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Managing Emails and Email Templates

Adaface gives recruiters the ability to send emails to candidates (automated as well as on-demand) during various stages of hiring funnel. We define the end to end functionality of our emails here-

Email types and triggers

We provide five different email templates and triggers suited to different stages of candidate pipeline:

  1. Candidate Invite Email: This is sent automatically when a candidate is invited to an assessment using Adaface dashboard or any of our ATS integrations. Read here on how to invite candidates. You will see a live preview of the email when filling the candidate name in the dashboard to invite a candidate.
  2. Candidate Reminder Email: This is the first reminder email candidate gets if they don't take the technical chat after invite is being sent. This can be either automated (to be sent within 2 days or 3 days or 4 days etc from the invite email).
  3. Candidate Second Reminder Email: This is the second reminder email candidate gets if they don't take the technical chat even after first reminder email is sent. This can be either automated (to be sent 2 days or 3 days or 4 days etc from the reminder email) or sent by using email actions in Adaface Dashboard.
  4. Candidate Shortlist Email: This is the email candidate gets if they are marked as shortlisted manually by using email actions in Adaface dashboard.
  5. Candidate Rejection Email: This is the email candidate gets if they are marked as shortlisted manually by using email actions in Adaface dashboard.

Email actions

Note: Email actions is an enterprise feature. Please contact us at [email protected] to get it added to your Adaface instance

Manual actions

You can manually send over any of the four emails on-demand using 'email' icon in 'Actions' column of candidates view. There are also actions for 'shortlisting' and 'archiving' candidates but these doesn't automatically send shortlist/rejection emails. You have to inform your Adaface customer success manager for this.

Manual email options

Automated actions

You can automate reminder emails to be sent at different periods from the time invite emails are sent (ex: 1 day from invite email, 4 days from invite emails etc). This is turned on by default.

You can also schedule shortlist and rejection emails for candidates who get marks above or below the test threshold respectively. (this is not turned on by default)

Please contact your Adaface Success Manager or [email protected] to change these settings.

By default, reminder and second reminder emails are sent at 1 day and 3 day intervals respectively.
Recruiters can be cc'ed in invite and reminder emails that candidate receives. This is an enterprise feature. Please contact us to get it added to your Adaface instance.

Email templates

You can view/add/edit these email templates in Adaface dashboard itself. We provide functionality to change these at global level or at test level.

Manage templates

  1. Open Adaface dashboard
  2. Click on 'Settings' under your company name in top right of the dashboard
  3. Click on 'Emails' in the sidebar

By default, you can see 5 templates which act as default templates for all your tests. If you would like to make global changes, you can click on 'edit' icon to open the editor and make changes.

If you want to make changes only for a particular test (ex: you want to add extra instructions for invite email of a test), you can click on 'clone' icon to create a new template.

If you want to just preview the email template, click on 'eye' icon to view the template.

Understanding the email editor

Editing the email template

We use Liquid templating for creating emails. If you are new to liquid templates, you can read more about it here. We recommend bringing in your developer or your Adaface support manager to make the changes but as long as you ensure the test link is not removed, you can edit any text portions of the email.

For more granular control, we provide following data/placeholders to liquid templates:

{
    testName: "SampleTestName",
    testId: "sample-test-id",
    companyId: "sample-company-id",
    companyName: "CompanyName",
    candidateName: "CandidateName",
    startLink: "https://www.adaface.com/app/demo/start",
    chatLink: "https://www.adaface.com/app/demo/chat",
    statusLink: "https://www.adaface.com/app/demo/chat",
    interviewId: "demo",
    candidateFirstName: "CandidateFirstName",
    botName: "Ada",
    hasCodingQuestions: "true",
    inviteSentTime: Date.now(),
    durationInMins: "30",
    invitingName: "InvitingName",
    invitingEmailId: "[email protected]",
    dashboardLink: "https://www.adaface.com/app/dashboard/login",
}

Assign templates

To assign a newly created template to a particular test, you need to open the particular test settings page. Under test settings, you can select the newly created template against the corresponding email type (invite, reminder, second reminder etc).

Feel free to contact us at [email protected] for any queries.

Other emails

There are two other emails that are sent to the employees of the company at different stages of Adaface usage.

  1. Email invite sent to a team member using Team tab
  2. Email notification to graders of a test when a candidate completes the test

These are automatic emails and the content can't be edited.

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We evaluated several of their competitors and found Adaface to be the most compelling. Great default library of questions that are designed to test for fit rather than memorization of algorithms.

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Swayam
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