Create and maintain email templates

Before you begin

Custom email templates let you reuse common messages without copying and pasting their content each time. Administrators prepare an internal name, subject, and body. HR and recruitment teams can then select them for onboarding, offboarding, recruitment stages, and candidate offers.

Talento replaces variables when the template is used. The person sending the email or configuring the workflow should always review the recipient and the resulting message, especially where a value may be blank.

Create an email template

1. Open Custom mails.
2. Select New custom mail.
3. Enter an internal name that identifies the workflow and language.
4. Write the subject and body.
5. Save it and confirm that it appears in the list.

All three fields are required. The name helps users select the template but is not sent to the recipient; the subject and body become part of the email.

Prepare one template per language

Create a separate template for each language used by your team and include it in the name, such as "Welcome · EN" and "Bienvenida · ES".

Templates are not translated automatically or selected according to the recipient's language. The person configuring the notification must choose the correct version. Keep the same structure between languages and validate each localisation independently.

Personalise the subject and body with variables

Variables can be used in both the subject and body. For employee messages, available variables include:

• {name}, {job_category}, and {start_date};
• {direct_manager}, {team_manager}, and {office_manager};
• {team_name}, {office_name}, and {company_name}.

For candidates and offers, you can use:

• {name_candidate}, {offer_name}, and {offer_description};
• {contract_type}, {contract_duration}, and {job_category};
• {min_salary}, {max_salary}, and {salary_offer};
• {start_date}, {end_date}, and {expiration_date};
• {team_name}, {office_name}, and {manager_name}.

Write every variable exactly, including the braces. When Talento cannot find a value, it replaces the variable with an empty space. Write sentences that still make sense without an optional value, or confirm that the workflow always supplies it.

!Warning

Do not include passwords, access keys, or particularly sensitive information in a general template. Its content may be reused across many recipients and workflows.

Clone and adapt a template

Use Clone in the list to create a complete copy, then change its name, subject, and body. This is the safest way to:

• prepare another language;
• adapt a message for an office or workflow;
• keep the previous version while reviewing a replacement.

Review every variable after cloning. The copy retains the original content and may include references that no longer apply.

Result

You can confirm the result on the settings page, in the list, or in the status described in the steps above.

Common problems

If an option is missing, check that the module is active, that you have the specific permission, and that the record is within your scope. If the configuration is correct and the problem continues, keep the displayed message and contact support.