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Nextal Help

Email templates

Where to find it
Configuration → Templates → Email Template
Who can use it
Administrators with template access
Direct URL
https://app.nextal.com/conf/admin/emailTemplates

Email templates are the pre-written messages Nextal sends automatically or presents to recruiters when they take an action — denying a candidate, inviting someone to an interview, sharing a profile with a colleague, and more. A good template is professional, warm, and takes only seconds to review before sending.

The Email Templates list. The Group column shows whether a template is System Default or Client.

The template list

The list shows all email templates in your organization in a single view. Each row shows the template name, its Group, its status (Active or Inactive), and the creation date.

The Group column has two values:

  • System Default — predefined templates that Nextal sends automatically on key events (interview invitations, application acknowledgments, job alerts, and so on). These are always present in your account and cannot be deleted, only edited or deactivated. For a full list of system templates and their triggers, see the System email templates reference page.
  • Client — templates you have created for your own workflows (candidate communications, client-facing messages, custom notifications).

From the list you can:

  • Search by template name or keyword.
  • Filter by name, creation date, last update date, or status.
  • Open a template by clicking its name to view or edit it.
  • Edit a template from the action menu.
  • Duplicate a template from the action menu (creates an independent copy).
  • Delete a template from the action menu. System Default templates cannot be deleted.

Editing a template

Click a template to open the editor panel. The panel shows:

  • An Active toggle to enable or disable the template.
  • A Group selector (for non-system templates).
  • A Language selector when your organization supports multiple languages.
  • A Name field for the internal label.
  • A Subject field for the email subject line.
  • An AI assistant panel (if your organization has the AI integration enabled — see below).
  • A rich-text Template body editor.
  • A file attachment area where you can attach files (PDF, Word, or ODT) per language.

Click Save to save your changes.

AI template assistant

If your organization has the AI integration enabled, an AI assistant panel is available in the editor. It works on the content currently in the subject and body fields, and presents results for you to review before applying — nothing is overwritten automatically.

File attachments

Each language version of a template can carry file attachments. The attachment area accepts PDF, Word (.doc, .docx), and ODT files. Attachments are sent with the email when the template is used.

Tips

  • Always include the candidate’s name. It makes rejection and confirmation emails feel personal, not automated — even when they are.
  • Keep subject lines honest. A subject like “Update on your application” is better than a vague “Important message.”
  • Translate when your hiring is multilingual. Use the language selector to maintain separate content per language.
  • Review active templates periodically. Company name, contact information, and tone preferences change. A quarterly review keeps your templates current.