Skip to main content

Vincere Email Templates

Configure and Use Email Templates in Vincere

Jason avatar
Written by Jason
Updated over 2 weeks ago

Email templates in Vincere help you streamline communication and ensure consistency across your team. With customizable, pre-written templates triggered by actions in the system, you can save time and enhance your workflow.

⚠️ Note: Vincere will never send an email without first asking for your confirmation. You can always review and edit the template before sending.

⭕ Where to Find Email Templates

To access your email templates:

  1. Go to Settings, and click on Email Templates.
    (Visibility depends on your user permissions)

  2. On the left-hand panel, you’ll see templates organized into categories.

  3. Use the search bar to find a specific template.

  4. Templates are grouped by their function - making it easier to manage them.

👉 You can also reorder templates by naming them clearly and grouping similar ones together.

⭕ How Templates Map to Actions

When you take an action that sends an email (e.g., submitting a candidate), a pop-up will appear with the email template.

  1. Click “Choose email template” in the pop-up.

  2. The template number will be shown - this is the one tied to that specific action.

  3. You can now locate and edit that specific template under Settings.

⭕ Configuring Email Templates

Once you’ve identified the correct template:

  1. Edit an existing template or click the blue (+) Add button to create a new one.

  2. Name your template and click Save.

  3. Use the built-in editor (similar to Word) to:

    • Format fonts, sizes, and colors.

    • Match your branding requirements.

  4. To offer multiple template options for your team:

    • Repeat the creation process and name each version clearly.

  5. Click the star icon ⭐ to mark a template as default.

⭕ Using Wildcards

Wildcards are dynamic placeholders that auto-fill data from your Vincere fields (like candidate name, job title, etc.).

  • Find wildcards on the right-hand panel of the editor.

  • They vary by template type.

  • To use a wildcard: just click on it to insert.

  • Use the search bar to quickly locate the wildcard you need.

⚠️ You cannot create your own wildcards - only system-defined ones are available.

⭕ Adding Images & Links

To ensure proper formatting of multimedia:

  • Always add images and hyperlinks using the toolbox option in the editor.

  • Avoid pasting directly from external sources (like Word or browsers).

  • This ensures consistency across devices and email clients.

To add Images or links, make sure you first click on the 3 dots button to expand the tool bar.

⭕ Managing Language Versions

Vincere supports multiple languages, and each language can have separate versions of the same template.

  • The language selector is in the top-right corner of the template page.

  • By default, some templates are only available in English.

  • You must manually create or edit templates in other languages as needed.

  • If users have Vincere set to a different language, ensure templates are configured in that language.

  • For automated emails, Vincere always uses the English template by default.

If you wish to send a template in another language:
Change your user language setting before sending the email.

📚 Resources for Learning

Boost your expertise with these Vincere learning tools:

  • Vincere Academy Training: Webinars and courses tailored to your team’s needs.

  • Support: If you're having trouble locating or customizing a template, Vincere Support is ready to help.

Need help configuring templates for your team? Just ask your admin to grant access or contact Vincere Support.


Happy Recruitment #TheVinnyWay🤩

Did this answer your question?