How to Customize Outbound Email & SMS
Dilara Almeida|17 August 20263 min read
You can now customize outbound emails and SMS, making your interactions with candidates and referees more personalized. Instead of relying on generic wording, you can tailor every message that goes out, and insert dynamic fields so each one automatically reflects the right candidate, referee, and role.
How to Get to Outbound Email & SMS Settings
Navigate to the Emails & SMS tab under the Settings Panel. From here, you'll see two sub-tabs, Outbound Emails and Outbound SMS, along with a Dynamic Fields panel on the left that lists every variable available to use in your messages.
⚠ We highly recommend reading the help guides before changing outbound emails, to make sure everything still functions correctly. Once edited, changes cannot be undone.
Using Dynamic Fields
When customizing outbound emails and SMS, it's important to include specific fields such as the candidate's name and the role they're applying for. You can include these dynamic fields by using the @ symbol and selecting from the list of variables below:
Dynamic Field
What It Inserts
@Candidate First Name
The candidate's first name.
@Candidate Full Name
The candidate's full name.
@Consultant
The managing consultant's name.
@Referee's Name
The referee's name.
@Candidate Company
The company name where the candidate and referee worked together.
@Company
Your company name.
@Number of Referees
The number of referees being requested for.
@Prior Role
The candidate's prior position when they worked with the corresponding referee.
@Role
The position the candidate is applying for.
How to Customize an Outbound Email or SMS
1. Choose a Message to Edit
Under Outbound Emails or Outbound SMS, you'll see a list of message templates, including Request Referee Details, Request Referee Details Reminder, and Request Web Ref Check. Each one shows a short description of what it's used for, along with Preview Email and Send Test Email buttons. Click the pencil icon next to the message you'd like to customize.
2. Edit the Body and Footer
In the edit panel, update the Body text using the rich text toolbar, and insert any dynamic fields you need using the @ symbol. Email templates also include an editable Footer, where you can add your sign-off and company address. SMS templates are shorter and plain text, but support the same dynamic fields.
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3. Save Your Changes
Once you're happy with the wording, click Save to apply your changes, or Close to discard them without saving.
Example: Request Referee Details
Here's how the same message looks once customized for email and for SMS.
Email:Dear @Candidate Full Name,You're required to provide @Number of Referees referees in order to apply for the @Role with @Company.Enter the complete details of your referees by clicking the button below.
SMS:Hello @Candidate Full Name,You are required to provide @Number of Referees referees for your recent application with @Company.Please click the link below to get started.Thank you.
How to Preview and Send a Test Message
You can also preview and send a test email or SMS to make sure the content appears as intended before it goes out to real candidates and referees.
Sending a Test Email
1. Click Send Test Email next to the message you'd like to test.
2. Enter the address you'd like to send the test to under Send test email to.
3. Tick I confirm that I have authorisation to send emails to this address.
4. Click Send. The Request Referee Details Test Email, or whichever message you're testing, will be sent to the provided email address.
Sending a Test SMS
5. Click Send Test SMS next to the message you'd like to test.
6. Enter the mobile number you'd like to send the test to under Send test SMS to, including the correct country code.
7. Tick I confirm that I have authorisation to send SMS to this Mobile number.
8. Click Send. The test SMS will be sent to the provided mobile number.
Final Thoughts
Customizing your outbound emails and SMS lets every message candidates and referees receive sound like it's genuinely coming from your team. By using dynamic fields to personalize each one, and sending a test message before rolling out changes, you can be confident your communications are accurate, on-brand, and working exactly as intended.