--- title: Getting Started with Email Templates description: This guide explains how to create an email template in Enginehire using either the manual method or the AI generation option. --- [Skip to content](https://learn.enginehire.io/en/knowledge/getting-started-with-email-templates#main-content) English Show submenu for translations [Contact us](https://learn.enginehire.io/en/knowledge/kb-tickets/new?hsLang=en) [Customer portal](https://learn.enginehire.io/tickets-view?hsLang=en) ![enginehire logo thin dark 1.0.png\]](https://learn.enginehire.io/hs-fs/hubfs/enginehire%20logo%20thin%20dark%201.0.png?height=40&name=enginehire%20logo%20thin%20dark%201.0.png) - Home - Products - Pricing - Blog - Company Open main navigation Close main navigation - Home - Products - Pricing - Blog - Company - English Show submenu for translations - [Contact us](https://learn.enginehire.io/en/knowledge/kb-tickets/new) - [Customer portal](https://learn.enginehire.io/tickets-view) - Go to main page Go to main page Hello! You can find guides on how to do everything in Enginehire here. If you can't find what you are looking for or anything feels out of date, please contact us! - There are no suggestions because the search field is empty. 1. [Enginehire Help Center](https://learn.enginehire.io/en/knowledge?hsLang=en) 2. [Settings](https://learn.enginehire.io/en/knowledge/settings?hsLang=en) # Getting Started with Email Templates ## This guide explains how to create an email template in Enginehire using either the manual method or the AI generation option. It covers the steps to enter the required details, configure the email content, and create the template using your preferred method. Let’s get Started🚀 **Step 1:** Navigate to More then click on Email Templates. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-56-2563-AM.png?width=670&height=192&name=undefined-Oct-19-2026-07-39-56-2563-AM.png) **Step 2.** Click on Add New Template to open the template creation form. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-55-7666-AM.png?width=670&height=116&name=undefined-Oct-19-2026-07-39-55-7666-AM.png) The first part will be Configuration. We need to fill in the required details accordingly to create the email template. **Step 3.** Under Name, enter a name for the template. This is for internal reference only. You can give the template a name or description that helps you understand its purpose. For demonstration purpose, we are adding “**Candidate Profile looks good- Want to Move forward to Interview**”. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-55-4707-AM.png?width=670&height=121&name=undefined-Oct-19-2026-07-39-55-4707-AM.png) **Step 4:** Under Internal Notes, add any instructions or guidelines for admins about when to use the template. These notes will not be included in the email sent to users. For demonstration purpose we are adding here “Profile Looks Good”. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-57-5540-AM.png?width=670&height=173&name=undefined-Oct-19-2026-07-39-57-5540-AM.png) After Naming the Email Template Type and Status fields will appear. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-56-7968-AM.png?width=670&height=275&name=undefined-Oct-19-2026-07-39-56-7968-AM.png) **Step 5.** Under **Type**, select the appropriate category. Here for demonstration purpose, we are creating an email template for **Candidate**. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-00-7321-AM.png?width=670&height=324&name=undefined-Oct-19-2026-07-40-00-7321-AM.png) After selecting the appropriate **Type**, the **Trigger** dropdown will appear.Note: There are different types of email templates available for communicating with candidates, clients, and other job-related purposes. You can select the appropriate type from the **Type** dropdown based on your requirements. **Step 6.** **Select the Trigger** Here, you can select the appropriate trigger for the email template. Several trigger options are available in the dropdown. In general, we are using the **Status Change Notification** trigger. This trigger sends an email when a candidate’s or client’s status changes, informing them about the update and explaining what has happened or what action they may need to take next. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-56-5661-AM.png?width=670&height=141&name=undefined-Oct-19-2026-07-39-56-5661-AM.png) **Step 7:** Under **Status**, select the status that should trigger the email. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-57-3087-AM.png?width=670&height=139&name=undefined-Oct-19-2026-07-39-57-3087-AM.png) For demonstration, we are selecting **Application Approved**. The email will be triggered when the candidate’s application status changes to *Application Approved*. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-56-0299-AM.png?width=537&height=251&name=undefined-Oct-19-2026-07-39-56-0299-AM.png) **Step 8.** Click **“Next: Sender and Recipients”** button to proceed to the next step. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-59-2946-AM.png?width=670&height=315&name=undefined-Oct-19-2026-07-39-59-2946-AM.png)   After clicking **“Next: Sender and Recipients,”** the Sender and Recipients section will appear. Here, you can configure the sender details, specify who should receive the email, and adjust additional email settings using the three available sections. **Step 9**. Expand this section “Who does this email come from, where do replies go, CC/BCC” Once you expand this section, the following fields will become visible: Use Current Admin Email, Sender/From Email, Reply To Email, CC, and BCC. For demonstration purposes, we are using test@enginehire.ca as the Sender/From Email. You can use your preferred email address and configure the other fields according to your requirements. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-57-8101-AM.png?width=670&height=315&name=undefined-Oct-19-2026-07-39-57-8101-AM.png) **Step 10.** Click **“Control who receives this email”** to expand the section and view the available recipient settings. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-58-1749-AM.png?width=670&height=164&name=undefined-Oct-19-2026-07-39-58-1749-AM.png) **Step 11.** Click on Locations under **Control who receives this email.** Select the locations where this email template should be available. For demonstration purposes, we have selected Los Angeles. This field is optional, so you can leave it blank if you don't want to restrict the template to specific locations. **![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-59-6223-AM.png?width=670&height=152&name=undefined-Oct-19-2026-07-39-59-6223-AM.png)** **Step 12.** Click on Languages. Select the languages for which this email template should be available. For demonstration purposes, we have selected **German**. This field is optional, so you can leave it blank if you don't want to restrict the template to a specific language. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-03-5532-AM.png?width=670&height=159&name=undefined-Oct-19-2026-07-40-03-5532-AM.png) **Step 13.** **Select Admin that can send this email** Select the admins who should be allowed to use this email template. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-01-0710-AM.png?width=670&height=165&name=undefined-Oct-19-2026-07-40-01-0710-AM.png) **Step 14.** Click on **Types.** Select the types for which this email template should be available from the dropdown . For demonstration purposes, we have selected **Full Time Nanny**. This field can be left blank if you don't want to restrict the template to a specific type. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-02-7472-AM.png?width=670&height=249&name=undefined-Oct-19-2026-07-40-02-7472-AM.png) **Step 15**. Click on **Add Matching Condition.** You can add multiple matching conditions by clicking “Add Matching Condition” again and selecting additional fields as needed. **![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-03-0161-AM.png?width=670&height=217&name=undefined-Oct-19-2026-07-40-03-0161-AM.png)** A window titled **“Add Field Condition”** will open after clicking **Add Matching Condition.**Here on clicking “Select Field” the dropdown will open. Select the additional field you want to use for the condition, then click “Submit” to apply it or “Cancel” if you don’t want to apply it. For demonstration purposes, we are selecting “What type of position are you looking for?” as the field. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-02-1623-AM.png?width=670&height=128&name=undefined-Oct-19-2026-07-40-02-1623-AM.png) ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-04-6546-AM.png?width=670&height=127&name=undefined-Oct-19-2026-07-40-04-6546-AM.png) Once you submit the field condition, it will appear under **“Control who receives this email.”** Select the appropriate value for the chosen field. For demonstration purposes, we have selected **“Nanny”** under **“What type of position are you looking for? (Candidate).”**   You can select the relevant value according to your requirements. This field can be left blank if you don't want to restrict the template to a specific type. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-04-0182-AM.png?width=670&height=234&name=undefined-Oct-19-2026-07-40-04-0182-AM.png) **Step 16.** Expand the **Advanced Options** section to view additional settings. Select the relevant options according to your requirements, such as excluding the email footer, sending the email without a pop-up, saving it as an admin note, or deactivating the template. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-57-0720-AM.png?width=670&height=97&name=undefined-Oct-19-2026-07-39-57-0720-AM.png) **Step 17:** Click **“Next: Content”** to proceed to next section. where you can create the email subject and body. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-59-9358-AM.png?width=670&height=228&name=undefined-Oct-19-2026-07-39-59-9358-AM.png) ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-01-6256-AM.png?width=670&height=260&name=undefined-Oct-19-2026-07-40-01-6256-AM.png) **Step 18.** In the **Subject** field, enter the subject line for your email. For demonstration purposes, we have used **“Thank You for Applying!”** ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-00-2036-AM.png?width=670&height=267&name=undefined-Oct-19-2026-07-40-00-2036-AM.png) Once you enter the subject, move to the **Body** section to create the email message. You can either write the email content **manually** or use the **“Create email body using AI”** option to generate the content automatically. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-02-4105-AM.png?width=670&height=283&name=undefined-Oct-19-2026-07-40-02-4105-AM.png) **Step 19.** Create the email body. **Generate Email Body** Manually You can select the relevant tags from the **“Insert Tags”** panel on the right and use them in your email content. For example, **\[\[fname\]\]** automatically inserts the candidate's or client's first name, depending on the recipient and template context. To add a tag, click the desired tag in the **“Insert Tags”** panel on the right, then paste it into the email body wherever you want the relevant information to appear. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-58-9788-AM.png?width=670&height=331&name=undefined-Oct-19-2026-07-39-58-9788-AM.png)   The email editor provides several formatting options to customize your email according to your requirements. You can change the text style, font, font size, color, alignment, and other formatting settings to create a well-structured and professional email. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-04-2900-AM.png?width=670&height=309&name=undefined-Oct-19-2026-07-40-04-2900-AM.png) **Generate Email Body Using AI** - To generate the email body using AI, click **“Create email body using AI.”** A window titled **“Generate Email Body”** will appear. You can use the example prompts provided in the window or enter your own instructions describing the email content you want to generate. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-58-4244-AM.png?width=666&height=572&name=undefined-Oct-19-2026-07-39-58-4244-AM.png) Once you have entered your prompt, click **“Generate”** to proceed. The AI will generate the email body based on your instructions. A popup will appear stating Generation complete then click on close to close the popup. ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-39-58-7000-AM.png?width=670&height=212&name=undefined-Oct-19-2026-07-39-58-7000-AM.png) ![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-04-9445-AM.png?width=670&height=295&name=undefined-Oct-19-2026-07-40-04-9445-AM.png) You can also use the AI Assist option to improve or rewrite the email body. Click the AI Assist icon to open the Assistant window. Enter your instructions in the text field or click the microphone icon to speak your instructions, which will be converted into text. Once your instructions are ready, click “Submit” to proceed. **![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-03-7791-AM.png?width=670&height=296&name=undefined-Oct-19-2026-07-40-03-7791-AM.png)![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-03-2949-AM.png?width=670&height=168&name=undefined-Oct-19-2026-07-40-03-2949-AM.png)![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-01-9336-AM.png?width=670&height=239&name=undefined-Oct-19-2026-07-40-01-9336-AM.png)** You can also click the Microphone icon to dictate your email. When you click the **Microphone** icon, it will turn red, indicating that voice recording is active. You can then speak your message, and your speech will automatically be converted into text in the email body. **![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-00-4987-AM.png?width=670&height=258&name=undefined-Oct-19-2026-07-40-00-4987-AM.png)![](https://learn.enginehire.io/hs-fs/hubfs/undefined-Oct-19-2026-07-40-01-3483-AM.png?width=670&height=299&name=undefined-Oct-19-2026-07-40-01-3483-AM.png) Step 20.** Click on **Edit My Email Footer** to open the footer editor.  Here you can customize the content that appears at the end of your emails. ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-24-44-8220-AM.png?width=670&height=257&name=image-png-Oct-19-2026-08-24-44-8220-AM.png) You can either type your email footer manually or click the **Microphone** icon to dictate your content, which will automatically be converted into text. You can also customize the footer using the formatting options available in the toolbar, such as font style, font size, text color, alignment, bold, italic, and underline.   **Step 21.** Click on **AI Assist** to improve your email footer text.**![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-28-19-6674-AM.png?width=591&height=146&name=image-png-Oct-19-2026-08-28-19-6674-AM.png)** After clicking **AI Assist**, an Assistant window will open. In the instruction field, enter what you want the AI to do, such as rewriting your footer to sound more professional. You can also use the **Microphone** icon to dictate your instructions instead of typing them. **Step 22.** The current footer text will be displayed below. Once you’ve entered your instructions, click Submit to let the AI assist you in improving the text. **![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-30-08-7879-AM.png?width=670&height=183&name=image-png-Oct-19-2026-08-30-08-7879-AM.png) Step 23.** A confirmation popup will appear. Click **Yes** to replace the existing text with the AI-generated text, or **No** to keep the original text. **![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-35-43-0804-AM.png?width=670&height=248&name=image-png-Oct-19-2026-08-35-43-0804-AM.png) Step 24.** Click Submit to Save Email Footer. **![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-38-35-5740-AM.png?width=670&height=309&name=image-png-Oct-19-2026-08-38-35-5740-AM.png) Step 25. U**nder **Attachments and Documents**, you can optionally add files or select document templates to include in the email. **![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-47-18-7391-AM.png?width=670&height=234&name=image-png-Oct-19-2026-08-47-18-7391-AM.png) Step 26.** Click on **Create** button. Once you have entered all the required details and reviewed the email template, click **Create** to create and save the email template. ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-50-42-8932-AM.png?width=486&height=228&name=image-png-Oct-19-2026-08-50-42-8932-AM.png) ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-08-56-33-3271-AM.png?width=670&height=74&name=image-png-Oct-19-2026-08-56-33-3271-AM.png) This completes the process of creating an email template manually. There is also another option to generate the email template using AI, which can help you create the email content automatically based on your requirements. **Step 1.** Click on **Generate Email Template using AI.** ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-09-01-23-4035-AM.png?width=582&height=249&name=image-png-Oct-19-2026-09-01-23-4035-AM.png) A window titled **“Generate Email Template with AI”** will appear. You can use the example prompts provided in the window or enter your own instructions describing the email content you want to generate. **Step 2.** Once you have entered your prompt, click **“Create”** to proceed. The AI will generate the email body based on your instructions. ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-09-02-51-6064-AM.png?width=602&height=480&name=image-png-Oct-19-2026-09-02-51-6064-AM.png) Step 3. A popup will appear stating Generation complete then click on close to close the popup. ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-09-04-47-0172-AM.png?width=625&height=212&name=image-png-Oct-19-2026-09-04-47-0172-AM.png) Step 4. The AI will generate the complete email template based on your prompt. Review the generated content and, if everything looks good, click **Create** to create the email template. ![](https://learn.enginehire.io/hs-fs/hubfs/image-png-Oct-19-2026-12-27-10-6811-PM.png?width=1377&height=642&name=image-png-Oct-19-2026-12-27-10-6811-PM.png) Your email template will be created successfully. 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