How do I create and edit email templates?

Quick answer

Go to Documents → Email templates. Give the template a name and category, write a subject and body using tokens like {{recipient_name}} and {{org_name}}, and save. Preview with sample data before you commit, or click Add starter emails to seed a ready-made library instead of starting blank.

What does a template have?

• Template name — how you identify it in the list.
• Category — Recruitment, Onboarding, Employee lifecycle, Exit, or General.
• Subject — can also contain tokens, e.g. Interview invitation — {{job_title}} at {{org_name}}.
• Body — the message, written with tokens for anything that changes per recipient.

What tokens fill in automatically?

Four system tokens are always available: {{org_name}}, {{recipient_name}}, {{job_title}}, and {{sender_name}}. Use any of them in the subject or body and they are substituted with the real value when the email goes out.

Add a token that isn't one of the four and the editor flags it separately as a custom field it detected — it will need a value supplied at send time by whatever sends the email, so use custom tokens deliberately.

Can I preview before saving?

Yes. Preview with sample data renders the subject and body with realistic placeholder values (a sample org name, recipient, job title and sender), so you can proofread it as an email rather than as template markup.

Do I have to start from a blank template?

No. Add starter emails seeds a starter library for you. It only adds templates that don't already exist yet, so clicking it again after you've customised things won't create duplicates or overwrite your edits.

Active vs archived

A template can be active or archived. Archived templates stay visible in the list for reference but are not available for sending.

Is this shared across companies?

No. Every email template is scoped to your organisation only, the same as letter templates.

Frequently asked questions

What is the difference between letter templates and email templates?

Letter templates are the documents themselves (offer letters, confirmation letters). Email templates are the messages that can go out alongside them, or on their own — separate library, separate editor.

What happens if I use a token that isn't a system one?

It is detected as a custom field and highlighted while you edit, so you know it will need a value supplied when the email is actually sent.

Can I start from a ready-made set instead of writing from scratch?

Yes. Add starter emails seeds a starter library; it only adds templates that do not already exist, so it is safe to click more than once.