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Create Placement Follow-Up Email Templates


Create and Manage Placement Follow-Up Email Templates

Objective

This SOP explains how to create, customize, save, and revert placement follow-up email templates for different trigger types. It ensures team members can quickly configure templates for candidate and client communications while keeping trigger types easy to identify.

Key Steps

1. Open the Placement Follow-Up Template Area 0:00

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  • Hover over Users and click My Dashboard.
  • Scroll to the bottom of the page to the Private Data area.
  • Locate the Placement Follow-Up tab near the end of the available tabs.
  • This is where placement follow-up email templates are managed.

2. Start a New Template 0:21

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  • In the Placement Follow-Up tab, click Add New Template.
  • This opens the Add Placement Follow-Up Template window.
  • Review the available trigger type options before selecting one.

3. Select a Trigger Type 0:33

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  • Choose the trigger type you want to configure.
  • Available trigger types may include:
    • Start Date
    • 30-Day Check-In
    • 60-Day Check-In
    • 90-Day Check-In
    • 6-Month Check-In
    • 1-Year Check-In
  • Note: Once a template is created for a trigger, that trigger will no longer appear as an available option for that user.

4. Edit the Default Template Content 0:57

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  • The system loads the global default template as the starting point.
  • Review each section and update only what is needed.
  • Editable sections include:
    • Subject Line
    • Intro Message
    • Candidate Email
    • Client Email
  • Keep the structure intact unless your process requires changes.

5. Customize the Subject Line for Easy Identification 1:05

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  • Update the subject line so it is easy to recognize when the email arrives.
  • Include the trigger type in the subject line, such as Start Date or 30-Day Check-In.
  • Make the subject line clear enough that the account executive can immediately identify the purpose of the email.
  • Example format: Placement Start Date – [Candidate Name].

6. Update the Intro, Candidate, and Client Email Sections 1:39

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  • Edit the Intro Message if needed.
  • Update the Candidate Email copy and paste template for candidate communication.
  • Update the Client Email copy and paste template for client communication.
  • Ensure the messaging matches the trigger type and intended audience.

7. Save the Template 1:58

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  • Click Save Changes after completing your edits.
  • Confirm the template appears in the list at the bottom of the page.
  • Verify that the template is now active for the selected trigger type.

8. Repeat for Additional Trigger Types 2:05

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  • Click Add New Template again to create another trigger-specific template.
  • Notice that previously configured trigger types no longer appear in the dropdown.
  • Select the next available trigger type, such as 30-Day Check-In.
  • Make the same type of edits and click Save Changes.
  • Continue this process for any other trigger types you want to customize.

9. Use Global Templates for Unconfigured Triggers 2:22

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  • If a trigger type has not been customized, the system will continue using the global template.
  • This allows you to customize only the triggers you need while leaving the rest on default settings.
  • Confirm which triggers are custom and which remain global before finalizing your setup.

10. Reopen and Edit Remaining Templates as Needed 2:39

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  • Return to Add New Template to view the remaining available trigger options.
  • Select any unconfigured trigger, such as 1-Year.
  • The system will load the default global version for that trigger.
  • Make your edits and save changes when finished.

11. Revert to the Global Default Template 2:47

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  • If you want to stop using a custom template, turn the customizer off for that template.
  • Click Save Changes at the bottom.
  • The system will revert that trigger back to the global template.
  • Use this option if you want to restore standard messaging across the organization.

Cautionary Notes

  • Do not forget to click Save Changes after every edit; unsaved changes will not be applied.
  • Once a trigger type has been customized, it will no longer appear in the trigger dropdown for that user.
  • Be careful when editing the subject line—make sure the trigger type remains easy to identify.
  • Turning off the customizer will revert the template to the global default, so confirm this is intended before saving.

Tips for Efficiency

  • Use a consistent subject line format across all trigger types to make emails easy to scan.
  • Start with the global default template and only change the sections that need customization.
  • Create templates in order of priority, beginning with the triggers your team uses most often.
  • Keep a simple naming convention in the subject line so account executives can quickly identify the trigger and candidate.
  • Review which triggers are custom versus global before moving on to the next template.

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