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.
â ď¸ Important: 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:
Go to Settings, and click on Email Templates.
â(Visibility depends on your user permissions)On the left-hand panel, youâll see templates organized into categories.
Use the search bar to find a specific template.
Templates are grouped by their function - making it easier to manage them.
đ 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.
Click âChoose email templateâ in the pop-up.
The template number will be shown - this is the one tied to that specific action.
You can now locate and edit that specific template under Settings.
For stage-specific emails (e.g., Shortlisted candidates), navigate to the relevant pipeline stage, select candidates, and click Email. Quick View defaults to the general Applicants template.
Configuring Email Templates
Once youâve identified the correct template:
Edit an existing template or click the blue (+) Add button to create a new one.
Name your template and click Save.
Use the built-in editor (similar to Word) to:
Format fonts, sizes, and colors.
Match your branding requirements.
To offer multiple template options for your team:
Repeat the creation process and name each version clearly.
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.
Some wildcards, like #EmailUnsubscribe#, are specific to bulk email templates and will not work in other types of emails.
đ Note: You cannot create your own wildcards - only system-defined ones are available.
The #EmailUnsubscribe# wildcard is specific to bulk email templates and does not function in transactional or system-generated emails.
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.
đ Resources for Learning
Boost your expertise with these Vincere learning tools:
Vincere Academy Training: Webinars and courses tailored to your teamâs needs.
Support: If you're having trouble locating or customizing a template, Vincere Support is ready to help.
FAQs
Q1: How can I send stage-specific email templates?
Answer: Navigate to the relevant pipeline stage (e.g., Shortlisted), select the candidate(s), and click Email from the top action bar. Avoid using Quick View, as it defaults to the general Applicants template.
Q2: Why isn't the #EmailUnsubscribe# wildcard working?
Answer: Ensure you are using a bulk email template, as the wildcard does not function in transactional or system-generated emails. Open the template in Settings â Email Templates, remove any manually added hyperlinks for unsubscribe, and insert the #EmailUnsubscribe# wildcard directly from the Wildcards panel. Send a test email to confirm the link renders as a clickable âUnsubscribeâ for recipients.
Q3: How to change name, title of template in email templates?
Answer: Unfortunately, at the moment the system does not allow you to rename the title/name of an existing template. To resolve this, delete the current template and create a new one.
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