What are placeholders and how do they work?
In an email template, a placeholder is a temporary tag (like [FIRST_NAME]) that represents dynamic content, which is automatically replaced with specific recipient data (like their name, company, or other details) when the email is sent, enabling personalization, consistency, and automation for mass mailings. They save time by inserting unique info for each person, making automatic emails feel more personal.
How they work
Take, for instance, the automatic email 'Application has just been submitted'. It has two placeholders: [FIRST_NAME] and [SUMMARY] In our templates, it looks like this:
Once the email arrives, these placeholders will be filled in:
For placeholders to work correctly you need to make sure that:
The data is available. If no first name is provided, the placeholder will be empty.
Placeholders work in specific situations and messages and is attached to an endpoint. See below how to correctly use each placeholder.
Placeholders which work in an all message templates if information is available
Placeholder | Function Specifies also does it apply to all messages, just automatic messages or just custom messages | Special conditions or ties to certain templates |
[FIRST_NAME] | Applicant's first name
All messages |
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[LAST_NAME] | Applicant's last name
All messages |
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[JOB_NAME] | Position name
All messages | In order for this placeholder to work, the applicant must be connected to a job.
Keep in mind that a Talent in Talent Community can be attached to several jobs, and therefore Job placeholder will not work. Job related messages should always be sent from under applicant view, not talent view. |
[SIGNATURE] | Your own signature
All messages | You can modify your signature under user settings |
Status update placeholders
Placeholder | Function
Specifies also does it apply to all messages, just automatic messages or just custom messages | Special conditions or ties to certain templates |
[EDIT_APPLICATION_LINK] | Application's edit link
All messages | Applicant can update their application until the job has an outcome, if this action has not been blocked in settings. Add this placeholder to a custom or status message to generate a link the applicant can use to modify their application.
The link works for 10 days and then expires. The applicant is able to modify their application by requesting a new link until there is an outcome or until the applicant's information storage time expires. |
[CANDIDATE_EXPERIENCE_RATING:DEFAULT] | Candidate's ability to rate the recruitment process and leave feedback
All messages | Add this to any email to ask for feedback on the recruitment during the recruitment process. |
In "Application has just been submitted" status
[SUMMARY] | Application summary
All messages
| Creates a summary of applicant's application. The applicant data is hardcoded in the system and cannot be modified.
You can modify the contents of the summary message by going to status update and opening the message dropdown menu. You should then be able to locate status message "Content of [SUMMARY] placeholder". |
In interview confirmation messages
[INTERVIEW_TIME] | Applicant's confirmed interview time
Automatic messages only | This is a status specific placeholder tied to phone interview confirmation, interview confirmation, online interview confirmation and group interview confirmation statuses.
This means, the placeholder goes out automatically with the interview confirmation message (unless you have customized the message and removed this placeholder) autopopulating interview time into the confirmation. This cannot be used in custom message templates at all. |
[TIMEZONE] | Timezone of interview time
Automatic messages only | This is a status specific placeholder tied to phone interview confirmation, interview confirmation, online interview confirmation and group interview confirmation statuses.
This means, the placeholder goes out automatically with the interview confirmation message (unless you have customized the message and removed this placeholder) autopopulating interview timezone into the confirmation. This cannot be used in custom message templates at all. |
[LOCATION_INFO] | Location of the interview or online interview link
Automatic messages only | This is a status specific placeholder tied to phone interview confirmation, interview confirmation, online interview confirmation and group interview confirmation statuses.
This means, the placeholder goes out automatically with the interview confirmation message (unless you have customized the message and removed this placeholder) autopopulating interview location into the confirmation, if this information is available. This cannot be used in custom message templates at all. |
In Talent Community invitation
[TALENT_COMMUNITY_LINK] | Talent Community invitation
Automatic messages only | This placeholder only works in one very specific automatically sent email called Talent Community invite. It is tied to a Talent Community template called "Talent Community invitation message".
In applicant view, after an applicant has been rejected, if a recruiter clicks 'add to Talent Community' in the application, then the system sends an automatic message to applicant asking them to join Talent Community and this link is autopopulated in that automatic message. It cannot be used in custom message templates.
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Feedback Placeholders
[TALENT_COMMUNITY_INVITATION] | Talent Community invitation message
All rejection messages | This placeholder is tied to all rejection messages. In order to get this placeholder to appear in a rejection message it is mandatory for the recruiter to add applicant to Talent Community before rejecting the applicant.
You add an applicant to Talent Community in application view by either clicking the diamond button or clicking "Add to Talent Community". (See image below chart)
Once you have clicked on either option, you will need to add them to the correct Talent Community group.
Once the button is activated, the placeholder will work in rejection messages.
If the button is not activated, placeholder will appear when drafting message but will disappear during sending entirely. |
[CANDIDATE_EXPERIENCE_RATING:DEFAULT] | Candidate's ability to rate the recruitment process and leave feedback
All messages | This placeholder only works once the applicant has receives an outcome. This placeholder will be activated after an outcome has been given, and will then function in a feedback message.
Without an outcome, this placeholder will disappear when sent to applicant. |
How to add an applicant to a Talent Community group in the applicant view.
Activate either of the buttons shown below before or after an outcome has been given.
Before an outcome is given, the invite will go out in the rejection message (as long as a placeholder has been added to the template.)
After an outcome has been given, and you activate the button, the invitation will go out automatically.
Talent Community Placeholders
Placeholder | Function Specifies also does it apply to all messages, just automatic messages or just custom messages | Special conditions or ties to certain templates |
[TALENT_EDIT_LINK] | Link for talents to edit their information
All messages | Once the applicant is a member of Talent Community, you can send them this placeholder, to enable them to update their Talent Community information.
Tied to this status: Link to continue editing the profile
Also usable in custom message.
This placeholder will disappear from message if talent is not a confirmed member of Talent Community. |
[ACTIVATION_LINKS] | Suggested positions links
Automatic messages
| This placeholder works when inviting a talent to an active recruitment using the 'Link to Active Recruitment' Button in Talent view.
After you click on this, the system will ask you to select the position or positions you want to invite the talent to, and all chosen positions will become generate their own links. |
[TALENT_COMMUNITY_LINK] | Talent Community confirmation link
All messages | This placeholder works with the 'Talent Community invitation message' template. Once you click on 'Invite to Talent Community' on the Talent page, this link will work as the invitation link in the outgoing email you send out manually. |