The Communications settings page lets you customize the subject line and body of the automated rejection, interview and offer emails Intervy sends to candidates and interviewers. Merge variables — both system-provided and custom — are substituted at send time so each recipient receives a personalized message.
Prerequisites
Template types
Eight templates are available:
| Template | Sent to |
|---|---|
| Rejection | Candidate |
| Interview confirmation | Candidate |
| Interview reminder | Candidate, and the assigned interviewer |
| Interview brief | Interviewer |
| Interview cancellation | Candidate |
| Interviewer cancellation | Interviewer |
| Offer | Candidate |
| Offer reminder | Candidate (not sent automatically, below) |
The two cancellation templates say the interview was cancelled in both the subject and body. Interview cancellation is for the candidate; Interviewer cancellation is for the assigned interviewer. Each has its own organization override, separate from confirmations and from other organizations. Cancelling an interview uses these templates for recipients who have an email address; the interviewer must still belong to the organization.
The Offer body supplies the starting text for a new offer when you haven't supplied a letter. Sending an existing offer uses that offer's saved letter, with the current Offer subject.
Intervy doesn't send the Offer reminder on its own. You can edit it and send yourself a test, but no hiring action sends it to a candidate.
Every template ships with a system default. Your edits layer on top — the default is always recoverable.
Editing a template
Step 1 — Open the Communications page
Navigate to Settings → Communications. On the Free plan without an active feature grace period, the tab shows a lock icon, because email templates are a Starter feature, and the page shows an Upgrade to Starter prompt instead of the editor. On Starter and higher, the left rail lists all eight template types. Select any type to load its current subject and body into the editor.
Step 2 — Edit the subject and body
The editor shows a Subject field and a Body area. Both support plain text and merge variable tokens in {{namespace.field}} syntax. Use the @ button next to each field to open the variable picker and insert a token without typing it manually.
Step 3 — Save changes
Select Save changes. The button is only active when the draft differs from the saved template.
Step 4 — Send a test email
Select Send test to open the confirmation dialog. The current draft is addressed to your own account email and uses sample merge data. Delivery requires email sending to be configured in a live environment; test and preview environments can skip delivery.
Step 5 — Reset to the system default
If you have a custom override saved, select Reset to default to restore the bundled template. A confirmation dialog warns that your edits will be lost.
System merge variables
Each template type supports a fixed set of system variables. The variable picker groups them by category.
Available variables by template
The table below lists the supported system tokens and the data available to them. Missing candidate, interview or offer details can leave values blank unless you use a fallback. Offer reminder uses sample data only when you send a test; it isn't sent automatically.
| Template | Available tokens |
|---|---|
| Rejection | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.email}}, {{position.title}} |
| Interview confirmation | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.email}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.duration_minutes}}, {{interview.interviewer_name}}, {{interview.location_block}} |
| Interview reminder | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.email}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.duration_minutes}}, {{interview.interviewer_name}}, {{interview.location_block}} |
| Interview brief | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.email}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.duration_minutes}}, {{interview.location_block}} |
| Interview cancellation | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.email}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.duration_minutes}}, {{interview.interviewer_name}}, {{interview.location_block}} |
| Interviewer cancellation | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.email}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.duration_minutes}}, {{interview.interviewer_name}}, {{interview.location_block}} |
| Offer | {{candidate.first_name}}, {{candidate.last_name}}, {{position.title}}, {{offer.salary}}, {{offer.start_date}}, {{offer.expires_at}} |
| Offer reminder | {{candidate.first_name}}, {{position.title}}, {{offer.expires_at}} |
{{interview.location_block}} is the meeting details line: the video-call link, the meeting place, both when available, or a note that details will follow.
Built-in organization fields and custom variables (both under the org namespace) are available in every template.
Built-in organization fields
Every organization has three built-in fields. They appear in the variable picker under Organization · Built-in with their current values, and in Manage variables under Built-in organization fields.
| Field | Token | Filled with |
|---|---|---|
| Organization name | {{org.name}} | Your organization's name |
| Contact email | {{org.contact_email}} | Your organization's contact email |
| Sign-off | {{org.signoff}} | Your own sign-off if you set one, otherwise "The your organization name team" |
The default sign-off follows your organization's name, so renaming the organization updates it in the next email. The preview on the Communications page uses your saved template and the current organization values. The panel above the editor shows the contact email and sign-off available to your templates.
Setting the contact email
The contact email is set on the Organization Settings page, in the Contact email field of the Organization card. To open that page from the Communications page, select Edit in Org Settings next to the contact email. Changing it requires org:manage. A new organization starts with the email of the person who created it — prefilled in the Create organization dialog, where you can change it — and the organization you get at sign-up uses your sign-up email.
Customizing the sign-off
Open Manage variables and select Edit sign-off on the Sign-off row to write your own. To go back to "The your organization name team", select Reset sign-off to default.
Who replies go to
When a teammate's action sends the email — rejecting a candidate, sending an offer, or scheduling, rescheduling or cancelling an interview — replies go to that teammate's email. Interview reminders and the confirmation a candidate gets after applying on your careers page reply to your contact email. A test email replies to you.
Optional fallback syntax
Append |"fallback text" to a token in the supported syntax to provide a default when the value is empty:
{{candidate.first_name|"there"}}
{{org.scheduling_link|"reply to this email and we'll find another slot"}}
Custom variables
Custom variables are org-level values you define once and reuse across all templates. Use the naming rules below so their tokens resolve under the org namespace: {{org.variable-name}}.
Adding a custom variable
- Select Manage variables on the Communications page.
- In the side panel, select Add custom variable.
- Fill in the fields:
- Name (kebab-case) — the identifier used in tokens (e.g.
scheduling_linkproduces{{org.scheduling_link}}). The built-in namesnameandcontact_emailcan't be used. - Label — a human-readable display name shown in the variable picker.
- Type — one of Single-line text, Multi-line text, Email address, or URL.
- Value — the text substituted when the token appears in an email.
- Name (kebab-case) — the identifier used in tokens (e.g.
- Select Add variable.
A custom variable with no value is listed as Not set in Manage variables and in the variable picker. A token that follows the naming rules renders blank unless the template gives a fallback.
Editing or renaming a custom variable
Open Manage variables, select the edit icon next to the variable, and choose Edit. You can change the label, type, value, and name. Renaming does not update your templates: recognized tokens with the old name render blank (or as their fallback text) in new emails until you change them, and a template that still contains the old token can't be saved. Emails already sent keep the text they were sent with.
Deleting a custom variable
Open Manage variables, select the edit icon next to the variable, and choose Delete. The variable is deleted right away. Its recognized tokens stay in your saved templates and render blank (or as their fallback text) in new emails, and a template that still contains them can't be saved until you remove them.
Permissions reference
| Action | Permission | Default roles |
|---|---|---|
| View templates and custom variables | email_templates:view | Admin |
| Edit templates and manage custom variables | email_templates:manage | Admin |
Troubleshooting
Save fails with a "Not saved" message — The message lists each token that is not recognized and why. Remove those tokens or use a supported field from the table above. The picker (@) can insert fields; observe the picker limitations listed above. If a token names a custom variable, check that it is spelled exactly as it appears in Manage variables.
Candidates see an empty sign-off or contact email — Both built-in fields always have a value. Check that the template uses {{org.signoff}} and {{org.contact_email}} exactly, and look at the preview on the Communications page, which uses your saved template and current organization values.
Reset to default is not available — The button only appears after you have saved at least one custom edit to the template. System defaults cannot be reset because there is nothing to revert.
Variable name already taken — Each variable name must be unique within your organization. Choose a different name or edit the existing variable instead.