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 > Templates > Message Templates
From there, Admins and 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
When a user sends a confirmation email, they can choose to send the email now or schedule it to send at a later time:
Options include:
Send immediately
Delay by X hours
Send on a specific date and time
✅ 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