WFM UK: ATS: Email Template Management – Fourth & HotSchedules Customer Success Portal

Overview

This article is designed to explain how to change email templates in the Applicant Tracking System (ATS).

Who can make these changes?

Only ATS users who are assigned to the Head Office / Admin permission groups are able to make changes to email templates.

Access to the ATS Management portal

Access the ATS management portal via the Fourth app or via desktop, by visiting https://secure.fourth.com and logging in with Fourth account credentials.

Please note: for company-branded apps, the URL might vary from the above.

Navigate to the ATS by selecting All applications > ATS

Changing Email Templates

Within the ATS management portal select Set up > Email Templates

Fig.1.png
Fig.1 - ATS Management portal

The below page (Fig.2) will appear, listing all current templates.

Select the name of an email template to open another screen (Fig.3), which enables template editing

Fig.2.png Fig.2 - Email Templates list

Company: If the organisation has one brand, this field defaults to the only available brand. If there are more, the different brands will show up here. The default brand depends on the management portal that is being used to amend the email templates. It is not possible to amend email templates for different brands on one management portal. To amend an email for a different brand, logging on to another management portal of the other brand is required
Template Name: If the field is greyed out (as shown in Fig.3), then it cannot be amended. This is required for automated email configuration. Other email templates that are not greyed out in the name field can be amended
Subject: The email subject can be amended. Email merge fields can be used within the subject field
Email Message: The body of the email template can be amended. Email merge fields (i.e. %role-name%) must not be amended. Do not remove the % symbols in front and after, and do not add or remove characters
Once all required changes have been made, select the Save button

Fig.3.png

Fig.3 - Email Template example

Available Merge Fields

The below table lists all the currently available email merge fields with a short explanation of each field.

Table 1 - Email Merge Fields

Email Merge Field	Explanation
%person-forename%	First name of the candidate
%job-job_title%	Vacancy title the candidate applied for
%role-name%	Job role the candidate applied for
%company_branch-name%	Location name candidate applied for
%company_branch-phone%	Location phone number
%company_branch-email%	Location email
%company_branch-address_single_line%	Location address
%auto_login_url_email%	Link to URL for candidate account login
%company_name%	Company name
%date_interview%	Interview/ Work Assessment date
%time_interview%	Interview / Work Assessment time
%location_interview%	Interview / Work Assessment location
%final_salary%	Salary / Pay rate
%start_date%	Start date

Please note: When copying email content into the email template please ensure the content does not contain formatting elements that are not available in the ATS. We recommend only copying unformatted content (copying and pasting in and out of Notepad in Windows will do this).

Deleting an Email Template

Email templates are usually associated with a step or action of the recruitment process, and deleting the template will prevent a candidate from receiving the applicable email.

For example, if an email template gets deleted which is associated with the 'Invite to Interview' step, candidates will not know that they have been invited.

Therefore, deleting an existing email template is not recommended.

An email template that is created by mistake, and is not associated with a step or action of a recruitment process can be deleted safely.

Select the Delete button next to the required email template name

Fig.4.png

Fig.4 – Deleting an Email Template

If the email is associated with a step or action of the recruitment process, the ATS will display a warning message. Do not unset the email template, and if further assistance is required, reach out to your designated Fourth contact.

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Fig.5 - Email Template deletion warning for an associated step in ATS

If the email is not associated with a step or action of a recruitment process the ATS will display the below warning message.

Select Delete email template to permanently delete it

fig.6.png

Fig.6 - Email Template deletion warning for no associated step in ATS

Creating a new Email Template

To create a new email template, select New

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Fig.7 - Creating a new email template

A new email template form appears (Fig.8) where all the required fields need to be filled in.

Enter the:

Company, Template name, Subject
Email Message
Then select Save

Please note: Creating a new email template does not associate the template to the appropriate step or action of the recruitment process. Once the new template has been created reach out to your designated Fourth contact who can assist further.

Fig.8.png

Fig.8 - Email Template Details

FAQs

Can I include a link in the email message field?

Yes. Links can be included in the body of an email template.

Can I include an image in the email message field?

No. Currently, images cannot be included. The image icon displayed on the email message taskbar is, however, available due to future development planned to provide the ability to add images.

Can I attach documents to an email template?

No. Attachments cannot be included. If an attachment to share with the candidate can be hosted somewhere else, then a link can be included in the email body instead.

Can I have multiple email templates for the same ATS recruitment step or action?

No. Only one email template can be associated with the same step or action within the same recruitment process.

For example, It is not possible to have an email for 'Invite to a first interview Head Chef' and an email for 'Invite to a first interview Chef' if the Head Chef and Chef role are part of the same recruitment process.

Does the email template name have to be unique?

Yes. The email template name has to be unique.

Can I include merge fields in the subject line?

Yes. Email merge fields can be included in the subject line.

Is there a character limit for the email message field?

Yes. There is a character limit of 16000 characters (which is roughly 2500 words or 5 pages) therefore it is very unlikely that the character limit is ever reached.

Can I change the email branding myself?

No. Please reach out to your designated Fourth contact who can assist further.