BalanceTRAK > Settings > Email Templates

KEY TOPICS:

  • Default Email Templates
  • Template Tools for Email Messaging
    • Select a Template to View and Edit
    • Rename a Template
  • Add a Custom Email Template
    • Determine Email Template Settings
    • Delete a Custom Template
  • Develop or Edit the Email Message
    • About Email Template Components
    • Edit the Subject Line and Message
    • Enter Predefined Text into an Email Message


To review how the balanceTRAK user interacts with the software's email functions, see:


Standardize Email Messaging by Implementing Templates

As part of your organization's balanceTRAK Implementation, a library of default Email Templates has been stored at: Settings > Email Templates. These templates serve as models for communicating consistently with Job Seekers (and colleagues) who are involved in the hiring process. The Administrator may edit existing templates and add custom templates to the system.

While all Email Templates may be renamed and edited (as outlined below), only custom templates may be removed. If any changes are made to the template, click [Save] to make it available to users for sending new email messages.

Note: If you have questions about Settings, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.


Default Email Templates

— For Job Seekers

Key default templates, with links to Forms for completion by the Job Seeker include:

  • Send Application Form
  • Send Background Check Form
  • Send Self-ID Form

Other default templates for communicating with Job Seekers:

  • Invitation to Apply
  • Send Auto-Acknowledgement (on receipt of APPLICATION)
  • Send Offer Letter

— For Collaborating with Colleagues

The following default template allows balanceTRAK users and external addressees to review the Job Seeker:

  • Send (Job Seeker's) Information

— System Notifications

Below are some examples of default templates that serve as system notifications or reminders:

  • Application Completed Daily Reminder
  • Background Check Completed
  • Hire Notification
  • Requisition Closing Today


Template Tools for Email Messaging

Select a Template to View and Edit

To edit an existing Template, first select an Email Template from the Template drop-down, a menu located in the header toolbar.

Reminder: Default Email Templates may not be removed.

Rename an Existing Template

Select the template from the upper drop-down; and click the [Rename] button. Update the entry for: Template Name; and click [Save].

Add a Custom Email Template

Create additional templates by choosing the [Add] button from the header toolbar. Enter a Template Name, and click [Save]. The Email Template will display, and its name will show in the Template drop-down in the header toolbar.

A custom template may meet your organization's needs to send a special Form, document, or confirmation message to a Job Seeker. When communicating with colleagues, a template may be created to alert colleagues about a new Job Posting or to share a Job Description.

Determine Email Template Settings

Once a Template is selected from or added to the upper drop-down, choose to:

  • Have balanceTRAK use the template when automatically sending emails
  • OR

  • Leave the box unchecked

Important Quick Tip: By selecting the automated option, some merge fields, [Your Name], [Your Email Address], [Your Phone Number], and [Link to Form] will not be available. Leave the box unchecked, and use the [Send Bulk Email] button, which is available in Job Seekers and Requisitions. This method puts you in control of when an email, based on a template, is sent.

Next, use the Email Template Recipient options to identify the audience, either:

  • Job Seekers
  • OR

  • Other balanceTRAK users

Delete a Custom Template

After selecting the template from the upper drop-down, click [Delete]. In response to the confirmation message, click [OK].

Develop the Email Message

About Email Template Components

An Email Template is comprised of the following components:

  • Recipient audience
  • Subject Line
  • Message, or Body Text

Within the Message are two types of content:

Text — Or plain words of the Message. The same Message will go to all recipients for the type of communication.

Tags — Also known as predefined text, tags are placeholder for variable text that will be "merged" into the message when it is sent. Typically, tags, which are surrounded by brackets, reflect identifying elements that will vary, depending on the recipient and the communication.

Depending on template type, tags can be inserted to merge personalized information into the Job Seeker message, such as:

  • Application date
  • Job Seeker's name
  • Link to:
    • Job description
    • Form
    • Third-party assessment
    • Offer Letter
  • Job Code
  • Job Title
  • Sender's contact information

About the [Link to Form] Field
The [Link to Form] field is a special tag in the email Message, when intended for Job Seeker recipients. This field places a link in the Message body so the recipient can complete a SELF-ID, BACKGROUND CHECK, or other Form.

The [Link to Form] tag only functions when the email is sent from the Review Job Seeker detail. Otherwise, this tag will not be merged when the email is sent.

Edit the Subject Line and Message

Both the default and custom email templates can be edited by users with proper permissions. First, select the Template from the upper drop-down.

Next, enter or edit the the: Subject Line; and edit/compose the corresponding Message in the provided text editor.

(Optional) Change the appearance of the text (e.g., color, font, alignment, size, format, bulleting, numbering), using the text editor toolbar, which contains common word processing tools. For examples of other shortcuts, you can:

  • Paste formatted text from a Microsoft Word document, by selecting the [Paste from Word] button.
  • Add a link to additional Web documents or a Website, by clicking the [Link] button.

Enter Predefined Text into an Email Message

Click on [Insert Predefined Text], a button located below the text editor. From the Insert Predefined Text menu, use the radio buttons to select either:

  • Body Text
  • OR

  • Subject Line

From the provided drop-down menu, select the appropriate tag to include.

Click [Insert] to apply the action.

Example: To send an email thanking Job Seekers who applied for an Account Executive position, click the [Insert Predefined Text] button, which is located below the text editor. Next, use the radio buttons to select: Subject Line; and select the tag [Job Title] from the drop-down.

With these settings, this Job Seeker would receive an email that reads, “Thank you for applying for the Account Executive position…”.