BalanceTRAK > Settings > Email Templates

Manage and Create Email Templates Choose a Default Template for Editing Add an Email Template Manage an Email Template's Settings Edit an Email Template's Message SECTION ACTIVITY

Manage and Create Email Templates

Using Email Template settings, the administrator may edit default Email Templates and create custom templates for transmittal by balanceTRAK users when they communicate with Job Seekers or hiring decision-makers. Both [Add] and [Remove] buttons are available in the header toolbar for use with custom Email Templates, while a [Rename] button is available for all Email Templates.

Note: Default Email Templates may not be removed.

Tags, or predefined text, can be inserted into Email Templates, either in the Subject Line or Body Text, as placeholders for variable text that will be automatically merged into the message when it is sent.

Once any changes are made to the template or its settings, click [Save] to make it available for use.

About Default Email Templates for Job Seekers

The following default email templates send links to forms for completion by the Job Seeker:

Send Application Form Send Background Check Form Send Self-ID Form The following default email template acknowledges completion of the Application by a Job Seeker:

Send Auto-Acknowledgement About Default Email Templates for Application Reviews

This default email template allows balanceTRAK and external users to review the Job Seeker’s Application:

Forward Job Seeker's Application to Others Choose a Default Template for Editing

Select an Email Template from the Template drop-down, a menu located in the header toolbar.

Add an 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 at the top of the page.

Manage an Email Template's 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.*

• Note: By selecting the automated option, some merge fields, Your Name, Your Email Address, Your Phone Number, and Link to Form will not be available. If the check box is left unchecked, the template can still be used via the [Send Bulk Email] button available in Job Seekers and Requisitions, which 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.

Edit an Email Template's Message

Enter the appropriate title in the Subject Line box, and compose the corresponding message in the text editor.

(Optional) Change the appearance of the text (e.g., color, font, alignment, size, format, bulleting, numbering), using the text editor bar. To paste already formatted text from a Microsoft Word document, use the Paste from Word button.

(Optional) Add links to additional documents posted on the Web by using the Insert Edit URL/Link button. These links can later be removed by using the Remove Link button, while the text is highlighted in the text editor.

Enter Predefined Text into an Email Template

When merge-field tags, or placeholders, are entered into the template, the system will merge the corresponding data (e.g., Job Seeker’s First Name, Requisition Number) into the email message when it is sent.

To take advantage of this template feature, 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…”.

About the Link to Form Field

The Link to Form field is a special tag, used in several default Email Templates that have Job Seeker audiences. This field places a link in the email body to an uncompleted Application or other form. This 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.