- Email holds emails: rejections, interview invites, offer emails, and anything else you send often.
- Offer holds offer letters, the page a candidate reads before they accept or decline. See Send offers.
The templates list
Each tab lists its templates by Name, with Created and Updated dates. The Email tab also shows each template’s Subject. Type in Search templates to narrow the list. On the Email tab, search matches the name or subject. On the Offer tab, it matches the name or the letter. Each tab holds up to 20 templates. When a tab is full, New template and Duplicate are grayed out. Delete one to make room.
Built-in templates
Your company starts with these email templates. You can edit all of them.
Rejection, Position closed, and Application received can’t be deleted, because Hotfix sends them for you. Edit them to change what candidates receive. You can delete the others. A deleted built-in template doesn’t come back.
The Offer tab starts with one letter, also named Offer. Send offer fills the letter from it. If you delete it, Send offer starts from your most recently updated letter, or a short built-in letter when you have none.
Application received
Hotfix sends Application received to every applicant once their application reaches your inbox. It goes out from Hotfix on your company’s behalf, not from anyone’s Google account, so it has no signature. Replies go to the Reply-to email under Settings > Apply. See Apply settings. It can use First name, Job, Company, and Careers page link. Any other token comes out blank.Create an email template
1
Open the Email tab
Go to Settings > Templates and stay on Email.
2
Click New template
The New template panel opens on the right.
3
Name it
Type a Name. Your team sees it in every template picker. A name is
required.
4
Write the subject and body
Fill in Subject and Body. The subject is one line. The body supports
bold, italic, lists, numbered lists, and links.
5
Add tokens
Click Insert token in the toolbar and pick one. It shows as a pill and
fills in for each candidate. See Email tokens.
6
Save
Click Save.
Create an offer letter template
1
Open the Offer tab
Go to Settings > Templates and click Offer.
2
Click New template
A new letter starts with the name Offer and a short default letter you
can edit.
3
Name it and write the Letter
Change the Name, then write the Letter. Click Insert token to add
details that change per candidate, like Pay and Start date.
4
Save
Click Save.
Email tokens
Tokens fill in when the email is written for a specific candidate.Where link tokens are required
- Schedule interview only lists templates that include Booking link. The email must include it before you can send. See Schedule interviews.
- Send offer only lists templates that include Offer link. The email must include it before you can send. See Send offers.
- In a regular email, Booking link and Offer link only fill in when the candidate has an open booking link or offer. If they don’t, Hotfix won’t send the email. Remove the token, or create the interview link or offer first.
Your own fields as tokens
You can add your company’s custom fields to email templates and offer letters.- Go to Settings > Fields and open or create a field.
- Under Used in, check Email templates, Offer letters, or both.
- Save the field.
Edit, duplicate, or delete a template
Click a template to open it. Make your changes and click Save. Or click ⋯ on its row:- Edit opens the template.
- Duplicate makes a copy named Copy of and the original name, and opens it.
- Delete removes the template right away. There’s no confirmation, so check you picked the right one.