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Messaging Templates

Message templates allow you to maintain speed and consistency without sacrificing the personal touch that candidates expect.

Updated this week

📋 Using Templates in the Inbox

Accessing your saved responses is integrated directly into the message composer.

  1. Open a Conversation: Select any candidate from your Inbox.

  2. Access Library: Click the "Templates" button near the text input field.

  3. Preview & Select: Hover over a template to see the full text. Click to insert it into your composer.

  4. Polish & Send: Always review the text, add a specific detail if needed, and hit Send.

🧬 Personalization Variables

Variables automatically pull data from the candidate’s profile so you don't have to manually type names or copy-paste links.

Variable

Function

Result

{candidateFirstName}

Inserts the first name.

"Hi Sarah,"

{candidateLastName}

Inserts the last name.

"...dear Mr. Jones,"

{schedulerLink}

Inserts your meeting URL.

"Book here: cal.com/user"

Warning: Ensure you use the exact syntax—including the curly braces { }—otherwise the system will not recognize the variable.

📂 Standard Template Categories

1. The Welcome (Connection Accepted)

Best used immediately after a candidate accepts your invite.

  • Focus: Appreciation and a brief mention of the role.

2. The Next Step (Interview Invite)

Standardize your "ask" for a meeting.

  • Focus: Using the {schedulerLink} to reduce back-and-forth emails.

3. The Info-Dump (Role Details)

A pre-formatted list of responsibilities or perks for when a candidate asks, "Can you tell me more?"

  • Focus: Clarity and key selling points.

4. The Graceful Exit (Not Interested)

Keep the door open for future roles.

  • Focus: Professionalism and maintaining your employer brand.

💡 Best Practices

  • The "90/10" Rule: Use templates for 90% of the message, but spend 10 seconds adding one unique sentence about the candidate’s specific background.

  • Conversational Tone: Write templates exactly how you speak. Avoid overly formal language that sounds like an automated "no-reply" email.

  • Naming Conventions: Name your templates by their goal (e.g., "Java Dev - First Followup" or "Declined - Keep in touch") so you can find them instantly.

  • Audit Regularly: Every quarter, review your response rates. If a specific template isn't getting replies, rewrite it or try a different angle. If you're unsure what works, contact us. We're happy to share best practices!

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