How to Configure Default Email Templates for Jobs (Recruiter & Employer Level)

Overview:

When you create a new job on Instahyre, the system automatically creates four job-specific default email templates.

These templates help you communicate with candidates at different stages of outreach and follow-up.

1. Applied candidates: Used when emailing candidates who have applied to your job.
2. Non-applied candidates: Used when reaching out to candidates who have not applied but are contacted proactively.
3. First reminder email: The first automated follow-up email sent to candidates who do not respond to your initial outreach.
4. Second reminder email: The second automated follow-up email sent if the candidate still does not respond after the first reminder.

Every job gets its own set of these four templates, which you can customize based on your needs.

Understanding Automated Reminder Emails:

The First reminder and Second reminder emails are automated emails. These are sent automatically to candidates who do not respond to your initial outreach email.

Sending reminder emails is optional and fully configurable on a per-job basis.

If Automated Reminders Are Enabled:

• The system sends two reminder emails at fixed intervals automatically.
• This helps improve response rates without requiring manual follow-ups.

If Automated Reminders Are Disabled:

• No reminder emails are sent automatically.
• You can still follow up with candidates manually if needed.

How to Enable or Disable Automated Reminders:

You can manage automated reminders in two ways.

Option 1: From the Email Templates Page

1. Go to the Email Templates page.
2. Select the job you want to configure from the sidebar. Each job is listed separately.
3. At the top of the page, you’ll see the “Enable automated reminder emails” toggle.
4. Turn the toggle on or off based on your preference for that job.

Default Setting:

• For newly created jobs, this toggle is enabled by default.
• Automated reminders will start working automatically unless you turn them off.

Job-Specific Control:

This setting is job-specific and shows separately for each job in the sidebar. Each job can have a different toggle state based on your preferences.

Editing Reminder Templates:

• You can edit the First reminder and Second reminder templates only when automated reminders are enabled.
• If you disable the toggle, both reminder templates are disabled and cannot be edited.

Option 2: While Creating or Editing a Job

You can also manage automated reminders directly while creating or editing a job. When you reach Step 2 of the job form, you'll find a section called "Default email templates." This section shows you all four default email templates specific to that job, along with the toggle to enable or disable automated reminder emails.

How It Works:

Simply click this toggle to turn reminders on or off for the job you're currently working on. This gives you the flexibility to decide on a job-by-job basis whether you want the system to automatically follow up with candidates who haven't responded to your outreach.

What You'll See:

When you expand this section, you'll see your complete set of templates: Applied candidates, Non-applied candidates, First reminder email, and Second reminder email, along with the toggle.

How to Configure Default Email Templates:

You can set up default templates at both recruiter level and employer level to save time and ensure consistency.

Configuring Recruiter-Level Default Templates

Where to Find It:

Navigate to the Email Templates page and look for the "Configure Default Templates" section in the sidebar.

How It Works:

In this section, you can configure the content for all four default email templates: Applied candidates, Non-applied candidates, First reminder email, and Second reminder email. Once you've set these up, every new job you create will automatically have its default templates pre-populated with the content you configured here.

Getting Started:

By default, these templates will be empty when you first access this section. It's up to you to configure them based on your needs and communication style. Think of this as creating your personal template library that saves you time on every new job posting.

Configuring Employer-Level Default Templates (Admin Only)

If you're an admin, you can set up default email templates that will be used by everyone in your organization. This ensures consistency across all job postings created by your recruiting team.

Who Can Access This:

This setting will be visible to only admin role users.

Default State:

By default, the "Enable organization-wide default templates" toggle will be disabled for all employers.

How It Works:

When this toggle is enabled, all new jobs created by this employer will have their default email templates populated from the employer-level defaults. This ensures that everyone on your team uses the same messaging and branding.

Getting Started:

By default, the content of these templates will be empty, as it is up to the admins to configure them as per their needs for their employer.

What Happens If You Haven't Configured Templates?

If you haven’t configured default templates at either the recruiter level or employer level, Instahyre’s AI automatically generates professional and relevant content for all four job-specific templates. This ensures that you always have ready-to-use email templates, even if you haven’t set up your own defaults yet.

Updated on: 15/12/2025