Create and send recruiting emails

Create reusable email templates and send personalized messages to candidates, employees, or talents. This guide also covers candidate email threads in the Employee Hub.

Who can use this?

Recruiters and HR Admins in Salesforce. Hiring managers can view and send candidate emails in the Employee Hub when Candidate Communication is visible.

Before you begin

• Add your company name to your Salesforce user profile if recruiting emails should name your company.
• Create an email template before assigning it to an automatic candidate notification.

Add your company name to recruiting emails

1. In Salesforce Setup, enter Users in Quick Find.
2. Open Users, then click Edit next to your profile.
3. Complete Company.
4. Click Save. Recruiting messages can now include the company name, as in Thank you for your application at flair.

Create a flair email template

1. In the flair HR app, open the App Launcher (⋮⋮ grid icon).
2. Enter Email Templates in the search field.
3. Open Email Templates.
4. Click New Email Template.
5. Enter a name, such as Successful Candidate Interview.
6. Select a Related Entity Type, such as Candidate.
7. In Folder, keep the template private or select a shared folder such as flair Recruiting.
8. Add a description, subject, and message.
9. Click Save. The template is available for emails related to the selected entity type.

Create a Classic Email Template

Classic Email Templates support Text, HTML with Classic Letterhead, Custom, and Visualforce formats.

1. In Salesforce Setup, enter Email Template in Quick Find.
2. Open Classic Email Templates.
3. Select a folder.
4. To update a template, click Edit next to it.
5. To create a template, click New Template.
6. Select the template type, then complete its content.
7. Click Save.

Configure the candidate application notification

1. From the App Launcher (⋮⋮ grid icon), search for Recruiting Config.
2. Open Recruiting Config.
3. In the candidate application email template field, select the template.
4. Click Save. New candidate applications use the selected notification template.

tip

To test the notification, apply to one of your published jobs and review the email you receive.

Add merge fields to a template

A merge field is a placeholder that flair replaces with record data when it sends the email. More than 100 merge-field categories cover recruiting, employees, jobs, departments, talents, skills, evaluations, timesheets, and other records.

Add a Classic Email merge field

1. In the Classic Email Template editor, find Available Merge Fields.
2. In Select Field Type, select a group such as Candidate Fields or Payroll Fields.
3. Select a field such as First Name. Salesforce displays its merge-field value.
4. Copy the value into the template.
5. Click Save.

The selected field types determine which record values flair inserts, such as a first name or contact ID.

Add a candidate email merge field

1. In the flair Recruiting app, open Candidates, then select a candidate.
2. In Activity, select Email.
3. Click Merge Fields ({ }).
4. Select fields for the sender, organization, or candidate.
5. Click the preview eye icon to review the message.
6. Click Send.

Candidate Email Greetings supports the candidate's first name, last name, and other candidate fields, including a custom salutation. Existing greetings that use only the first name continue to work.

Send a scheduled email to a candidate

1. In the flair Recruiting app, open Candidates.
2. Select the candidate.
3. In the right pane, click Schedule Email.
4. Select the email template.
5. Click New Scheduled Email….
6. Optional: Select Overwrite selected template to change this message without changing the saved template.
7. Select Hours, then choose when to send the email.
8. Click Schedule. flair schedules the message for the selected time.

Send a mass email to candidates

1. In the flair Recruiting app, open Jobs.
2. Select the job.
3. Select the candidates you want to email.
4. Open Show menu (three dots).
5. Click Send Emails to Candidates.
6. Click Select Template, then select the template.
7. In Hours, select Now or a scheduled time.
8. Optional: Select Overwrite selected template to change text, images, or links without updating the saved template.
9. Optional: Click { }, search for a merge field, select it, and click Insert. For example, the Job Name field adds {{{flair__Candidate__c.flair__Job_Name__c}}}.
10. Click Schedule. flair creates an email for every selected candidate.

Send a mass email to employees or talents

Email employees

1. In the flair HR app, open the Employees list view.
2. Select the employees.
3. Click Send Email.
4. Select a template.
5. Optional: Select Overwrite selected template and update this message.
6. Select Now or a scheduled time.
7. Click Schedule.

Email talents

1. In the flair HR app, open the Talents list view.
2. Select the talent records.
3. Click Send Email.
4. Configure the template, timing, overrides, and merge fields.
5. Click Schedule.

Send candidate emails from the Employee Hub

1. In the Employee Hub manager view, open the candidate's application.
2. Open Communication to view the complete email thread.
3. Compose and send the message. The email joins the same thread shown in Salesforce.

Hide Candidate Communication in the Employee Hub

Admins can apply Hide Candidate Communication to the whole company or to a specific entity, location, department, or employee.

• Enable Hide Candidate Communication for the required scope. Hiring managers no longer see Communication on candidate applications and use the Salesforce Recruiting Inbox instead.

Related articles

• Manage candidates
• Schedule candidate interviews
• Set up the Recruiting email address
• Configure email notifications