List of Email Templates and Associated Actions

Firefish provides you with many email templates covering all of your outgoing emails sent from within the system. Below you will find a list of all templates and where they are used.

You can use the links to jump to the email templates for a specific section of the system or for a specific email template, try searching within your browser. For example; in Chrome click CTRL+F to open the search field.

Email templates can be edited and customised to suit your own communication style and branding; they can be accessed within Settings>System Configuration>Email Templates.

Candidate Portal (Professional & Enterprise)

Employer Portal (Enterprise)

System

Candidate Email Templates

Here you will find information on all of the candidate specific email templates and when they are used within Firefish.

Candidate Action Email Templates

• Candidate Card (Insert) - This is a styled candidate profile which appears as an insert when selecting 1 or more candidate's and clicking Send CV from the Potential Matches Tab on a Contact Record.

• Legal Plugin - Candidate GDPR Opt-in - Reminder - When sending a reminder to candidates that appear on your Candidates to Follow Up To Do List.

• Reference Requested - When clicking the Reference Request button for any of the 3 reference options available on the References Tab within a Candidate Record.

• Send CV on Spec - When choosing the CV Send On Spec option from the Tasks Menu within the Candidate Header within a Candidate Record.

Candidate Bulk Email Templates

Whenever you want to send a bulk email to multiple candidate, for example from a candidate search; you'll be able to select one of your 5 candidate bulk email templates. These email templates can be customised to suit your own specific needs.

Candidate Email Templates

• Prescreen - When selecting Prescreen from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

• Follow Up Email - When selecting Follow Up from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

• General Email - When selecting General Email from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

• Get in Touch - When selecting Get In Touch from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

• Good Luck - When clicking the Good Luck button from the New Starts To Do List.

• Reference Details - When selecting Reference Details from the Email Type dropdown; when sending an email from theCandidate Header within a Candidate Record or from the New Registrations To Do List.

• New Start (to Accounts) - When selecting either Check In or Good Luck from the New Starts To Do List this email is automatically sent to Accounts.

• Request Details - When selecting Request Compliance Details email option from the Expired Details To Do List.

• Request Update - When selecting Request Update from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

• Thank You - When selecting Thank You from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

• Recurring Details - When selecting Request Compliance Details email option from the Recurring Details To Do List.

• Key Information Document - When selecting Key Information Document from the Email Type dropdown; when sending an email from the Candidate Header within a Candidate Record or from the New Registrations To Do List.

Candidate Meeting Email Templates

• Speculative Interview - When selecting Speculative Interview from the Meeting Type dropdown; when arranging a meeting from the Candidate Header within a Candidate Record.

• Registration Interview - When selecting Registration Interview from the Meeting Type dropdown; when arranging a meeting from the Candidate Header within a Candidate Record.

• General Update - When selecting General Update from the Meeting Type dropdown; when arranging a meeting from the Candidate Header within a Candidate Record.

• Contract Review - When selecting Contract Review from the Meeting Type dropdown; when arranging a meeting from the Candidate Header within a Candidate Record.

Candidate Registration Email Templates

• Candidate Welcome, No Password - When manually registering a candidate and selecting Consent Requested from the Legal Basis dropdown.

  This email is also sent when a candidate completes your Web Registration form (Professional & Enterprise).

• Candidate Welcome, With Password - When manually registering a candidate and selecting Consent Requested from the Legal Basis dropdown (Professional & Enterprise).

  This email is also sent when selecting Create Login from the Portal tab, within a Candidate Record (Professional & Enterprise).

• Legal Plugin - Candidate GDPR Opt-in - When reprocessing any candidates from the Consent Never Requested To Do List and selecting Consent Request from the Legal Basis dropdown.

• Manual Registration - When manually registering a candidate and selecting either Consent Provided or Legitimate Interest from the Legal Basis dropdown.

• Registration Approved - When Candidate Authorisation is enabled and a candidate has been authorised via the New Registrations To Do List, this email is sent to the candidate.

Contact Email Templates

Here you will find information on all of the contact specific email templates and when they are used within Firefish.

Contact Action Email Templates

• Arrange Meeting - When selecting Arrange Meeting from the Contact Header on a Contact Record. This template is used for all of the options within the Type dropdown.

• Business Development - When selecting Business Development from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record.

• Candidate Card (Insert) - This is a styled candidate profile which appears as an insert when sending 1 or more candidate's CV on Spec from the following places:

  1. When selecting CV Sent On Spec from the Tasks menu in the Candidate Header, within a Candidate Record.

  2. When clicking Send CV to one or more Contacts from the Potential Matches tab, within a Candidate Record.

  3. When clicking Send CV to one or more Contacts from a Contact Search.

• Follow Up - When selecting Follow Up from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record.

• General Email - When selecting General Email from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record.

• Legal Plugin - Contact GDPR Opt-in - When clicking the Request Update button from the Subscriptions tab, within a Contact Record.

• 1. When clicking Send CV to one or more Contacts from a Contact Search.

  2. When clicking Send CV to one or more Contacts from the Potential Matches tab, within a Candidate Record.

  3. When clicking Send CV from the Potential Matches Tab on a Contact Record.

     Send CV on Spec - When sending one or more candidate's CV on spec from the following places:

• Send Contract Terms - When selecting Contract Terms from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record. This is also used when sending an email from the Company Actions on a Company Record and selecting Contract Terms from the Email Type dropdown.

• Send Permanent Terms - When selecting Permanent Terms from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record. This is also used when sending an email from the Company Actions on a Company Record and selecting Permanent Terms from the Email Type dropdown.

• Thank You - When selecting Thank You from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record.

• Send Proposal - When selecting Proposal from the Email Type dropdown; when sending an email from the Contact Header within a Contact Record. This is also used when sending an email from the Company Actions on a Company Record and selecting Proposal from the Email Type dropdown.

Contact Bulk Email Templates

Whenever you want to send a bulk email to multiple contacts, for example from a contact search; you'll be able to select one of your 5 contact bulk email templates. These email templates can be customised to suit your own specific needs.

Company Email Templates

Here you will find information on all of the company specific email templates and when they are used within Firefish.

• Permanent Terms Authorisation - When changes are made to company Permanent Terms, this email is sent to the nominated compliance/super user(s) for authorisation (Enterprise).

• Contract Terms Authorisation - When changes are made to company Contract Terms, this email is sent to the nominated compliance/super user(s) for authorisation (Enterprise).

• Credit Details Authorisation - When changes are made to company Credit Details, this email is sent to the nominated compliance/super user(s) for authorisation (Enterprise).

• Permanent Terms Approved - When changes to company Permanent Terms are approved this email is sent to the following users:

  1. The user approving the changes

  2. The user who requested the changes

  3. The user listed as the Permanent Recruiter on the Company Record

  4. The user listed as the Company Owner on the Company Record

• 1. The user approving the changes

  2. The user who requested the changes

  3. The user listed as the Contract Recruiter on the Company Record

  4. The user listed as the Company Owner on the Company Record

     Contract Terms Approved - When changes to company Contract Terms are approved this email is sent to the following users:

• Credit Details Approved - When changes to company Credit Details are approved this email is sent to the following users:

  1. The user approving the changes

  2. The user who requested the changes

  3. The user listed as the Permanent Recruiter on the Company Record

  4. The user listed as the Contract Recruiter on the Company Record

  5. The user listed as the Company Owner on the Company Record

Adverts Email Templates

Here you will find information on all of the adverts specific email templates and when they are used within Firefish.

• Action - Not Progressing - Deleted - When selecting one or more candidates, clicking Not Progressing, then choosing Delete; from within the Applications tab on an Advert.

• Action - Consider - When selecting one or more candidates and clicking Consider from within the Applications tab on an Advert.

  This email is also generated when Candidate Authorisation is enabled and the Consider & Authorise button is clicked from within the Applications tab on an Advert.

• Action - Not Progressing - When selecting one or more candidates, clicking Not Progressing, then choosing either Not Progress or Archive; from within the Applications tab on an Advert.

• Advert Distribution - Mailshot - When sending a Mailshot from the Reach tab on an Advert.

• Advert Distribution - Mailshot Insert - This is a styled advert profile which appears as an insert when sending a Mailshot from the Reach tab on an Advert.

• Advert General Email - When selecting one or more candidates and clicking Email from within the Applications tab on an Advert.

• Application Acknowledgement - Candidate - When an unregistered candidate successfully completes an application to an advert on your website.

• Direct Application Acknowledgement - Comms Preferences - When an unregistered candidate successfully completes an application via Job Board Direct Apply.

• Direct Application Acknowledgement - Temp Password Link - When an unregistered candidate successfully completes an application via Job Board Direct Apply and has successfully updated their Comms Preferences (Professional & Enterprise).

• Direct Application - Already Applied - When a candidate has already completed a successful application via Job Board Direct Apply and attempts to apply to the same advert again.

• Refer a Friend - When a visitor to your website completes the Refer a Friend form on an advert, this email is sent to the referral recipient.

Jobs Email Templates

Here you will find information on all of the jobs specific email templates and when they are used within Firefish.

Permanent Jobs Email Templates

• Job Requirements - When clicking the Email option from the Job Header within a Permanent Job. This email is sent to the Contact populated on the Job Summary.

• Send Offer - Candidate - When confirming an Offer on a Permanent Job this email is sent to each candidate receiving an offer.

• Send Offer - Contact - When confirming an Offer on a Permanent Job this is the last email generated.

• Offer Authorisation - When confirming an Offer on a Permanent Job, this email is sent to the nominated compliance/ super user(s) for authorisation. Generated only when Authorisation on Offer is enabled within Settings>Job Configuration>Permanent Workflow (Professional & Enterprise).

• Offer Approved - When the nominated compliance/super user(s) authorises an Offer. Generated only when Authorisation on Offer is enabled within Settings>Job Configuration>Permanent Workflow (Professional & Enterprise).

• Placement - Candidate - When confirming a Placement on a Permanent Job this is the 1st email generated.

• Placement - Contact - When confirming a Placement on a Permanent Job this is the 2nd email generated.

• Placement - Accounts - When confirming a Placement on a Permanent Job this is the 4th email generated. This email will only be generated if you have an Accounts Email populated within Settings>Job Configuration>General.

• Placement - HR - When confirming a Placement on a Permanent Job this is the 3rd email generated. This email will only be generated if you have an HR Email populated within Settings>Job Configuration>General.

• Termination - Candidate - When confirming a Termination on a Permanent Job this is the 1st email generated.

• Termination - Contact - When confirming a Termination on a Permanent Job this is the 2nd email generated.

• Termination - Accounts - When confirming a Termination on a Permanent Job this is the 4th email generated. This email will only be generated if you have an Accounts Email populated within Settings>Job Configuration>General.

• Termination - HR - When confirming a Termination on a Permanent Job this is the 3rd email generated. This email will only be generated if you have an HR Email populated within Settings>Job Configuration>General.

• Termination - Authorisation - When confirming a Termination on a Permanent Job, this email is sent to the nominated compliance/ super user(s) for authorisation. Generated only when Authorisation check for Terminations is enabled within Settings>Job Configuration>Permanent Workflow (Professional & Enterprise).

Contract Jobs Email Templates

• Job Requirements - When clicking the Email option from the Job Header within a Contract Job. This email is sent to the Contact populated on the Job Summary.

• Send Offer - Candidate - When confirming an Offer on a Contract Job this this email is sent to each candidate recieving an offer.

• Send Offer - Contact - When confirming an Offer on a Contract Job this is the last email generated.

• Offer Authorisation - When confirming an Offer on a Contract Job, this email is sent to the nominated compliance/ super user(s) for authorisation. Generated only when Authorisation on Offer is enabled within Settings>Job Configuration>Contract Workflow (Professional & Enterprise).

• Offer Approved - When the nominated compliance/super user(s) authorises an Offer. Generated only when Authorisation on Offer is enabled within Settings>Job Configuration>Contract Workflow (Professional & Enterprise).

• Placement - Candidate (PAYE) - When confirming a Placement on a Contract Job where the Paye Type is PAYE, this is the 1st email generated.

• Placement - Candidate (LTD) - When confirming a Placement on a Contract Job where the Paye Type is LTD, this is the 1st email generated.

• LTD Rate Breakdown (Insert) - A customisable insert displaying LTD Pay Rate information. This insert appears on the Placement - Candidate LTD email.

• Placement - Contact - When confirming a Placement on a Contract Job this is the 2nd email generated.

• Placement - Accounts - When confirming a Placement on a Contract Job this is the 4th email generated. This email will only be generated if you have an Accounts Email populated within Settings>Job Configuration>General.

• Placement - HR - When confirming a Placement on a Contract Job this is the 3rd email generated. This email will only be generated if you have an HR Email populated within Settings>Job Configuration>General.

• Extension - Candidate - When confirming an Extension on a Contract Job, this is the 1st email generated.

• Extension - Contact - When confirming an Extension on a Contract Job, this is the 2nd email generated.

• Extension/Termination - Accounts - When confirming either an Extension or Termination on a Contract Job, this is the 4th email generated. This email will only be generated if you have an Accounts Email populated within Settings>Job Configuration>General.

• Extension - HR - When confirming an Extension on a Contract Job, this is the 3rd email generated. This email will only be generated if you have an HR Email populated within Settings>Job Configuration>General.

• Extension Authorisation - When confirming an Extension on a Contract Job, this email is sent to the nominated compliance/ super user(s) for authorisation. Generated only when Authorisation check for Extensions is enabled within Settings>Job Configuration>Contract Workflow (Professional & Enterprise).

• Termination - Candidate - When confirming a Termination on a Contract Job this is the 1st email generated.

• Termination - Contact - When confirming a Termination on a Contract Job this is the 2nd email generated.

• Termination HR - When confirming a Termination on a Contract Job this is the 3rd email generated. This email will only be generated if you have an HR Email populated within Settings>Job Configuration>General.

• Termination Authorisation - When confirming a Termination on a Contract Job, this email is sent to the nominated compliance/ super user(s) for authorisation. Generated only when Authorisation check for Terminations is enabled within Settings>Job Configuration>Contract Workflow (Professional & Enterprise).

• Roll On - Accounts - When selecting 1 or more contracts, clicking Roll On and confirming a new end date, within the Contractors Ending To Do List.

• Roll On Details (Insert) - A customisable insert displaying Contract Roll On information. This insert appears on the Roll On - Accounts email for each individual contract selected to Roll On.

• Candidate Document Signed - When all required electronic signatures have been completed on the Candidate Contract document (if selected when confirming a Contract Placement), this email is sent to the candidate. Only generated if Contract eSign is enabled within Settings>Job Configuration>Contract Workflow.

• Employer Document Signed - When all required electronic signatures have been completed on the Employer Contract document (if selected when confirming a Contract Placement), this email is sent to the contact. Only generated if Contract eSign is enabled within Settings>Job Configuration>Contract Workflow.

• Candidate Contract eSign (Insert) - An insert that includes the link for Document eSign on a Candidate Contract document. Can be added to the following email templates:

  1. Jobs>Contract>Placement - Candidate (PAYE)

  2. Jobs>Contract>Placement - Candidate (LTD)

• Employer Document eSign (Insert) - An insert that includes the link for Document eSign on an Employer Contract document. Can be added to the following email templates:

  1. Jobs>Contract>Placement - Contact

General Jobs Email Templates

• Job Authorisation - When Job Compliance is requested this email is sent to the nominated compliance/super user(s) for authorisation. Only generated if Authorisation on Job is enabled within Settings>Job Configuration>Permanent Workflow/Contract Workflow.

• Email - Candidate - When selecting one or more candidates and clicking Email on the Potential Matches tab and Considering tab, within a Job.

• Update - Candidate - When selecting one or more candidates and clicking Email on the Recruiter Interview tab through to the Offers tab, within a Job.

• Not Progressing - When selecting one or more candidates and clicking Not Progressing on any tab within a Job.

• Withdrawal - When selecting one or more candidates and clicking Candidate Withdrew on any tab within a Job.

• Offer Declined - When selecting one or more candidates and clicking Offer Declined on the Offer tab within a Job.

• Recruiter Interview - Candidate - When confirming a Recruiter Interview.

• Send CV - Candidate - When sending a CV from a Job, this is the 1st email generated.

• Send CV - Contact - When sending a CV from a Job, this is the 2nd email generated.

• Candidate Card (Insert) - This is a styled candidate profile which appears as an insert when sending 1 or more candidate's CV from a Job.

• Employer Interview - Candidate - When confirming an Employer Interview, this email is generated for each candidate selected for interview.

• Employer Interview - Contact - When confirming an Employer Interview, this is the final email generated.

• Interview Details (Insert) - A customisable insert containing Employer Interview details. This insert appears in the Employer Interview - Contact email for each candidate selected to interview.

• Job Additional Sales - Accounts - When confirming Additional Sales on the Job Summary, this email will be sent to Accounts. This email will only be generated if you have an Accounts Email populated within Settings>Job Configuration>General.

Candidate Portal Email Templates (Professional & Enterprise)

Here you will find information on all of the email templates specific to the candidate portal. These email templates are only available to Professional & Enterprise users.

• Forgotten Password - When clicking Send Password from the Portal tab, within a Candidate Record.

• Request to Remove - When a candidate clicks the Request to Remove button within the Candidate Portal>My Account; this email is sent to the email address populated within Website>Web Settings>Contact Details.

• Change Password - When a candidate completes the Change Password form and clicks Update within the Candidate Portal>My Account; this email is sent to the candidate as confirmation.

Employer Portal Email Templates (Enterprise)

Here you will find information on all of the email templates specific to the employer portal. These email templates are only available to Enterprise users.

• Welcome & Send Password - When clicking Create User on the Employer Portal tab of a Contact Record. This option is only available if the contact does not have an employer portal account created.

• Forgotten Password - When selecting Reset Password from the Actions options on the Portal tab; within the Contact record of an active Account Manager/Hiring Manager.

• Advert Authorisation Request - When an employer portal user creates a New Advert and clicks Authorise, this email is sent to the recruiter user listed as the Owner on the Company Record. This email will only be generated if Enable Advert Authorisation? is enabled within Settings>Employer Portal>Adverts.

• Employer Advert Applications Feedback - When an employer portal user selects one or more candidates on the Applicants tab within an Advert and clicks Feedback. This email is sent to the recruiter user listed as the Owner on the Company Record.

• Advert Authorised - When clicking Confirm and Authorise on the Advert Summary of an Advert created by an employer portal user. This email will only be generated if Enable Advert Authorisation? is enabled within Settings>Employer Portal>Adverts.

• Employer Recruitment Workflow Feedback - When an employer portal user selects one or more candidates on any stage of a Job and clicks Feedback. This email is sent to the recruiter user listed as the User on the Job Summary.

• Employer Account Not Renewed - When a Contact has an employer portal account that has expired.

• Application Acknowledgement - Firefish Employer User - When a candidate successfully applies to an Advert, this email is sent to the employer portal user (Contact) populated on the advert.

• Info Request - When an employer portal user clicks Request Info from the Candidate Header, within a Candidate Record.

• Job Created by Employer - Recruiter Acknowledgement - When an employer portal user creates a New Job, this email is sent to the recruiter user listed as the Owner on the Company Record.

• Change Password - When an employer portal user completes the Change Password form and clicks Update within the Employer Portal>My Account; this email is sent to the employer portal user as confirmation.

• Workflow - Send CV - Contact - When an employer portal user selects 1 or more candidates and clicks Forward CVs from the Shortlist tab, within a Job. This email is only generated if Enable Send CVs? is enabled within Settings>Employer Portal>Jobs.

• Workflow - Employer Interview - Candidate - When an employer portal user schedules and confirms an Interview via the Employer Portal, this email is sent to the candidate(s). This email is only generated if Enable Interviews? is enabled within Settings>Employer Portal>Jobs.

• Workflow - Employer Interview - Contact - When an employer portal user schedules and confirms an Interview via the Employer Portal, this email is sent to the Contact populated on the Job. This email is only generated if Enable Interviews? is enabled within Settings>Employer Portal>Jobs.

• Workflow - Permanent Send Offer - Candidate - When an employer user makes/edits and confirms an Offer on a Permanent Job, within the Employer Portal. This email is only generated if Enable Offers? is enabled within Settings>Employer Portal>Jobs.

• Workflow - Contract Send Offer - Candidate - When an employer user makes/edits and confirms an Offer on a Contract Job, within the Employer Portal. This email is only generated if Enable Offers? is enabled within Settings>Employer Portal>Jobs.

System Email Templates

System email templates are used for a number of automated emails sent from within Firefish and cannot be accessed or edited by users.

• Advert Renewal Reminder - When a live advert enters the Renewal notice period, this email is sent to the User populated on the Advert.

• Application Acknowledgement - Firefish User - When a new, successful candidate application has been submitted to an Advert via the website, this email is sent to the User populated on the Advert. This email will only be generated if

• Candidate Web Registration Alert - When a new candidate registers via the website this email will be sent to your Company Email Address within Website>Web Settings> Branding. This email will only be generated if you have Get web registration email alerts checked within Website>Candidate Registration>Web Registration.

• Change Password - When a user completes the Change Password form within My Account>Profile & Password, and clicks Update. This email is sent as confirmation to the user.

• Company Added via Candidate Profile - When a New Company has been added by a candidate, from the Profile tab within the Candidate Portal. This email will be sent to your Company Email Address within Website>Web Settings> Branding.

• Contact Us - When a visitor to your website completes the Contact Us form. This email will be sent to your Company Email Address within Website>Web Settings> Branding.

• Post a Vacancy - When a visitor to your website completes the Request a Vacancy form. This email will be sent to your Company Email Address within Website>Web Settings> Branding.

• User - Forgotten Password - When selecting Forgotten Password for a user within Settings>User Management>Users.

• User - Forgotten Password Link - When a user, candidate or employer with an existing login completes the Forgotten Password form via your website.

• Welcome & Send Password - When a new user is created.

• Welcome & Send Password Link - When an already registered candidate that does not have an active portal login, completes the Forgotten Password form on your website (Professional & Enterprise).

• Multi Factor Authentication - When a user request a multi factor authentication code via email. This email is only generated if Multi Factor Authentication is enabled for that user, or enforced for all users.

• Recruiter - Candidate Document Signature Required - When Counter eSign is enabled on a Candidate Contract Document, this email will be sent to the user selected to countersign. This email will only be generated if Contract eSign is enabled within Settings>Job Configuration>Contract Workflow.

• Recruiter - Employer Document Signature Required - When Counter eSign is enabled on an Employer Contract Document, this email will be sent to the user selected to countersign. This email will only be generated if Contract eSign is enabled within Settings>Job Configuration>Contract Workflow.

• Recruiter - Candidate Document Signed - When all required signatures have been completed on a Candidate Contract Document, this email will be sent to the user that confirmed/reconfirmed the Placement. This email will only be generated if Contract eSign is enabled within Settings>Job Configuration>Contract Workflow.