populated by the system when the email is sent. 

 

You can also save email attachments to email templates at the bottom of the email:

 

When you are happy with your edit, click 'Save' at the bottom of the email:

 

When editing emails you have a number of different formatting tools you can use: 

  Cut & Copy text

  Undo & Redo

  Paste - Pasting content including any formatting

  Paste as plain text - Pasting text removing all formatting

  Paste from Word - This should be used when pasting any content from a Word document. This will prevent any unwanted characters from being added to your email template.

  Add or remove links

  Add an anchor

  Add an image

  Add a table

  Insert a horizontal line

  Insert a special or accent character

  Formatting text

  Insert number or bullet points, with the options to increase or decrease the indentation.

  Insert Block Quote

 

Custom Email Packs

As described above, you can edit individual emails for your organisational needs. 

In addition, you can also customise entire packs for different job roles or perhaps different areas of your organisation.

 

Creating a new email pack

To create a new email pack, click on the 'Add New' button at the top left-hand side of the page:

 

Once clicked you will be presented with a pop-up prompting you to select a 'Base Pack'.

- This is the email pack from which this pack will be copied from.

You will also need to give your pack a name and a description before your pack will be created. 

 

Once your new email pack has been created, you can select the email pack from the list of Custom Packs on the left-hand side of the page:

You will then be presented with several options at the top of the page:

• Edit
  - This allows you to edit the name of the email pack
  
• Edit the pack's layout
  - This allows you to change the layout of the emails that are contained within the pack.
  - You could add new branding, a different signature or a specific image
  
• Add/edit the pack's email addresses
  - This allows you to change the address where the email is being sent from
  
• Delete the email pack
  - You will be prompted to check you do wish to delete the pack
  

 

The emails in your custom email packs will be displayed the same way as the default emails:

- You can customise an email by clicking 'Customise'.

 

You can also see at a glance if the email has been customised or if it is still the email which it was copied from:

- Here you can see the Welcome email has been customised for Internal candidates, but the email template for External candidates is still to be edited.