JobFlo Smart Email enables you to customize your communications with applicants and have the system automatically add his/her name, email address and other variable information. You can:
- Create new custom email templates.
- Change or delete existing email templates.
1. You can get to the Create New Smart Email Template interface 3 ways:
- Click Your Account upper right, then on the next screen click Manage Smart Email Templates under Company Account Settings. On the next screen click the green Create New Template button.
- From the Smart Inbox, click a box to the left of an applicant name to display the action buttons above. Click the Send Email button in the Smart Inbox, then on the next screen select Create New Template from the Choose a template drop-down.
From the Smart Inbox, click an applicant name to be taken to the Applicant Details Page. Click the Email Applicant button on the Applicant Details Page, then on the next screen select Create New Template from the Choose a template drop-down.
2. JobFlo accounts come pre-loaded with several sample email templates you can use as examples to create your own.
- Notice how tokens are inserted. These will be replaced with the specific information for each applicant/position when the email is sent.
3. Fill the form fields as appropriate.
- Template Name: is required. This is the name that will display when you are choosing a template to use for a Smart Email. This is not seen by applicants.
- Description: is not required. This is a descriptive phrase to help you understand what this email is used for. This is not seen by applicants.
- Subject: is required. This is seen by applicants as the subject line of the email.
- Message: is required. This is seen by applicants as the body of the email.
4. The following tokens can be used to substitute variables into the Subject or Message of your email.
** Cannot be used in Autoresponse Templates
| Token | Variable information |
| !position | Job Title |
| !position_title | Job Title (same as above) |
| !position_code | Job Label (not visible to applicants) |
| !myfirstname | Account owner first name |
| !mylastname | Account owner last name |
| !myphone | Account owner phone |
| !myemail | Account owner email |
| !sender_firstname | ** First name of person currently logged in |
| !sender_lastname | ** Last name of person currently logged in |
| !sender_phone | ** Phone of person currently logged in |
| !sender_email | ** Email of person currently logged in |
| !company | Company name |
| !company_name | Company name (same as above) |
| !company_logo | Company logo |
| !candidate_firstname | First name of candidate |
| !firstname | First name of candidate (as above) |
| !candidate_lastname | Last name of candidate |
| !lastname | Last name of candidate (as above) |
| Email of candidate | |
| !shared_link | Link back to current job listing |
| !shared_readonly_link | Link to "display only" version of job listing (No Apply button). Link will still display even if job Closed or Expired (unlike !shared_link) |
| !reference_url | Link for candidate to request references |
| !app_video | Link for candidate to take video interview |
| !app_id | Candidate's id number in JobFlo database |
5. Click the green Save Template button to save your new Smart Email template.
6. Click the Edit link next to your new Smart Email to go back to the Edit Smart Email Template form, then click the grey Send Test Email to Me button to send a test of this new email to the email of the person logged in to JobFlo.
Scroll down to see the steps above illustrated with screen shots...
1. You can get to the Create New Smart Email Template interface 3 ways:
- Click Your Account upper right, then on the next screen click Manage Smart Email Templates under Company Account Settings. On the next screen click the green Create New Template button.
- From the Smart Inbox, click a box to the left of an applicant name to display the action buttons above. Click the Send Email button in the Smart Inbox, then on the next screen select Create New Template from the Choose a template drop-down.
From the Smart Inbox, click an applicant name to be taken to the Applicant Details Page. Click the Email Applicant button on the Applicant Details Page, then on the next screen select Create New Template from the Choose a template drop-down.
2. JobFlo accounts come pre-loaded with several sample email templates you can use as examples to create your own.
- Notice how tokens are inserted. These will be replaced with the specific information for each applicant/position when the email is sent.
3. Fill the form fields as appropriate.
- Template Name: is required. This is the name that will display when you are choosing a template to use for a Smart Email. This is not seen by applicants.
- Description: is not required. This is a descriptive phrase to help you understand what this email is used for. This is not seen by applicants.
- Subject: is required. This is seen by applicants as the subject line of the email.
- Message: is required. This is seen by applicants as the body of the email.
4. The following tokens can be used to substitute variables into the Subject or Message of your email. (See table above.)
5. Click the green Save Template button to save your new Smart Email template.
6. Click the Edit link next to your new Smart Email to go back to the Edit Smart Email Template form, then click the grey Send Test Email to Me button to send a test of this new email to the email of the person logged in to JobFlo.
Related: Smart Email Overview