Email templates

A stage-triggered email is a message that sends automatically when an applicant moves into a specific stage. Configure it once, and every candidate moved to that stage gets the same email — with their name, role title, and other variables substituted in.

This is the difference between "I'll email everyone we're rejecting on Friday" and "the rejection email sent itself the moment I dragged the card."

How it works

Each pipeline stage can have one email template attached. When an applicant moves into that stage, we:

1. Render the template with the applicant's variables (name, hire page title, your workspace name)
2. Queue the email in the background
3. Send it within 1–2 minutes
4. Log the send on the applicant's activity feed and in the Messages thread

If the applicant has already received the same template (e.g. you moved them out and back in), it won't re-send unless you explicitly choose Resend.

The default templates

Free and Starter plans get a set of standard templates for the default pipeline stages. They're written generically but professionally:

• New — auto-acknowledgement ("Thanks for applying to [role]. We've got your application and we'll be in touch.")
• Interview — invitation to move forward
• Offer — congratulatory + next steps
• Rejected — kind, brief, honest

These are not editable on Free or Starter. They include a small "Powered by hire.page" line in the footer.

Custom templates (Growth+)

On the Growth and Scale plans you can:

• Edit any template — subject line and body, using markdown for formatting
• Add templates to custom stages you've created
• Disable a template on a per-stage basis (so a stage move sends nothing)
• Customize the reply-to address — point replies at [email protected] so candidate responses thread back to your inbox
• Send a test to yourself before saving

Templates live at Settings → Email templates. Changes apply to all future stage transitions immediately.

Template variables

Inside any template's subject or body, you can use placeholders:

• {{ candidate.first_name }} — the candidate's first name (parsed from the name field)
• {{ candidate.name }} — the full name
• {{ candidate.email }} — the candidate's email address
• {{ hire_page.title }} — the hire page title (e.g. "Senior Video Editor")
• {{ hire_page.url }} — the full public URL of the hire page
• {{ workspace.name }} — your workspace's display name
• {{ team.first_name }} — the first name of the workspace owner
• {{ stage.name }} — the name of the stage they were just moved to

If a variable is missing on a particular applicant, we drop it gracefully instead of leaving the placeholder visible.

When emails don't send

• The destination stage has no template attached
• The applicant was already sent this template before — use Resend if you want it again
• You move the applicant out and back in within 5 minutes — de-bounced as a correction
• The applicant has unsubscribed
• You've hit your plan's email quota for the month (10 / month on Free, unlimited on Starter+)

Sender, reply-to, deliverability

• From name: your workspace name + a hire.page-managed address (e.g. "Acme via hire.page"). Custom sending domains are on the roadmap.
• Reply-to: defaults to our no-reply address (replies are lost). On Growth+ you can set a custom reply-to per template.
• Unsubscribe: every email includes a one-click unsubscribe link. Unsubscribed candidates are flagged on their card.

One-off messages

If you want to email a specific candidate something not tied to a stage transition, use the Messages tab on the applicant detail panel. These send through the same infrastructure but aren't logged as template sends.

Frequently asked

Can I send an email to multiple candidates at once?

Yes — open them one at a time and send from the Messages tab.

Can a template send only to certain candidates (conditional)?

Not in v2. A template attached to a stage sends to every applicant moved there.

Can I schedule an email for later?

Not in v2. Emails send within 1–2 minutes of the stage move.

Do candidates know the email was automated?

Most don't — it reads as written by you, with their name substituted in. The "Powered by hire.page" footer on Free / Starter / Growth is the only tell, and it's removable on Scale+.