Email templates save time and keep your outreach consistent. Build a library of reusable messages — from interview invites to offer letters — and personalize each one automatically using merge fields.
Creating a template
Go to Settings > Templates > Email Templates
Click Add Template
Enter a Template Name — this is internal only and won't be visible to recipients
Select a Template Type based on where you'll use it (see types in drop down)
Add your Subject line and write the email body
Use Add Field to insert merge fields anywhere in the subject or body
Click Save
Template types
The template type controls which merge fields are available and where the template shows up in Recruiterflow:
Candidate Email — general-purpose emails sent from a candidate profile. Includes candidate name, job, stage, and recruiter fields.
Post-interview email (Candidate) — follow-up messages sent to a candidate after an interview. Includes interview-specific fields in addition to candidate fields.
Contact email — emails sent from a contact or company profile. Includes contact name, company, and role fields.
Candidate submission email — used when submitting a candidate to a client. Pulls in submission-relevant fields like candidate summary and job details.
Post-interview email (Contact) — follow-up messages sent to the hiring manager or client contact after an interview.
Using merge fields
Merge fields automatically pull in real data when you send the email. Click Add Field in the template editor and select the field you want to insert.
Common examples: *|Candidate.FirstName|*, *|Job.Title|*, *|Contact.Company|*
If a field has no data for a particular recipient, it will be left blank — so double-check your records before sending at scale.
Things to know
The Share template with everyone checkbox is ticked by default — uncheck it if you want to keep the template to yourself.
Template Name and Type are internal labels only — recipients never see them.
Templates can be edited at any time without affecting emails already sent.