Templates

Overview

The Templates settings control the subject and message content used in Kraken Careers emails.

Go to Careers → Settings → Templates.

Use the links below to jump to a section:

Editing a Template

Each template contains a Subject field and a Message editor.

To edit a template:

  1. Open Careers → Settings → Templates.
  2. Expand the notification you want to change.
  3. Edit the subject or message.
  4. Keep any required placeholders and links.
  5. Select Save Settings.

Saving a template does not send an email. Changes apply to future emails only.

Sender names, sender addresses, reply addresses, recipients, and BCC settings are managed under Email.

Using Placeholders

Placeholders insert information such as the candidate’s name, job title, interview time, or a private response link.

Select Placeholders beside the field to see which placeholders are available for that template.

Keep the spelling and double braces unchanged. For example:

{{applicant_first_name}}
{{job_title}}
{{message_link}}

Available placeholders vary by template. A placeholder that works in one email may not work in another.

Private Links

Keep private link placeholders in the message when the recipient needs to open a page or respond.

Common examples include:

  • {{message_link}}
  • {{schedule_link}}
  • {{evaluation_link}}
  • {{reference_link}}
  • {{applicant_link}}

You can change the visible link text, but keep the placeholder as the link destination.

Example:

<a href="{{message_link}}">View Message</a>

Do not copy a private URL from another candidate’s email.

Thank You For Applying

Sent to a candidate after a successful application submission.

Use this template to confirm that the application was received and explain what happens next.

The confirmation shown on the job page is managed under Messages. The email subject and message are managed here.

Candidate Evaluation

Used when a reviewer sends questions for a candidate to answer through Candidate Communication → Evaluations.

Keep {{evaluation_link}} so the candidate can open the private evaluation page.

This template is for candidate evaluations. It is separate from interviewer evaluations completed after an interview.

Candidate Offer

Used when a reviewer sends an offer to a candidate.

Keep {{message_link}} so the candidate can open the private offer page, read the message and attachments, and respond.

Add {{communication_message}} if the reviewer’s offer message should also appear directly in the email.

Candidate Hired

Used when a reviewer sends a hired message to a candidate.

Keep {{communication_message}} when the reviewer’s message should appear in the email. Keep {{message_link}} so the candidate can open the private communication page.

Candidate Rejection

Used when a reviewer sends a rejection message.

Keep {{message_link}} so the candidate can open the private communication page.

Add {{communication_message}} when the reviewer’s message should appear in the email.

Candidate Communication Reply

Used when a reviewer replies through a candidate communication popup.

Keep {{message_link}} so the candidate can read the private reply.

Use {{communication_message}} when the reply text should also be included in the email.

Schedule Interviews

Used when a reviewer sends proposed interview times to a candidate.

Keep {{schedule_link}} so the candidate can open the scheduling page and choose an option.

The proposed dates, times, timezone, message, and attachments are added when the scheduling request is created.

Interview Information

Sent after a candidate accepts an interview and the reviewer selects Send Interview Information.

Useful placeholders include:

  • {{interview_time}}: The confirmed date, time, and timezone.
  • {{interview_details}}: The meeting details, location, attendees, and message.

If {{interview_details}} is omitted, Kraken Careers can append the meeting details automatically. Keep one copy of the placeholder if you want to control where the details appear.

Calendar links and an interview.ics attachment are added automatically when available.

Interview Message Reply

Used when a reviewer sends a message from the Interviews controls.

Keep {{schedule_link}} so the candidate can open the interview conversation.

This template is separate from the confirmed Interview Information email.

Reference Questionnaire Request

Sent to a candidate’s personal reference when a questionnaire is requested.

Keep {{reference_link}} so the reference can open and complete the questionnaire.

Reference, candidate, and company placeholders can be used to identify the request and the organisation sending it.

Reference Questionnaire Reminder

Used when a reference has not completed the questionnaire.

Keep {{reference_link}} so the reference can return to the questionnaire.

Changing this template changes the reminder wording. It does not change when reminders are scheduled.

New Candidate Received

Sent to the configured internal recipients when a new application is received.

Keep {{applicant_link}} so recipients can open the candidate record.

Recipients are configured under Email, then selected for each job through Candidate Notification.

Receiving this email does not automatically assign the recipient as a reviewer.

Interviewer Added

Sent to each person listed under Attending Interview when confirmed interview information is sent.

Use {{interview_time}} and {{interview_details}} for the confirmed meeting information.

When an attendee has an unfinished assigned evaluation, Kraken Careers adds a Candidate Evaluation button automatically. You do not need to add that button manually to the template.

See Evaluations for creating question sets and assigning them to attendees.

Interviewer Evaluation Reminder

Used to remind an interviewer to complete an assigned evaluation.

One reminder is scheduled three days after the interview ends when the evaluation remains unfinished, active, and unexpired.

Keep {{evaluation_link}} so the interviewer can open the evaluation page.

Delivery depends on WordPress scheduled tasks and email queue processing. Editing this template changes the wording, not the reminder timing.

Reviewer Added

Sent when a user is assigned as a reviewer for a candidate.

Keep {{applicant_link}} so the reviewer can open the candidate record.

Use {{user_name}}, {{job_title}}, and candidate placeholders to identify the assignment.

Reviewer Removed

Sent when a user is removed as a candidate reviewer.

Use the candidate and job placeholders to identify the assignment that ended.

An {{applicant_link}} does not restore access after a reviewer has been removed.

Reviewer Activity

Sent to assigned reviewers when a new note is created or a candidate responds to a communication.

Keep {{updated_details}} to show the activity summary and {{applicant_link}} to open the candidate record.

This notification does not represent every change made to a candidate.

Job Closed / Expired

Sent when a job changes to Closed or Expired.

Useful placeholders include:

  • {{job_title}}
  • {{job_status_label}}
  • {{job_visibility_note}}
  • {{job_link}}

Use {{job_status_label}} when displaying the readable status in the email.

Interview Schedule Completed

Sent to internal recipients when a candidate completes an interview scheduling request.

Keep {{applicant_link}} so recipients can review the response.

Use {{schedule_response_summary}} and {{schedule_applicant_message}} when the email should include the candidate’s scheduling response.

Reference Questionnaire Completed

Sent to internal recipients when a personal reference completes a questionnaire.

Use the reference name, candidate name, and job title to identify the completed request.

Keep {{applicant_link}} so recipients can open the candidate record and review the response.

Preview and Check Changes

For communications that provide preview controls, use Preview Email and Preview Candidate View before sending.

Check that:

  • Names and job details appear correctly.
  • Private links open the intended page.
  • Reviewer-entered messages appear where expected.
  • Interview details appear once.
  • Attachments and calendar information are correct.

A preview does not send the email or save a communication.

Troubleshooting

A Placeholder Appears as Plain Text

Check the spelling and double braces.

Open the placeholder list for that specific template. The placeholder may not be supported by the template you edited.

A Placeholder Is Empty

Check whether the related information exists. Optional data, such as a phone number, region, or reference contact detail, may not be available.

A Private Link Is Missing

Check that the correct placeholder remains in the link destination.

Use {{message_link}}, {{schedule_link}}, {{evaluation_link}}, or {{reference_link}} according to the notification.

The Reviewer’s Message Is Missing

Add {{communication_message}} to a supported candidate communication template.

The message may still be visible on the private communication page even when it is not included directly in the email.

Interview Details Appear Twice

Keep one {{interview_details}} placeholder and remove manually duplicated meeting information.

If the placeholder is omitted, Kraken Careers may append the details automatically.

An Interviewer Does Not Receive the Evaluation Button

Confirm that:

  • The attendee was added under Attending Interview.
  • The attendee has an email address.
  • An evaluation was assigned.
  • Send Interview Information was used.
  • The evaluation remains active and unfinished.

The button is added automatically.

An Evaluation Reminder Does Not Arrive

Confirm that the interview ended at least three days ago and that the evaluation is still unfinished, active, and unexpired.

Check WordPress scheduled tasks and email queue processing if the reminder is overdue.

The Sender or Recipient Is Wrong

Review Email.

Templates control the subject and message. Sender addresses, reply addresses, recipients, and BCC settings are managed separately.

A Sent Email Still Uses the Old Wording

Templates affect future emails only. Previously sent or queued emails keep the wording that was used when they were created.

Save the template and send a new test communication.