Reply templates (quick replies)

What it is

Reply templates (also called reply shortcuts / quick replies) are saved messages you can insert when messaging candidates, so you don't retype common notes (rejections, next-steps, scheduling). They exist at two levels:

• Workspace shortcuts - defaults that are added to every new form.
• Form shortcuts - templates specific to one form, usable by any of its editors.

Both support {first_name}, {job_name}, {sender_name} and {sender_first_name}, which are replaced with the candidate's first name, the job's name, your full name and your first name before sending (see Message candidates). Every shortcut except Archive and Shortlist also supports {assignment_link}, which is replaced with each candidate's own assignment link when used from the Send assignment dialog (see Send and review assignments).

Manage workspace shortcuts

1. Go to Settings → the Reply shortcuts section ("Every time a new form is created, these reply shortcuts will be added by default").
2. Click Manage to open Default shortcuts.
3. Add a template (Add new template), giving it a short name (internal label) and a message. Save.
4. Edit or delete templates the same way.

Three built-in shortcuts can't be renamed or deleted, but you can edit their wording:

• Archive and Shortlist are the default message suggested when you move a candidate to that stage ("This template will be the default suggestion when you shortlist someone").
• Assignment is the default message in the Send assignment dialog (see Send and review assignments).

Manage form shortcuts

While messaging a candidate, click the ⚡ quick-replies icon in the composer and choose Add or edit reply shortcuts. Templates added here are specific to that form and can be used or edited by any of its editors.

Use a template

In the message composer (Inbox, candidate profile, or bulk reply), click the ⚡ icon and pick a template - its text drops into the message, with the variables filled in (except in bulk mode, where they stay as placeholders until each email is sent).

Notes & limits

• Workspace shortcuts are copied into new forms when those forms are created.
• Anyone with access to a form can use and edit that form's shortcuts.