Write the email a status sends
Some workflow statuses send an email when an Application, Employer or Contact moves into them. You write that email once, as a template, and enrola fills in the details for each person. Admins and Team Owners can edit templates. Everyone who can change a status can adjust the email before it is sent.
Statuses that send an email
Applicant workflows (one per Opportunity type):
| Status type | Who gets the email |
|---|---|
| Applicant email, Application review, Rejected | The applicant |
| Form | The applicant, with a link to a form for them to complete |
| Employer email | The main contact of the Opportunity's employer |
| Internal interview, External Interview | The interviewer, then the applicant, each with Accept and Reject buttons added below your text |
| Send Feedback Survey (built in) | The applicant, with a link to the feedback survey. You can't edit this template in Settings, but you can change the email before you send it. |
Employer workflows and Employer contact workflows: statuses of type Email. The employer's email goes to a contact you choose; the contact's email goes to the contact.
Statuses of type Activity don't send an email.
Edit an applicant status email
- Go to Settings → Applicant workflows.
- Select Edit beside the Opportunity type, then Edit beside the status.
- In the Edit Application Status window, change the Subject and the Template.
- To add a detail such as the applicant's first name, put your cursor where it should go, then click the tag in the Legend. To use a tag in the Subject, type it in.
- Select Save.
The Subject and Template only show for status types that send an email. If you change the Type, the window reloads to show the right fields.
The email that applicants get as soon as they apply is set separately, under Auto application email on the same page. See Set up Opportunity types and their new-application emails.
Edit an employer or contact status email
- Go to Settings → Employer workflows.
- Select Edit beside the status in Employer workflows or Employer contact workflows.
- Change the Subject and Template, using the Legend for merge tags.
- Select Save.
What happens when someone changes a status
When you move one record into an email status, a Send Email window opens with the template filled in:
- Check the Title (the subject) and the Template. Any change you make here is for this email only; the saved template stays the same.
- Select Send.
If you close the window or select Cancel without sending, the status change is undone.
For Internal interview and External Interview statuses, a window opens to book the interview instead. See Set interview availability and book interviews.
When you change several records at once with With selected..., enrola sends the saved template to each one without opening the window. Check the template before you change a large group.
Write good templates
- Keep the subject short and specific, for example "Your application for [@opportunity_heading@]".
- Use the applicant's first name, and sign off with the person who looks after them:
[@application_supervisor_name@]. - Tags fill in only where they are listed. Interview tags such as
[@interviewslot_datetime@]work only in interview emails. See Merge tags you can use in emails to applicants. - Use the editor's own buttons for bold, italic and links. Pasted text loses its formatting. See Format text with the editor.
- Replies to applicant emails go to the person the Application is assigned to, so assign the Application before you send. Replies to employer and contact emails go to the person who sent them. Replies never come back into enrola.