Communicating clearly with candidates throughout the hiring process helps create a positive candidate experience. Toggl Hire makes this easy with ready-made email templates and the option to create your own custom templates, so you can keep candidates informed without repetitive manual work.
Accessing Email Templates
To manage your email templates:
Click the settings in the bottom left-hand menu.
Select Email Templates.
From here, you’ll see:
Your company custom templates
All system templates
Creating a New Template
To create a new email template:
Click add template
Give your template a name
Select a template type:
Invite to Test – for sending out skills test invitations
Reject Candidate – for rejection emails
Contact Candidate – for everything else, including updates, interview invitations, or offers
Add a subject line and email message
Click Save
Available System Templates
Toggl Hire includes several built-in email templates for common candidate communication. These can’t be edited directly, but you can duplicate them and customize as needed.
Application received
Lets the candidate know their application has been successfully submitted.Async interview invitation
Invites the candidate to complete a one-way (asynchronous) video interview.Interview invitation
Used to schedule a live interview with the candidate.Job offer
Sends a job offer to successful candidates.Rejection without feedback
Politely informs the candidate they’re not moving forward, without providing feedback.Test invitation
Sends an invitation for the candidate to complete a skills test.Test reminder
Reminds the candidate to complete a pending test.
Personalization Variables
Use personalization variables to automatically insert relevant details such as:
Candidate first name
Candidate last name
Company name
Etc.
ℹ️ If you have a variable such as [candidate first name] and it is not available (e.g. if they haven’t provided it yet), the variable will simply fall back to an empty value. So, for example, Hi [candidate first name] would appear as just “Hi”.
Editing Templates
To edit a template:
Click the template you want to change.
Make your edits.
Click Save.
System templates can’t be edited directly. However, you can duplicate them and edit the copy.
Archiving Templates
To archive a template:
Click the archive icon next to the template.
Confirm by selecting Archive Template.
📌 Archived templates cannot be unarchived, but they can be duplicated to create a new active version.
To delete an archived template:
Scroll to the bottom of the template list.
Click Show archived.
Click the delete icon and confirm with Delete Template.
⚠️ Deleting a template permanently removes it from the system. This action cannot be undone.