On paid plans, you can rewrite the emails Truffle sends candidates. Write your templates once in Settings → Email templates so every position can use them, and set one template per email type as the default that automated sends use. A position can pick a different template or fall back to the company default. To see which emails Truffle sends and how to turn them on or off, see What emails does Truffle send to candidates?.
Where to customize emails
There are two places, and they do different jobs.
Settings → Email templates — your company library. Templates here are available to every position.
Position Settings → Candidate emails — what this one position sends. Pick a library template or write copy just for this role.
On a free trial, the button reads Upgrade to customize instead. Customization requires a paid plan.
The five emails you can edit
Each email type gets its own section in the library.
Invitation. Sent when candidates are invited to complete their screening.
24-hour reminder. Sent one day after the invitation if the candidate has not started.
72-hour reminder. Sent three days after the invitation if the candidate has not started.
7-day reminder. Sent a week after the invitation if the candidate has not started.
Completion. Sent after candidates finish their screening.
How to build your company library
You can save up to 20 named templates for each email type.
Go to Settings → Email templates.
Pick the email type you want to write for.
Click New template and give it a name, for example "Warm invitation" or "Technical roles".
Write the body and insert any merge tags you need.
Click Send test to mail yourself a copy before anyone else sees it.
Click Save.
Note: Exactly one template per type is marked Default. That is the one automated sends use when a position has not picked something else.
How to choose a template for one position
A position inherits your company default until you change it.
Open the position and go to Position Settings.
Find the Candidate emails card and click Edit emails.
Pick the email type, then choose a template from the list.
To go back to the company default, click Reset to company.
Tip: In a position's email editor you can also draft a template with AI. It uses that position's details to suggest copy, and you edit and approve it before anything sends.
How to edit an email
The editor shows an editable body on the left and a live preview on the right that fills in sample data.
Pick the email you want to change.
Edit the text in the Email body field. The body can be up to 2,000 characters.
Click a merge tag under Insert to drop a placeholder at your cursor. Truffle replaces it with real values when the email is sent.
Set the sender details if you want to override the defaults.
Click Save changes.
Available merge tags
Merge tags pull in details about the candidate, position, and sender. The available tags include {candidate_first_name}, {candidate_full_name}, {company_name}, {position_title}, {screening_type}, {estimated_duration}, {sender_name}, and {sender_title}. The invitation and reminder emails also offer {deadline_date}, which appears only when the position has a deadline set.
The personalized note tag
{personalized_note} is different from the other tags. Instead of dropping in a stored value, Truffle writes a short line for each candidate when the email sends, based on that candidate's application. It is available on the invitation and completion emails.
When you insert the tag you also write fallback text. If the note cannot be generated, the fallback sends instead, so the email is never left with a gap.
Adding your logo and brand colour
Emails can carry your company branding instead of Truffle's default styling.
Go to Settings → Company profile and upload your logo and set your brand colour.
In Settings → Email templates, turn on the branding switches for the logo and the colour.
Branding applies to the email shell, so every template picks it up without being edited individually.
Sender details
Below the body you can set who the email comes from.
Your name. Defaults to your first and last name from your profile.
Your title. Defaults to your job title from your profile.
Reply-to email. Where candidate replies go. Add your own address if you want to hear from candidates directly.
What you cannot change
Some parts of every email are fixed so messages stay deliverable and compliant. Depending on the email, the locked parts are the subject line, the from address, the call-to-action button, the tips block, and the footer. These are marked as fixed in the preview.