Skip to content
Kabuna Docs

Setting up email templates

Email templates save you time by letting you reuse common messages. Instead of writing the same email from scratch every time, you create a template once and use it whenever you need it.

Creating a template

  1. Go to Settings > Email Templates.
  2. Click New Template.
  3. Give your template a name (this is just for your reference — candidates won’t see it).
  4. Enter a subject line.
  5. Write the email body.
  6. Click Save.

Email templates

Using variables

Templates support variables that get replaced with real values when you send the email. Wrap variable names in double curly braces:

VariableWhat it inserts
{{candidate_name}}The candidate’s full name
{{job_title}}The title of the job they applied to
{{sender_name}}Your name (the person sending the email)

For example, a template body might look like this:

Hi {{candidate_name}},


Thanks for applying for the {{job_title}} role. I'd love to set up a quick call to learn more about your experience.


Best,
{{sender_name}}

Email templates with variables

Suggested templates to create

Here are some templates most teams find useful:

  • Initial outreach — for reaching out to sourced candidates
  • Interview confirmation — with date, time, and meeting details
  • Rejection — a respectful note letting candidates know they won’t be moving forward
  • Offer follow-up — checking in after sending an offer

Where templates are used

You can pick a template in two places:

  1. When sending an email to a candidate from their profile.
  2. When setting up stage email rules that send emails automatically when a candidate moves to a specific stage.

Editing and deleting templates

  1. Go to Settings > Email Templates.
  2. Click on the template you want to change.
  3. Make your edits and click Save, or click Delete to remove it.

Email templates list