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.
Use templates with employees
Employee variables personalise messages with a name, job position, managers, team, office, company, and start date. They are mainly used when an onboarding or offboarding action sends a notification.
Before reusing a template, check that the employee profile contains the data required by the copy. If no manager or office is assigned, the corresponding variable will be blank.
Use templates with candidates
Recruitment teams can select a template when configuring job-offer stage notifications and preparing an offer for a candidate. Use candidate, job offer, contract, salary, and date variables only in these contexts.
Check amounts, duration, expiry date, and contractual conditions carefully. The template supports the wording, but the values come from the specific workflow and must match the approved offer.
Link templates to onboarding and offboarding
In an Onboarding or Offboarding template, add or edit an action that sends a notification and select the appropriate email template. When the workflow reaches that action, Talento uses the configured message with the employee's data.
Check the timing, recipient, and language. A correct template linked to the wrong action can send information too early or to the wrong audience.
Review a template before changing or deleting it
Before editing or deleting a template:
- identify which recruitment stages, candidate offers, onboarding actions, or offboarding actions use it;
- clone it if you need to prepare a replacement without changing the current message;
- update the workflows that should use the new version;
- test it with controlled data and review the subject, variables, and language;
- delete the old version only when it is no longer needed.
Changes are reused by every workflow that points to the template. Coordinate updates so an active automation does not send unfinished copy.
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.