Manage email templates

Within Settings > Messaging options > Manage email tamplates > Edit you have two tabs:

• Auto - a list of all the email templates that are sent from the system based on a manual or automatic task or process
  • When amending these please make sure not to remove any of the [[tags]]
• Custom - where you can specify custom emails for the following:
  • General generic email (not linked to any specific system function)
    • Select 'Type' dropdown as 'None'
  • Booking confirmation (linked to sending a booking confirmation)
    •  Select 'Type' dropdown as 'Booking confirmation email'
  • Brief (linked to sending a brief functionality)
    • Select 'Type' dropdown as 'Brief'
  • Remove staff from a shift (linked to removing a staff from a shift)
    • Select 'Type' dropdown as 'Remove staff from a shift'
  • Remove staff from a shortlist (linked to removing from a shortlist / shift applicant list)
    • Select 'Type' dropdown as 'Remove staff from a shortlist'
  • Email applicants (linked to emailing shift applicants)
    • Select 'Type' dropdown as 'Email applicants'
  • Invite to job (linked to inviting staff to a job)
    • Select 'Type' dropdown as 'Invite to job'
  • Book staff to interview (linked to booking staff to an interview)
    • Select 'Type' dropdown as 'Book staff to interview'
  • Invite staff to interview (linked to inviting staff to an interview)
    • Select 'Type' dropdown as 'Invite staff to interview'
  • Decline staff (linking to declining a staff application)
    • Select 'Type' dropdown as 'Decline staff'

There are many tags that can be used in the system. Here is a list of all the tags and where they can and cannot be used:

The following tags are global and can be used in any email:

• [[company_phone]]
• [[company_name]]
• [[company_email]]
• [[staffarea_url]]

The following tags are staff related and can be used in emails that link to staff:

• [[firstname]]
• [[surname]]
• [[name]]
• [[email]]
• [[mobile]]
• [[username]]
• [[payroll_number]]

The following tags are campaign related, and can be used in emails that link to a campaign such as the booking confirmation email or the briefing emails:

• [[campaign_name]]
• [[campaign_anon]]
  • anonymous campaign name
• [[campaign_description]]
• [[campaign_booked_staff_notes]]
  • Notes for booked staff taken from the campaign overview

The following tags need to be used when the email is sent and links to shifts. This would be the confirmation email and brief email

• [[shifts]]
  • Shift list with all shift info, with a confirmation link
  • Format of the shifts list will be similar to:
    
• [[shifts_no_link]]
  • Shift list with all shift info, without a confirmation link

The following tags can be used when removing staff from a shift:

• [[removal_reason]]

The following tags can be used when removing staff from a shortlist:

• [[location]]
• [[date]]

The following tag can be used when removing staff from shortlists for multiple locations:

• [[locations]]

These tags are linked to the staff profile interview details:

• [[interview_name]]
• [[interview_date]]
• [[interview_time]]
• [[interview_location]]

These tags can be used when sending interview inviitations:

• [[interview_name]]
• [[spaces]]
  • Sends the list of spaces available, includes location, dates and time for all spaces