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Email Templates & Settings

Customizing email content, confirmation delays, and reviewing synced Greenhouse templates.

Updated over a week ago

Email Templates & Confirmation Settings

Guide allows you to customize the emails sent to candidates throughout the scheduling process. These emails are typically synced from your ATS (like Greenhouse) and can be fine-tuned in Guide to match your voice and process.


📬 Email Template Sync

Guide automatically syncs the following types of templates from Greenhouse:

  • Availability Request

  • Confirmation

  • Reschedule Request

  • Rejection / Next Steps

Templates are synced once per template name, so be sure each email has a unique, clearly named subject line.

⚠️ Custom templates created by individual users may not sync. We recommend standardizing templates at the org level.


✏️ Editing Templates

Templates can be reviewed and edited by going to:

⚙️ Settings > Candidate Communication > Templates

From there, Admins or Content Managers can:

  • Update subject lines and body content

  • Add or remove tokens (e.g., {{first_name}}, {{job_title}})

  • Preview how emails will render for candidates

Changes will apply to future communications using that template.


⏱️ Confirmation Timing Settings

You can also customize when confirmation emails are sent to candidates after interviews are scheduled.

Options include:

  • Send immediately

  • Delay by X hours

  • Send only after manual approval (used with Aria automation)

This can be managed under:

⚙️ Settings > Candidate Communication > Confirmation Timing


✅ Best Practices

  • Use clear subject lines with recognizable branding

  • Personalize where possible using tokens

  • Link to the candidate portal to centralize prep

  • Keep tone warm, concise, and professional

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