Templates & Automation

Settings → Communications has two tabs: Templates, where you manage reusable SMS and email content, and Communication Rules, where you control the automated messages CONFIRM sends candidates at key moments in the hiring process.

Templates

The Templates tab is split into Email and SMS. Use Create email template / Create SMS template to add one.

While editing, type {{ to insert a variable — for example {{first_name}}, {{job_title}}, {{company_name}}, {{interview_date}}, or {{interview_time}} — and a live preview shows the message rendered with sample candidate data. Save with Create template or Save changes.

Templates appear in two sections:

• Your templates — templates your organization created. Edit or delete them at any time (a “Used by X rules” badge warns you when a communication rule depends on one).
• System templates — pre-built templates you can clone and customize. Editing one creates a copy owned by your organization.

Templates are used in three places: linked into communication rule steps (below), picked when messaging candidates in bulk, and selected when composing a one-off email from a candidate’s profile.

Communication Rules (automated messages)

The Communication Rules tab lists every automatic candidate-facing message, grouped by what triggers it:

• Interview lifecycle — confirmations and rescheduling messages around a booked interview.
• Interview reminders — time-based nudges before the interview.
• Candidate outreach — follow-ups when a candidate goes quiet.
• Evaluations — sending external assessments and skills tests.
• Recovery — optional re-engagement after a missed step, such as a no-show.

This is also where automatic notifications like interview confirmations live — when an interview is booked, the matching rule sends the confirmation without anyone composing it.

Each rule fires on a pipeline event and runs one or more steps. For every step you control:

• Channel — SMS or email (shown as chips on the rule card).
• Timing — when it sends relative to the trigger, such as “Sent immediately”, “24 hours later” for a follow-up step, or “1 day before interview” for reminders.
• Content — edit the body (and subject, for email) inline with the same {{variable}} support as templates, or link a saved template with Use a template (and Detach to go back to custom content). Email steps can also carry file attachments up to 20 MB.

A live preview renders each step as the candidate will see it — an SMS bubble or a formatted email — using sample data. You can also Send a test to your own phone or email; test messages are prefixed with [TEST].

Use the toggle on each rule to turn it on or off without losing its content. Edits apply to your entire organization.

Opt-outs

Candidates can opt out of SMS at any time. Opted-out candidates are excluded from automated SMS and bulk sends automatically, and their profile shows an SMS Opted Out notice with the composer disabled. You don’t need to maintain a suppression list yourself.

For a shorter orientation to this settings page, see Communication settings.