Templates in Pinpoint play a crucial role in email communication. However, users may encounter issues where templates do not appear as expected. This article provides an overview of common reasons for template visibility issues and offers actionable steps to resolve them.
Common Reasons for Template Visibility Issues
1. The "Email Type" is incorrect
When creating a custom email template it is important to choose teh correct "email type" at the top of the template. Certain template types are tied to specific scenarios.
The list of custom template types are:
Custom - used for Adhoc emails to send to candidates from the messaging tab in their application, or can be used in certain automations
Custom Interview Cancellation - Used when "notify candidate" is selected cancelling a scheduled interview
Custom Interview Cancellation (Recruiter) - used when notify candidate is selected when cancelling a scheduled interview for a candidate uploaded by an external recruiter
Custom Interview Confirmation - selectable when scheduling an interview for a candidate, where the time is chosen for the candidate, rather than allowing the candidate to select their own time for the interview
Custom Interview Confirmation (Recruiter) - selectable when scheduling an interview for a candidate, where the time is chosen for the candidate, for Candidates uploaded by an external recruiter
Custom Interview Invite - Selectable when inviting a candidate to an interview that they are selecting their own time for.
Custom Interview Invite (recruiter) - Selectable when inviting a candidate who has been uploaded by an external recruiter to an interview that they are selecting their own time for.
Rejection - only show for candidates in the rejected stage or being moved to the rejected stage.
Custom Application Received - Can be configured per job to customised the "application received" message sdent to a candidate when they submit their own application.
2.Scope Template Visibility
Scope Template Visibility is a feature that lets companies control which templates are shown based on a job's place in the company's organisational structure. Instead of every recruiter seeing every template regardless of relevance, you can restrict a template so it only appears when the associated job belongs to a certain department, location, division, or custom group.
How it works
When editing a template, an admin user can add scope conditions - rules like " Location is London AND Department is not Engineering"
This template will then only show in candidates in jobs that are London based and not assigned to the engineering department.
Best Practices for Template Configuration
Plan Ahead: Configure email templates before creating jobs to avoid manual updates.
Use Descriptive Names: Clearly label email templates to simplify selection during scheduling.
Regularly Review Settings: Periodically check templates to ensure they still meet your requirements