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SmartRecruiters

Email Merge Fields

 

Merge Field Categories

With the exception of displaying the current date, the available merge fields are categorised into groups depending on the source of the selectable fields. Below is an overview of all the categories of fields, the fields available to select, where the information is being populated from and any logic used to populate them with.

Note: Anything field marked as New Fields will be deployed during Q2 2022. These will be announced as delights once they are ready so keep an eye out for them.

Candidate Category

The number of fields which are available for the candidate is consistent across the majority of the emails that can be configured. The list of fields in this category are:

Existing Fields: First Name, Last Name, Mobile Phone, Phone, Address Line, City and Country

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Company Category

Company information is recorded in the Company Profile controlled by your system admin. The list of fields in this category are:

Existing Fields: Company Name, Address (displayed as the Address + City + State fields), City, Country, State, Company URL and Brand Name

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“My” Category

There are a number of Merge Fields which are tagged with the prefix “My”. These fields are all pulled from the logged in users My Profile (Found via Settings/Admin → My Profile) The list of fields in this category are:

Existing Fields: First Name, Last Name, Email, Cell Phone, Work Phone and City

New Field: Position

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Job Category

Information about the Job can be included in emails using the following Merge Fields which are defined during the Job Creation Wizard:

Existing Fields: Job Title, Job Location, Legal Entity

New Fields: Address, City, Region, Country and Postal Code

New Fields: Job Ad Link and Job Ref ID

Note: Job Ad Link will be the longer form of the URL but will direct candidates to the same location as the URL displayed at the top of the Job below the title.

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Interview Category

These fields are only available when the email relates to the scheduling of an interview in the system. The Merge fields in this category are:

Existing Fields: Interview Start Date, Interview End Date, Interview Location and Self Schedule URL

New Fields: Interview Start Day, Interview Start Date and Interview Start Time

New Fields: Interview End Day, Interview End Date and Interview End Time

New Fields: Interview Timezone

Note: Self Schedule URL is only available as a merge field when sending an invite for a candidate to self schedule.

NEW Interviewer Details

New Fields: Interviewer First Name, Interviewer Last Name, Interviewer Job Title, Interviewer Phone and Consolidated Interviewers Names.

The interviewer details will be populated from the configured interview slot on the scheduling screen and will populate for the first defined interviewer.

In the situation where there are multiple interviewers (or multiple interviews), the first listed interviewer from the first interview will be chosen but the field Consolidated Interviewers Name will be populated with a concatenated list of all assigned interviewers from all interviews using the format below (no cap will be applied to the number of names in this list):

Format = “Full Name 1, Full Name 2 & Full Name 3” for example “Steven Grant, Marc Spector & Jake Lockley”

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NEW Additional Interview Details

New Fields: Interview Duration, Interview Type and Resource

Interview Duration: If there are multiple interviews scheduled at the same time, this will be a sum of the durations from all the interviews.

Interview Type: If there are multiple interviews scheduled, the type from the first one will be the one used.

Interview Resource: If there are multiple interviews or resources available, the first resource from the first interview will be the one used.

NEW Hiring Team Category

Hiring Manager Details

Four new merge fields will be introduced related to the Hiring Manager. They are:

New Fields: First Name, Last Name, Job Title and PhoneNote: This information is pulled from the Hiring Team listing for a given Job. If there is only 1 person assigned the Hiring Manager role their information will be populated. If there are multiple people assigned the Hiring Manager role, the Hiring Manager who was defined the earliest will be populated.

Recruiter Details

Four new merge fields will be introduced to allow the details of the Recruiter to be included. They are:

New Fields: First Name, Last Name, Job Title and PhoneNote: This information is pulled from the Hiring Team listing for a given Job. If there is only 1 person assigned the Recruiter role their information will be populated. If there are multiple people assigned the Recruiter role, the Recruiter who was defined the earliest will be populated.

Email types and available Merge Field categories

 

Custom Email Templates

Interview Email

Self Scheduling Invites

Offer Emails

Application Related Emails (New Applicant/Rejection)

Workflow Related Emails

Current Date

Yes

Yes

Yes

Yes

Rejection Email Only

Yes

Candidate

Yes

Yes

Yes

Yes

Yes

Yes

Company

Yes

Yes

Yes

Yes

Yes

Yes

“My”

Yes

Yes

Yes

Yes

Yes

No

Job

Yes

Yes

Yes

Yes

Yes

Yes

Interview

No

Yes

Self Scheduling URL only

No

No

No

Hiring Team

Yes

Yes

Yes

Yes

Yes

No