A template is ready-made content you insert in one click instead of writing from scratch. You will find them under Settings → Messages templates.
The message template list
Variables
In the body you can insert data the system fills in when sending — the candidate's first name, the position name, the application link. In the editor you pick them from a list under friendly names.
One difference worth remembering:
in an automatic message, a variable that cannot be filled is quietly removed from the text,
in a manually sent message such a variable stays visible and the system warns you about it.
Which is why it is worth looking at the preview before a bulk send.
Who can see a template
When saving you choose access: only me or the whole organization. Company templates are worth naming so it is obvious when to use them.
A template that is already in use
When you edit a template attached to project stages, a strip at the top of the dialog shows Projects: N · Pending messages: M. Click See details to check which projects and process templates use it and how many scheduled messages are waiting to be sent.
Editing a template with the list of places where it is used
On save, the system asks what to do with those uses:
Overwrite everywhere: the change goes to the projects, the process templates and scheduled messages that have not been sent yet.
Create a new template with the next number: the existing uses stay as they are and you get a copy with the new content, for example "Interview invitation (2)".
The question asked when saving a template that is in use
The second option is the safer one when you are not sure who else relies on the template.
If you don't have the Admin role, the details show only the projects and scheduled messages you have access to; the rest are counted in the line Without your access. When the template is also used there, Overwrite everywhere is disabled: create a new numbered template, or ask an administrator to overwrite it everywhere.
What templates cannot do
A template has no language and no link to a project. If you run recruitments in several languages you need a separate template for each, distinguished by name — the system will not substitute a language version automatically.
Meeting invitation templates
Those are a separate kind, covered in the meetings article. They fill in a calendar event's title and description rather than the body of an email.