Truffle automatically sends candidates up to six emails through the screening lifecycle: the invitation (when you invite them or when they apply via the link), a deadline-update notice if you change their completion deadline, reminders at 24 hours, 72 hours and 7 days if they have not finished, and a completion confirmation when they finish. The invitation, reminders, and completion email are on by default and each can be turned off per position; on paid plans you can also customize their copy, merge tags, sender name, and reply-to address.
The six emails
Each email has a specific trigger and job.
Invitation. Sent when you invite a specific candidate, or when someone applies via your open application link. Contains the interview link and expected duration.
Deadline update. Sent when you change a candidate's completion deadline, if you leave Notify candidate by email checked. See How do I change the deadline on an interview?.
24-hour reminder. Sent one day after the invitation if the candidate has not finished.
72-hour reminder. Sent three days after the invitation if they still have not finished.
7-day reminder. Sent a week after the invitation. Final automated nudge.
Completion confirmation. Sent immediately after they finish. Lets them know what happens next.
Note: Reminders are timed from the invitation, not from the moment a candidate starts. Candidates who were invited and never opened their interview still get followed up.
The deadline-update email isn't controlled by the position-level toggles below. It only goes out when you edit a deadline with the notify option checked.
How to turn emails on or off
You can disable the invitation, reminder, and completion emails for a specific position. The setting is per-position, not account-wide.
Open the position's Settings tab.
Find the Candidate emails & reminders section.
Toggle off any email you don't want sent.
Changes save automatically.
You might turn off reminders if, for example, you're running a timed campaign with your own sequencing.
How to customize the email content (paid plans)
On paid plans, you can rewrite the body of the invitation, the three reminders, and the completion email, add your own merge tags, and set the sender name and reply-to address. You can also save named templates in Settings → Email templates and reuse them across positions. The deadline-update email isn't part of this editor.
Open the position.
From the candidate list, open the Candidate emails card and click Edit emails.
Pick the email you want to customize (Invitation, one of the reminders, or Completion).
Edit the body in the plain text field.
Click a merge tag under Insert to drop in a placeholder. Available tags include
{candidate_first_name},{company_name},{position_title},{estimated_duration},{sender_name},{sender_title}.Preview the rendered output with sample data.
Save.
See How do I customize the emails candidates receive? for the full walkthrough.
Each position has its own set of customized emails, so you can tune copy for different roles without affecting other positions.
Sender name and reply-to
Candidates see a "From" name and a reply-to address on every email. Both are configurable.
Sender name. By default, your company name. You can override with a person's name (e.g. a recruiter) per position.
Reply-to email. By default, a Truffle-managed address. You can set a real inbox (e.g.
[email protected]) per position so candidate replies go to your team.
Related
How do I send a reminder to a candidate?. Manual reminders on top of the automated ones.