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Vincere Portals | Customize Email Templates

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

Jason avatar
Written by Jason
Updated this week

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⭕ 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.

🗝️ 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.

⭕ 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.

🎯 Select an Email Template

Choose the category of email you want to edit:

User Templates

Templates related to Admin User Management.

Candidate Templates

Templates used in Candidate workflows.
(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).

⭕ Edit the Email Template

Each template includes two key fields:

  • Subject: The email's subject line.

  • Content: The main body of the email.

📌 Use wildcards to personalize the email content (see next section).

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

⭕ 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.

⭕ Site Email Settings

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

Want to change the Site Email? 🤔

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

💡 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 don’t need them.

🤔 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 can’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 #TheVinnyWay🤩

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