Configure Email Templates

These can only be accessed using the admin account for GetGot.  If you do not know the admin account details please contact Hallmark Solutions.

Email alert templates can be accessed from the Admin User accounts and by clicking on Email Templates.  These email templates can be used to send reminders to applicants and the HR team regarding specific jobs.

There are 7 types of email alerts that can be configured (excl. ATS):

Applicant Email Alert:

This will send a reminder to any applicants who have registered for a job but have not completed their application.  The configuration of how many days in advance that this email is issued, if at all, is configured on a job by job basis when building the job.

Applicant Job Registration:

This for those applicants that have utilised the ‘My Profile’ feature and will send to any applicant who has registered for a job using this Profile method.  Therefore, the tone of this email should reflect the fact that the applicant will be able to resume their application forms from their ‘My Profile’ account.

Applicant Job Registration (PIN):

This is for those applicants who have registered via a PIN user account. It may be important to highlight to these applicants the fact that they will not be able to reuse their responses for future application forms and that following submission of their application, they can only download their completed application and monitoring forms at that point.

Application Submission:

Applicants will be informed of the successful submission of the application form upon successfully clicking ‘Submit’ on their application form.  Again, it may be important to highlight the differences of the PIN and My Profile accounts.

HR Email Alert:

Users can create an email alert that is issued to HR when the recruitment exercise has closed or is closing soon. These emails can be edited to include relevant information for your HR or Recruitment teams.  The configuration of how many days in advance that this email is issued, if at all, is configured on a job by job basis when building the job.  

Referee Details Request:

When HR deems it appropriate, this email alert can be issued to the email addresses that were entered for referees by the applicants. The link will take referees to an area in which they can enter their responses to additional detail requests.  This request is actioned manually by HR and will only be available if your application form uses the GetGot Referee template.

Referee Details Submission:

This will issue HR with an alert that a referee has submitted a response.

Editing the Email Template:

To setup or amend your email content, click Edit beside the particular email you wish to edit. 

The email template builder will open, and you can create your email content here.  The email will be made up of a Subject and Body as shown below:

To build your content type into the boxes provided.  There are merge fields available as shown above.  These are shown within the square brackets e.g. [Applicant Name].

To view the available merge fields, click in the Show button. 

 Clicking on a variable will copy the field for you to paste into the message body or subject line where required.