Templates

Kraken Careers uses Templates to control the subject lines and message content for automated emails. Templates decide what the email says. The Email settings decide who sends the email, who receives it, reply-to addresses, and BCC recipients.

To manage templates, go to Careers > Settings > Templates.

How Templates Work

Each template has two main fields:

Subject: The email subject line.

Message: The body of the email. This field uses the editor, so you can format text, add links, and use basic HTML if needed.

Templates support placeholders. Placeholders are dynamic tags wrapped in double curly braces, such as {{applicant_full_name}} or {{job_title}}. When the email is sent, Kraken Careers replaces each placeholder with the correct applicant, job, company, reference, or reviewer information.

Only use placeholders listed under that specific template. Not every placeholder works in every email.

Important

Do not remove required link placeholders from action-based emails. If a template sends someone to a private form or response page, the link placeholder must stay in the message.

Examples:

Evaluation emails need {{evaluation_link}}
Offer emails need {{offer_accept_link}} and {{offer_reject_link}}
Schedule interview emails need {{schedule_link}}
Reference request emails need {{reference_link}}
Applicant message emails need {{message_link}}
Internal application emails usually need {{applicant_link}}
Job status emails usually need {{job_link}}

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Notifications for Applicants & Personal References

These templates are sent to applicants or references.

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Thank You For Applying

Sent automatically after an applicant submits an application.

Use this template to confirm that the application was received. It commonly includes the applicant’s name and the job title.

Useful placeholders include:

{{applicant_first_name}}
{{applicant_last_name}}
{{applicant_full_name}}
{{job_title}}
{{job_city}}

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Applicant Evaluation

Sent when you send an evaluation request from the applicant’s Reviewer Tools.

This email should explain that the applicant has been asked to complete an evaluation and should include the private evaluation link.

Keep this placeholder in the message:

{{evaluation_link}}

Useful placeholders include:

{{applicant_full_name}}
{{job_title}}
{{company_name}}
{{communication_message}}
{{evaluation_link}}

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Applicant Offer

Sent when you send an offer from the applicant’s Reviewer Tools.

This email should explain the offer and give the applicant a way to accept or reject it.

Keep these placeholders in the message:

{{offer_accept_link}}
{{offer_reject_link}}

Useful placeholders include:

{{applicant_full_name}}
{{job_title}}
{{company_name}}
{{communication_message}}
{{offer_accept_link}}
{{offer_reject_link}}

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Applicant Hired

Sent when you send a hired message from the applicant’s Reviewer Tools.

This email is used to welcome or confirm the applicant has been selected. It can include the custom message entered when sending the communication.

Keep this placeholder if the applicant should open the private message page:

{{message_link}}

Useful placeholders include:

{{applicant_full_name}}
{{job_title}}
{{company_name}}
{{communication_message}}
{{message_link}}

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Applicant Rejection

Sent when you send a rejection message from the applicant’s Reviewer Tools.

This email is used when the applicant is no longer moving forward. It can include the custom rejection message entered by the reviewer.

Keep this placeholder if the applicant should open the private message page:

{{message_link}}

Useful placeholders include:

{{applicant_full_name}}
{{job_title}}
{{company_name}}
{{communication_message}}
{{message_link}}

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Applicant Communication Reply

Sent when a private reply is sent from an applicant communication popup.

This is used for follow-up messages tied to an existing applicant communication.

Keep this placeholder in the message:

{{message_link}}

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Schedule Interviews

Sent when you send interview date options from the applicant’s Reviewer Tools.

This email should explain that the applicant has been invited to choose an interview time.

Keep this placeholder in the message:

{{schedule_link}}

Useful placeholders include:

{{applicant_full_name}}
{{job_title}}
{{job_city}}
{{schedule_link}}

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Interview Message Reply

Sent when a private message reply is sent from the Interviews popup.

Keep this placeholder in the message:

{{schedule_link}}

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Reference Questionnaire Request

Sent to a reference when you request a reference questionnaire.

This email should explain who listed them as a reference, what company is requesting the information, and how to complete the questionnaire.

Keep this placeholder in the message:

{{reference_link}}

Useful placeholders include:

{{reference_full_name}}
{{applicant_full_name}}
{{job_title}}
{{company_name}}
{{company_url}}
{{company_phone}}
{{reference_link}}

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Reference Questionnaire Reminder

Sent to a reference when the questionnaire has not been completed.

This should remind the reference to complete the questionnaire and include the same private reference link.

Keep this placeholder in the message:

{{reference_link}}

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Notifications for Internal Staff Users

These templates are sent to internal users, hiring staff, or assigned reviewers.

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New Application Received

Sent when a new application is submitted.

This email should give staff a quick applicant summary and a link to open the application in the admin.

Keep this placeholder in the message:

{{applicant_link}}

Useful placeholders include:

{{user_name}}
{{applicant_full_name}}
{{applicant_email}}
{{applicant_phone}}
{{applicant_city}}
{{job_title}}
{{job_city}}
{{applicant_link}}

---

Reviewer Added

Sent when a user is assigned as a reviewer for an applicant.

This email should tell the reviewer which applicant they were assigned to and provide a link to the application.

Keep this placeholder in the message:

{{applicant_link}}

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Reviewer Removed

Sent when a user is removed as a reviewer for an applicant.

This email should tell the reviewer they are no longer assigned to the applicant.

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Applicant Updated

Sent when important applicant activity is logged.

This can include reviewer changes, review-stage changes, notes, archive changes, reference updates, or interview scheduling updates.

Keep this placeholder in the message:

{{applicant_link}}

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Job Closed / Expired

Sent when a job is marked Closed or Expired.

This email should tell internal staff which job changed status and include the job link.

Keep this placeholder in the message:

{{job_link}}

Useful placeholders include:

{{user_name}}
{{job_title}}
{{job_status}}
{{job_status_label}}
{{job_visibility_note}}
{{job_link}}

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Interview Schedule Completed

Sent when an applicant completes an interview schedule request.

This email should tell reviewers that the applicant selected or responded to interview options.

Useful placeholders include:

{{user_name}}
{{applicant_full_name}}
{{job_title}}
{{schedule_response_summary}}
{{schedule_applicant_message}}
{{applicant_link}}

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Reference Questionnaire Completed

Sent when a reference completes the questionnaire for an applicant.

This email should tell reviewers which reference responded and provide a link to review the applicant.

Useful placeholders include:

{{user_name}}
{{reference_full_name}}
{{reference_email}}
{{applicant_full_name}}
{{job_title}}
{{applicant_link}}

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Recommended Template Setup

Start by reviewing the applicant-facing templates first:

Thank You For Applying
Schedule Interviews
Applicant Evaluation
Applicant Offer
Applicant Hired
Applicant Rejection
Reference Questionnaire Request
Reference Questionnaire Reminder

Then review the internal templates:

New Application Received
Reviewer Added
Reviewer Removed
Applicant Updated
Interview Schedule Completed
Reference Questionnaire Completed
Job Closed / Expired

After editing templates, send test applications or test workflow emails to confirm that placeholders are being replaced correctly and that private action links appear where expected.