Invitation Email

When you invite candidates to submit an interview, candidates receive an email invitation that explains the interview process and provides a link that they can use to start their interview.

You can use the Review Invitation Email panel within any interview stage to preview the email prior to sending the invitation, or, depending on the permissions set by your system administrator, edit one or more parts of the email to further customize it for your needs.

Note: If your application does not allow you to customize email invitations, then you will not be able to edit the email invitation as described below. However, you will be given read-only access to preview the invitation that will be sent to candidates you invite to the selected interview stage. For questions about your application configuration, contact your system administrator.

Review invitation email settings

If your application is configured to allow you to edit email invitations, then use the settings within this panel to define and configure the following areas:

Important: Customizations that you make to the email invitations will be included in all emails sent to candidates invited to this interview stage. Therefore, avoid making customizations specific to a single candidate or group of candidates.

Hide calendar details (mark as private)

Marks the interview as Private on your work calendar and the calendar of all invitation recipients. When an interview is marked as Private, interview details are visible to the recipient, but hidden from everyone else. For example, if you are recruiting to fill the position of a current employee who will soon be let go, you will likely not want the interview to be visible to anyone but yourself, the hiring manager, and candidate.

Subject, Body, and Closing Fields

You can edit the default text and available fields that appear within the subject, body, and closing fields of your email invitation.

Subject

Enter or edit the text that you want to appear within the subject line of the email invitation. Best practice is to limit the subject line to seven words or less for maximum engagement, and use available fields to personalize the email for each candidate recipient.

Body

Use the rich text editor within the Body field to add or edit text that you want to appear within the body of the email invitation. Use this area to personalize and customize the message that you want to send candidates interviewing for this job. For example, you can:

• Provide more information about the interview process and the candidate's place in that process.
• Share information about the job within your organization.
• Introduce yourself as the recruiter.
• Include any additional information specific to the job, interview team, or organization.

Closing

Enter or edit the text that you want to appear within the closing lines of the email invitation. Use available fields to personalize the email with your name, organization, and contact information, if desired.

Call to Action button text

The Call to Action button appears prominently within the email invitation, and provides a way for candidates to easily begin their interview.

You can edit the Call to Action Button Text field to customize the text label that is displayed on this button. However, when customizing this text keep in mind how it will appear within the email. The longer the text, the larger the button. Best practice is to limit text to 1-3 words that candidates can easily scan.

See example

The following image shows an example email invitation, with the Call to Action button (Get Started) displayed prominently within the body of the email.

Add or remove available fields

Available fields contain text elements specific to your job and/or candidates that you can insert into the Subject, Body, or Closing fields within the email template.

Including available fields in your email invitation lets you personalize the email for each candidate recipient. For example, you can include available fields that contain the candidate's name, your organization's name, or even your name and email address.

If you want to:

• Add an available field, click the field name to copy, and then paste within the subject, body, or closing fields of the email invitation.
• Remove an available field, select the entire field within the subject, body, or closing field of the email invitation (for example, ${Customer.Name}), and then press Delete.

Preview email

Previewing email invitations helps you gain visibility into exactly what candidates see when they are invited to your interview. Click Preview on the Review Invitation Email panel to open the invitation in a preview window.

The email invitation opens to the Desktop view, which is what candidates will see when opening the email on a laptop or desktop computer. Click Mobile to preview what candidates will see when accessing the email from their mobile devices.

See an example

The following image shows an example of an email invitation in Preview mode.