> For clean Markdown of any page, append .md to the page URL. > For a complete documentation index, see https://docs.confirm.global/llms.txt. > For AI client integration (Claude Code, Cursor, etc.), connect to the MCP server at https://docs.confirm.global/_mcp/server. # Templates & Automation 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](/communication/team-notifications). | | **Sending Mailbox** | The connected mailbox candidate email is sent from. Also covered in [Team Notifications](/communication/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](/communication/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](/jobs/job-console). Candidates who opt out of SMS are skipped automatically. See [Messaging Candidates](/communication/messaging-candidates#opt-outs).