I have created custom email templates but I am not able to use them everywhere in the system

You can create custom email templates as follows:

• Go to Message Center > Manage email templates
  
• You have two ways to create a custom email template
  • The Custom tab and click on Add New
    
  • Using the Duplicate button on an existing template on both Auto and Custom tab

When creating a custom email template you have the option to select a Type:

What is the email template type?

By selecting a Type this will limit where this template can be seen and used in the system. Each type has its own set of email tags that can only be used when performing that specific task. We have the following types:

• Invite staff to interview
  • This template can only be used when inviting staff to an interview
  • See user guide article: Interview process
• Book staff to interview
  • This template can only be used when booking staff to an interview
  • See user guide article: Interview process
• Interview brief
  • This template can only be used when sending an interview brief
  • See user guide article: Interview process
• Add staff to shortlist
  • This template can only be used when adding staff to a shortlist via a staff search list
  • See user guide article: Shortlist
• Remove staff from shortlist
  • This template can only be used when removing staff from a shortlist via the shifts page
• Remove staff from shortlist in multiple locations
  • This template can only be used when removing staff from a shortlist with multiple locations
• Invite to job
  • This template can only be used when inviting staff to one of more jobs as a whole
  • See user guide article: Invite
• Invite staff to shifts
  • This template can only be used when inviting staff to individual shifts on one job 
  • See user guide article: Invite
• Email shift applicants
  • This template can only be used to email shift applicants on one job
• Decline shift application
  • This template can only be used to decline shift applications on one job
• Booking confirmation email
  • This template can only be used when booking staff to shifts
  • See user guide article: Book
• Brief
  • This template can only be used in sending job briefs to staff
  • See user guide article: Send brief
• Remove staff from shift
  • This template can only be used when removing staff from a shift
  • See user guide article: Unbooking
• Payroll batches
  • This template can only be used when marking shifts as paid in payroll batches

Why does the email template type affect the visibility of a template?

Lets now look at some email types and the tags available for those templates. To see the tags available for an email type click on the the insert tags button:

• Type: None
  
  • We can see here we have the basic email tags
    
    • These tags can be used when sending a generic email to staff via such places as:
      • Send message in the main menu
        
      • Or the Send message button via a staff profile
        
• Type: Invite to job
  
  • We can see here we have more tags available to us when creating this type of email template
    
    • Some of the additional tags the list relate specifically to booking staff onto shifts and therefore can only be used when inviting staff to jobs, such as
      • [[campaign_names]] - Campaign names
      • [[campaign_names_links]] - Campaign names with invitation links
      • [[campaign_names_links_description]] - Campaign names with campaign descriptions and invitation links
      • [[campaign_names_links_description_shifts]] - Campaign names with campaign descriptions, invitation links and shift list
      • [[campaign_names_links_shifts]] - Campaign names with invitation links and shift list
    • You can invite staff to jobs as shown here: Invite