The Communications settings page lets you customize the subject line and body of every automated email 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
Six templates are available, each targeting a specific event in the hiring pipeline:
| Template | Sent to |
|---|---|
| Rejection | Candidate |
| Interview confirmation | Candidate |
| Interview reminder | Candidate |
| Interview brief | Interviewer |
| Offer | Candidate |
| Offer reminder | 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. The left rail lists all six 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. Intervy sends the current draft with sample merge data to your own account email address.
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 variable picker shows only the fields that apply to the selected template. The table below lists every available token per template type.
| 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.meeting_url}} |
| Interview reminder | {{candidate.first_name}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.interviewer_name}}, {{interview.meeting_url}} |
| Interview brief | {{candidate.first_name}}, {{candidate.last_name}}, {{candidate.cv_url}}, {{position.title}}, {{interview.scheduled_at}}, {{interview.duration_minutes}}, {{interview.meeting_url}} |
| Offer | {{candidate.first_name}}, {{position.title}}, {{offer.salary}}, {{offer.start_date}}, {{offer.expires_at}} |
| Offer reminder | {{candidate.first_name}}, {{position.title}}, {{offer.expires_at}} |
Custom variables (under the org namespace) are available in every template.
Optional fallback syntax
Append |"fallback text" to any token to provide a default when the value is empty:
{{candidate.first_name|"there"}}
{{interview.meeting_url|"Your interviewer will share the link separately."}}
Custom variables
Custom variables are org-level values you define once and reuse across all templates. They 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 — a kebab-case identifier used in tokens (e.g.
signoffproduces{{org.signoff}}). - 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 — a kebab-case identifier used in tokens (e.g.
- Select Add variable.
Editing or renaming a custom variable
Open Manage variables, locate the variable, and select the edit icon. You can change the label, type, value, and name. Renaming a variable updates its name everywhere it is referenced — but only in new emails. Any emails already sent retain the text that was substituted at the time.
Deleting a custom variable
Open Manage variables, select the edit icon next to the variable, and choose Delete. Deleted variables leave their tokens in saved templates as literal text — the token renders as an empty string when the next email is sent.
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 rejected with "contains an unsupported token" — One or more tokens in the subject or body are not recognized. Open the variable picker (@) to see which tokens are valid for this template type, or check that the custom variable name is spelled exactly as it appears in Manage variables.
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.