Communications Client User Guide

This guide includes information on:

The communications section is where all system communication templates are created and held. To access this, go to Settings > Communications in the left-hand menu.

There are four available options in this section:

Email Options
Letter Options
Contract Options
SMS Options

Email Options

There are three available tiles in the Email Options:

Email Templates: this is where you can create or update email templates to be used within Jobtrain
Inbox: this displays all emails that have been received from candidates via Jobtrain
Outbox: displays a list of all emails that have been sent out from Jobtrain

Creating and amending Email Templates

In Email Options, select Email Templates
Choose Create Email Template from the left-hand menu which will open a new window:

(click on the image to expand)

Add the Email name and Email subject that will be sent to the recipients. Whilst not essential, you can also add a location if required to help when users are searching for the correct email template to use

Important note for clients utilising the Email & Calendar Integration (read the Email & Calendar guide): mustMerge field to be used:Did you know?

Add the main body of the email content using the formatting tools available to make any format changes

To add merge fields, place your cursor in the area you wish to add the merge field. Select from the dropdown menu and click Insert/Update data field

Date Merge fields

You can customise the appearance of the date merge fields when sending manual emails through the communication option in the candidate list action menu. This feature enables you to choose a long format such as "Tuesday 26th March, 2024" if required.

To specify the date format go to Settings > System Customisation > Set the date format and select the preferred date format for communications.

Once all formatting is complete and you have added all required merge fields to the email template, click Save and Exit.

How to add a link/URL to a website

Select the paperclip icon:

A pop-up box will open
Add Display Text: this is the wording that will be displayed in the email
Link Type: select URL
Protocol: choose what precedes the URL - https:// or http:// or one of the other options available
URL: add the URL/link
Press OK

Add a link to an email address

Select the paperclip icon:

Link Type: select E-mail
E-Mail Address: add the email address here
Message Subject: add the message subject
Press OK

Once all formatting is complete and you have added all required merge fields to the email template, click Save and Exit.

Attach a document from the document library to an email template:

First, copy the URL of the document you wish to attach to the email
Go to Settings > General Settings > Document Library
Select the document you would like to attach and then Copy Url

The page will then refresh to show the Url

Copy Url
Go back Settings > Communications > Email Templates
Open up the relevant email template
Select the paperclip icon
A pop-up box will open
Add Display Text: this is the wording that will be displayed in the email, so add in the name of the document
Link Type: select URL
Protocol: choose what precedes the URL - https:// or http:// or one of the other options available
URL: add the URL/link
Press OK

When candidates then click on this link it will download a copy of the attached document.

Amending Email Templates

To amend any existing email templates, simply find the template in the list of templates (or use the Search emails function at the top of the email templates page). Select the email name to open the editing window.

Make any required changes, then click Save and Exit.

Unused email templates can also be archived. Simply check the box next to the template and select Archive in the left-hand menu.

Email Templates connected to candidate statuses

Creating/Amending Letter Templates

Select Create Letter Template from the left-hand menu - a pop-up window will open.
Or click on a Letter Name to open and edit an existing template
Add a Letter name and main body of the letter wording, using the formatting tools available to make any format changes

To add merge fields, place your cursor where you wish to add the merge field, select from the dropdown menu and click Insert/Update data field

Note:

Once all formatting is complete and you have added all required merge fields to the letter template, click Save and Exit.

SMS Options

Text messaging is an optional feature. If you do not currently have access to this functionality, your Client Success Manager will be happy to discuss this feature with you.

Similar to the email options, there are three areas in SMS Options:

SMS Templates: create or update SMS templates used within Jobtrain
Inbox: displays all text messages received from candidates via Jobtrain
Outbox: displays a list of all text messages sent out from Jobtrain

Creating / Amending SMS Templates

Under SMS Options, select SMS Templates
Select Create SMS from the left-hand menu - a pop-up window will be displayed
Or select SMS Subject to open and edit an existing text message template
Add the SMS name and, if required, add a location to help users search for the correct template to use
Add the text message content in the main text box

Once the content is complete in the SMS template, press Save then Exit.

System Customisation – closing date has passed

You can set-up an email template to send to Line Managers once a closing date has passed or a job has been made live.

Update this by following the steps below:

Settings > System Customisation > Emails > Set default emails to line manager > Closing date passed email to line managers and Live notification to line manager.

Within the closing date is passed or the job is now live email templates, you can use the following merge fields:

<<JobTitle>>

<<JobID>>

<<Location>>