Email Templates

Overview

Email templates let you create reusable email messages with dynamic content. Instead of writing the same interview invitation or rejection email over and over, you can create a template once and use it whenever you need it.

Templates support variables like {{candidate_first_name}} that are automatically replaced with actual data when you send the email.

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Getting Started

Accessing Templates

1. Go to Recruiting in the left sidebar
2. Click Email Templates in the sub-navigation

You'll see a grid of template cards. Each card shows the template name, last updated date, and quick actions (edit, delete).

Template Categories

Category	Use For
Interview	Interview invitations, reminders, follow-ups
Rejection	Declining candidates at various stages
Offer	Job offer communications
Follow Up	Check-ins and status updates
Onboarding	Welcome and onboarding information
Custom	Any other purpose

Searching and Filtering Templates

Search by name: Type in the search bar at the top to find templates by name. Results update as you type.

Filter by category or creator:

1. Click the Filters button
2. Select a Category from the dropdown (Interview, Rejection, Offer, etc.)
3. Optionally filter by Created by to see templates from a specific team member
4. Active filters appear as removable chips below the search bar
5. Click X on any chip to remove it, or use Reset all to clear all filters

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Creating a Template with AI

The template editor uses an AI-powered composition interface that helps you draft professional emails quickly.

Step 1: Start a New Template

1. Click Create Template
2. You'll see a prompt screen asking: "What would you like to write?"

Step 2: Describe Your Email

You can provide your instructions in three ways:

Type a prompt:

• Click the prompt input field
• Type what you need (e.g., "Write a friendly interview invitation for a senior developer position")
• Click the send button (arrow icon)

Use a suggested prompt:

• Three pre-written suggestions appear on screen:
  • "Write a friendly interview invitation email"
  • "Write a follow-up email after no response from candidate"
  • "Write a rejection email with encouragement for future opportunities"
• Click any suggestion to use it immediately

Dictate with voice (if voice recording is enabled):

1. Click the microphone button next to the prompt input
2. Speak your instructions naturally
3. Your speech appears as text in real-time
4. The timer shows your recording duration (up to 30 minutes)
5. Click the checkmark (✓) to confirm the transcribed text
6. Click the X to cancel and discard the recording
7. After confirming, edit the text if needed, then click send

Step 3: Review the AI Draft

After submitting your prompt, the AI generates a complete email with:

• Template name — Defaults to the email subject (editable)
• Subject line — A suggested subject (editable)
• Email body — The full email content (editable)

Variables like {{candidate_first_name}} are highlighted with colored backgrounds so they stand out from regular text.

Step 4: Refine with Quick Actions

Below the generated email, four quick-action chips let you refine the draft with one click:

Chip	What It Does
Rewrite opening	Regenerates the opening paragraph
Make shorter	Reduces the overall email length
Softer tone	Makes the language more friendly and approachable
Make formal	Increases formality and professionalism

You can also type a custom refinement instruction in the prompt input (e.g., "add more enthusiasm" or "mention the hiring timeline") and submit it. Each refinement builds on the previous version — your prompt history is shown as a chat-style timeline.

Step 5: Inline Editing (Magic Edit)

For precise changes to specific parts of the email:

1. Select a portion of text in the subject or body
2. A popup appears near your selection with an AI input field
3. Type what you want to change (e.g., "make this more professional")
4. Click the send button
5. The AI suggests a replacement — you'll see the original with a strikethrough and the new text highlighted
6. Click Accept to apply the change, or Cancel to keep the original

Step 6: Save

1. Review the final template name, subject, and body
2. Edit any field directly by clicking on it
3. Click Save
4. You'll see a confirmation message and be redirected to the template list

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Creating a Template Manually

You can also create templates without AI:

1. Click Create Template
2. Fill in the fields:
   • Name — A descriptive name (e.g., "Interview Invitation - Engineering")
   • Category — Select the appropriate category
   • Subject — The email subject line (supports variables)
   • Body — The email content (supports variables and HTML)
3. Click Save

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Editing a Template

1. Find the template card in the grid
2. Click the edit button (pencil icon) on the card
3. The AI editor opens with your existing template loaded
4. You can:
   • Edit the name, subject, or body directly
   • Use quick-action chips to refine sections
   • Use inline editing (Magic Edit) on specific text
   • Type custom refinement prompts
   • Use voice dictation for refinement instructions
5. Click Save changes

Changes apply to future emails only. Previously sent emails are not affected.

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Deleting a Template

1. Find the template card in the grid
2. Click the delete button (trash icon)
3. The template is removed immediately

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Using Variables

Variables are placeholders that get replaced with real data when the email is sent. Type them using double curly braces: {{variable_name}}.

Example template:

Subject: Interview for {{vacancy_title}} at {{company_name}}

Body:

Dear {{candidate_first_name}},

Thank you for your application for the {{vacancy_title}} position.
We'd like to invite you to an interview.

Best regards,
{{sender_name}}

When sent to candidate John Smith applying for "Senior Developer" at Acme Corp, this becomes:

Subject: Interview for Senior Developer at Acme Corp

Body:

Dear John,

Thank you for your application for the Senior Developer position.
We'd like to invite you to an interview.

Best regards,
Jane Recruiter

Available Variables

Candidate Information

Variable	Example	Description
{{candidate_first_name}}	John	Candidate's first name
{{candidate_last_name}}	Smith	Candidate's last name
{{candidate_name}}	John Smith	Full name
{{candidate_email}}	[email protected]	Email address

Job Information

Variable	Example	Description
{{vacancy_title}}	Senior Developer	Job title
{{vacancy_location}}	Berlin, Germany	Office location
{{vacancy_department}}	Engineering	Department name

Company Information

Variable	Example	Description
{{company_name}}	Acme Corporation	Your company name
{{company_url}}	https://acme.marmend.com	Link to your company's Marmend workspace

Sender Information

Variable	Example	Description
{{sender_name}}	Jane Recruiter	Your name
{{sender_email}}	[email protected]	Your email
{{sender_title}}	Senior Recruiter	Your job title

Interview & Meeting Details

Variable	Example	Description
{{event_name}}	Technical Interview	Name of the scheduled event
{{event_date}}	February 4, 2026	Date of the event
{{event_time}}	11:00	Start time of the event
{{meet_url}}	https://meet.google.com/abc123	Video meeting link
{{host_name}}	Maria Recruiter	Person hosting the interview
{{participant_name}}	John Smith	Person attending the interview

These six variables only fill in when the email is sent as part of a booking or interview reminder — that is the only moment when the event details are known. In an email sent outside a booking flow they come out blank, so keep them out of general-purpose templates and use them only in reminder templates.

The AI email composer in the assistant applies the same rule: if you ask it to write an email that uses one of these six variables, it will decline and tell you which one is not available in that context.

Other

Variable	Example	Description
{{current_date}}	March 13, 2026	Today's date
{{current_year}}	2026	Current year
{{booking_link}}	https://acme.marmend.store/book/...	Your booking page link
{{vacancy_url}}	https://acme.marmend.store/jobs/...	Public job listing link

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Tips for Good Templates

• Keep subjects short — Under 60 characters works best
• Use the candidate's first name — {{candidate_first_name}} adds a personal touch
• Include the job title — Candidates may be applying to multiple positions
• Sign off with your name — Use {{sender_name}} so it always matches the sender
• Iterate with AI — Use quick-action chips and custom prompts to refine tone and length
• Use inline editing — Select specific phrases and ask AI to improve just that part

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Automating Emails

Template emails can be sent automatically when something happens in your hiring pipeline. This is set up with Hiring Stage Triggers: you choose the pipeline event that should start things off — for example a candidate arriving in a particular stage — and the action that follows, either sending an email or moving the candidate to another stage. Email templates are what those triggers send, so an automated flow is only as good as the template behind it. See Hiring Stage Triggers for how to create, edit and switch off triggers.

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Requirements

• The Email Templates feature must be enabled for your organization
• Voice dictation requires the Voice Recording feature to be enabled

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See Also

• Send Emails to Candidates — How to send emails using templates
• Vacancy Management — Managing job openings and pipeline stages
• Outbound Emails — Email provider options (Gmail, system sender)
• Platform Emails — System emails (password reset, invitations)
• Candidate Correspondence — Viewing email history on candidate profiles