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Vincere Portals | Customize Email Templates

This article is relevant only for customers with access to the Vincere Portals (Digital) product.

Written by Adam

Click on the links ā¬‡ļø to skip to the section you're interested in:

  1. Select an Email Template.

  2. Edit the Email Template.

  3. Add a Wildcard.

  4. Site Email Settings.

ā­• Overview

The Email Templates section in your Vincere Portals Admin Dashboard allows you to customize automated email communications sent to users, candidates, and clients.

  • You can edit subject lines, body content, and personalize emails using wildcards.

šŸ—ļø Key Features

  • Customize email templates for Admin Users, Candidates, and Clients.

  • Add your company logo to email headers.

  • Use wildcards to personalize messages.

  • Control which email notifications are active.

  • Update your site-wide email address.

ā­• Accessing Email Templates

  1. Go to your Admin Dashboard.

  2. Click Email from the left-hand side menu.

Here, you'll find options to:

  • Upload an Email Header Image (e.g., your company logo).

  • Revert to Default email settings by ticking the checkbox.

šŸŽÆ Select an Email Template

Choose the category of email you want to edit:

User Templates

Templates related to Admin User Management.

šŸ“˜ Learn how to invite Admin Users to your Portals site.

Candidate Templates

Templates used in Candidate workflows.
ā€‹(The number and type of emails may vary depending on your settings.)

Candidate Email Templates (can be turned off):

  • Welcome to Portals.

  • Send job application notification to the job owner.

  • Send job application notification to candidates.

  • Job Alert.

  • Subscription Email.

  • Request Consent.

    • To disable, follow the steps below:

      1. Go to Settings.

      2. Click on GDPR.

      3. Click on Send Request Consent Email.

  • Notification for Onboarding Documents.

  • Notification for Application Withdrawal.

  • Notification for Candidate Registration.

Client Templates

Templates used in Client workflows.

Client Email Templates (can be turned off):

  • Welcome to Portals.

  • User Applied to Vacancy Notification (off by default).

  • Admin New Vacancy Created Notification (off by default).

  • Client New Vacancy Created Notification (off by default).

ā­• Edit the Email Template

Each template includes two key fields:

  • Subject: The email's subject line.

  • Content: The main body of the email.

šŸ“Œ Use wildcards to personalize the email content (see next section).

Once edits are complete, click Update to save your changes.

ā­• Add a Wildcard

Wildcards are dynamic tokens (like merge tags) that auto-populate personalized details in your emails.

How to Use Wildcards:

  1. Copy the wildcard name listed at the bottom of the template editor.

  2. Paste it into the Content area of your email.

  3. Click Update to save.

ā­• Site Email Settings

By default, all emails from your Portals site are sent from: noreply@vincere.io.

Want to change the Site Email? šŸ¤”

Please contact the Vincere Customer Support team before making any updates to the Site Email field.

šŸ’” Best Practices

  • Use wildcards wherever personalization improves engagement.

  • Keep subject lines clear and informative.

  • Test templates before activating changes.

  • Only deactivate system emails if you're sure you donā€™t need them.

šŸ¤” FAQs

Q1: Can I turn off specific email templates?

  • Answer: Yes, you can toggle off individual templates listed in Candidate and Client categories.

Q2: Why canā€™t I update the site email directly?

  • Answer: Changing the sender email may affect deliverability. Please contact support to ensure proper setup.

Q3: Where do I find wildcards?

  • Answer: They're listed at the bottom of each email template editor.

Happy Recruitment #TheVinnyWayšŸ¤©

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