Templates & Automation | CONFIRM Docs

Open Settings → Communications to manage what CONFIRM sends candidates automatically and the templates your team reuses. The page has four tabs:

Tab	What it’s for
Communication Rules	The automatic messages candidates get at each point in your hiring process.
Templates	Reusable email and SMS content for rules and one-off messages.
Team Notifications	Which teammates get an email when a candidate needs action. See Team Notifications.
Sending Mailbox	The connected mailbox candidate email is sent from. Also covered in Team Notifications.

Admins and recruiters can change communication rules and templates. Viewers can open the page but not change it, and hiring managers don’t see Communications in Settings. Changes apply to your whole organization.

Communication Rules

The Communication Rules tab lists every automatic candidate message, grouped into sections:

Section	What’s in it
Interview lifecycle	Confirmations and rescheduling around a booked slot.
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.
Background checks	The link a candidate gets once a background check has been ordered. It only sends if your organization orders background checks through CONFIRM.

The header shows whether automatic messages are going out (Live · sending to candidates, or Paused · no rules turned on when every rule is off), how many rules are active, and how many messages they send.

Finding a rule

A toolbar above the list helps you find rules:

Search rules and message text… matches rule names, descriptions, and the message copy itself.
Filters for Status (All, Active, Paused), Channel (All, SMS, Email, Call), and Source (All, Customized, Default). Customized means your organization has edited the rule.
A sort menu: Group by section, Sort: Name A–Z, Sort: Active first, or Sort: Most messages.
Jump to chips that scroll to a section, with a count for each.

Reading a rule card

Each card shows the rule name and description, channel chips, how many messages it sends, when the first one goes out (for example “Sent immediately” or “1 day before interview”), and a short preview of the first message. An Off badge means the rule is turned off; Optional marks rules that start off and are there if you want them.

Use the switch on the card to turn a rule on or off. The content is kept when it’s off.

Editing a rule

Click a card to open it. Each step in the rule has a channel:

SMS and Email steps have editable text. Email steps also have a subject and can carry attachments (PDF, image, or document, up to 20 MB each).
Call steps are automated phone calls. There’s no message to edit.

Between steps you’ll see the delay, such as “24 hours later”. Timing isn’t editable on this page.

To write a step, type in the box; type {{ to insert a variable. To reuse saved content, click Use a template (or Change template) and pick one. While a template is linked, the step uses its text; click Detach to go back to custom text for this rule.

The right side shows a Live preview as Jordan Reyes: the message rendered with sample details, as an SMS bubble or an email. When you’ve made changes, click Save changes, or Discard to throw them away. If you try to switch tabs with unsaved edits, you’re asked whether to save, discard, or stay.

Sending a test

Each open rule has a Send a test panel. Enter your phone number, your email, or both, depending on the rule’s channels, and send. Test messages start with [TEST].

Variables

Rules and templates share the same variables:

Variable	Fills in
`{{first_name}}`	Candidate’s first name
`{{last_name}}`	Candidate’s last name
`{{job_title}}`	Title of the job
`{{company_name}}`	Your company name
`{{company_phone}}`	Your organization’s phone number
`{{interview_date}}`	Interview date, e.g. Thursday, May 14, 2026
`{{interview_time}}`	Interview time, e.g. 2:00 PM
`{{interview_timezone}}`	Time zone, e.g. MT
`{{interview_location_line}}`	Video link or address
`{{video_call_url}}`	The meeting URL only
`{{reschedule_link}}`	Link to move an existing interview
`{{scheduling_link}}`	Link to book an interview for the first time
`{{evaluation_link}}`	External assessment link
`{{recruiter_name}}`	The assigned recruiter
`{{next_open}}`	When your organization’s next outbound calling window opens

Templates

The Templates tab has Email and SMS tabs. Click Create email template or Create SMS template, give it a Template name, add a Subject (email only) and the body, and click Create template. The same {{ variable picker and live preview are available. Search with Search templates by name, subject, or body….

Templates are listed in two groups:

Your templates: ones your organization made. Edit or delete them. A Used by N rules badge shows when a rule depends on one.
System templates: ready-made templates marked System. Editing one saves your own copy.

You use templates in three places: linked to a rule step, in Use Template when messaging candidates in bulk, and in the Template picker when writing a new email from a candidate’s profile.

Exporting your messages

Export package (top right) downloads a Word document of every communication rule and what the voice agent says, so you can review the whole candidate experience in one place. Choose:

Filled-in preview: variables show example values, so it reads like real messages.
Show placeholders: variables stay as {{variables}}, which is easier when you’re editing copy.

Per-job settings

Rules apply to every job. The one per-job choice is which mailbox a job’s emails come from: set it under Email Sender in the job’s Communications section in the Job Console.

Candidates who opt out of SMS are skipped automatically. See Messaging Candidates.