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Managing templates

Category: Email templates

Managing Email Templates

This guide provides step-by-step instructions for customizing and managing email templates in OneClickWorker.

Accessing the Email Templates Page

  1. Log in to your account at https://app.oneclickworker.com/
  2. Navigate to the Admin menu in the navigation bar
  3. Select "Notifications" from the dropdown menu
  4. Alternatively, go directly to https://app.oneclickworker.com/admin/notifications

Note: You must have one of the following roles to access this page:

  • ADMIN
  • EMPLOYER
  • RECRUITER

Email Template Management Interface

The Email Template Management interface consists of the following elements:

Template Selection

The template selection dropdown allows you to choose which email template to edit:

  1. Field Name: Select Template
  2. Field Type: Dropdown menu
  3. Required: Yes
  4. Description: Allows you to select which email template to edit
  5. How to use:
    • Click on the dropdown to see all available templates
    • Select the template you want to edit
    • The template description will appear below the dropdown
    • The form will update to show the current content of the selected template

Email Subject

The email subject field allows you to customize the subject line of the email:

  1. Field Name: Email Subject
  2. Field Type: Text input
  3. Required: Yes
  4. Description: The subject line that will appear in the recipient's inbox
  5. How to use:
    • Enter the desired subject line for the email
    • Keep it concise and descriptive
    • You can include placeholders in the subject line (e.g., {jobTitle})

Email Content

The email content field allows you to customize the body of the email:

  1. Field Name: Email Content
  2. Field Type: Text area
  3. Required: Yes
  4. Description: The main content of the email that will be sent to recipients
  5. How to use:
    • Enter the desired content for the email
    • HTML formatting is supported for rich text emails
    • Use placeholders to insert dynamic content (see below)
    • Preserve the format of placeholders exactly as shown

Using Placeholders

Placeholders are special tags that get replaced with actual data when the email is sent. Each template has its own set of available placeholders:

Available Placeholders by Template

  1. Sign Up Confirmation

    • {name} - The recipient's name
    • {email} - The recipient's email address
    • {role} - The user's role (e.g., EMPLOYER, RECRUITER)
    • {organizationName} - The name of the organization
    • {verificationUrl} - The verification link (automatically generated)

  2. Job Application

    • {jobTitle} - The title of the job
    • {companyName} - The name of the company

  3. Application Status Update

    • {status} - The new status of the application
    • {jobTitle} - The title of the job
    • {message} - Optional message from the employer

  4. Virtual Interview Request

    • {candidateName} - The name of the candidate
    • {jobTitle} - The title of the job
    • {instructions} - Instructions for the virtual interview

  5. Psychometrics Test

    • {jobTitle} - The title of the job
    • {testLink} - The link to the psychometrics test (automatically generated)

  6. Virtual Interview Invitation

    • {candidateName} - The name of the candidate
    • {jobTitle} - The title of the job
    • {deadline} - The deadline for completing the interview
    • {instructions} - Instructions for the interview
    • {interviewLink} - The link to join the interview (automatically generated)

  7. Successful Candidate

    • {candidateName} - The name of the candidate
    • {jobTitle} - The title of the job
    • {instructions} - Next steps or instructions for the candidate

How to Use Placeholders

  1. Include placeholders exactly as shown, including the curly braces
  2. Placeholders are case-sensitive
  3. You can add text before and after placeholders
  4. Do not modify the placeholder names
  5. Link placeholders (those ending with "Url" or "Link") are automatically generated and should not be modified

Saving Email Templates

After making changes to an email template, you need to save your changes:

  1. Review your changes to ensure all placeholders are correctly formatted
  2. Click the "Save Template" button at the bottom of the form
  3. Wait for the confirmation message that indicates the template was saved successfully
  4. If an error occurs, review the error message and make necessary corrections

Success and Error Messages

  • Success Message: "Template saved successfully!" indicates that your changes have been saved
  • Error Message: If an error occurs, a red error message will appear at the top of the form

Editing Multiple Templates

To edit multiple templates:

  1. Save changes to the current template by clicking the "Save Template" button
  2. Select a different template from the "Select Template" dropdown
  3. Make changes to the newly selected template
  4. Save changes to this template by clicking the "Save Template" button
  5. Repeat for each template you want to edit

Important Considerations

When editing email templates, keep the following in mind:

  1. Preserve Placeholders: Do not remove or modify the format of placeholders
  2. HTML Formatting: Basic HTML formatting is supported (e.g., <p>, <h1>, <strong>)
  3. Testing: After making changes, test the template by triggering the relevant action (e.g., invite a user)
  4. Professional Tone: Maintain a professional tone in all communications
  5. Concise Content: Keep emails concise and focused on the necessary information

Troubleshooting

If you encounter issues when managing email templates:

  1. Changes Not Saving

    • Ensure you've clicked the "Save Template" button
    • Check for error messages at the top of the form
    • Verify your internet connection

  2. Placeholders Not Working

    • Ensure placeholders are formatted exactly as shown (including curly braces)
    • Verify you're using placeholders that are available for the selected template
    • Check that placeholders are spelled correctly (they are case-sensitive)

  3. Error Messages

    • Read the error message carefully for specific information
    • Common errors include missing required fields or formatting issues
    • If the error persists, try refreshing the page and trying again

Best Practices

For effective email template management:

  1. Maintain Consistency: Use a consistent tone and style across all templates
  2. Test After Changes: Send test emails to verify your changes work as expected
  3. Keep a Backup: Consider saving a copy of your customized templates elsewhere
  4. Regular Reviews: Periodically review and update your templates
  5. Clear Instructions: Ensure instructions in emails are clear and actionable