Create and Manage Message Templates

Committee Managers and Administrators can create message templates to send particular messages to applicants when the status of a position or application changes.

Message templates are created on the Administration page of Faculty Search. When changing the status of an applicant or position, you can select one of the message templates you've created and send it to applicants communicating what you want them to know about the change in status.

For example, you can create a message to go out to all applicants when the status of a position changes from "Accepting Applications" to "Reviewing Applications."

Or, you can create a message to send to selected applicants when an applicant's status is changed from "Longlist" to "Shortlist," letting each applicant know you want to set up an interview.

The messages you create are available for you to add when a change in status is made, but you will of course always have the opportunity to edit and confirm messages before you send them.

See here for a list of sample message templates.

This article explains:

  1. How to create message templates to notify applicants of changes in the status of a position or application
  2. How to use the message templates you create to notify applicants of a change in application or position status

These messages are not automatically sent when changing the position or application status. You will always have the opportunity to edit and confirm messages before you send them along with notification of a change in status.

1. Navigate to the Administration page of Faculty Search

Click "Manage" on your Faculty Search dashboard, and select "Administration" from the dropdown menu

2. Open the "Message Templates" tab of the Administration page  

3. Click "Add" to create a new message template

4. Enter the message information including the "from name," the "reply to" email address, a subject, and the message text

The messages you create will appear when you make a change in the status of a position or application:

For example, let's say you want to send a message to all applicants thanking them and letting them know that you are now reviewing applications.

You will be changing the status of the position from "Accepting Applications," to "Reviewing Applications."

1. Open the "Applications" page of the position  

2. Click to change the status of the position

3. Click to send a message to applicants with the change

4. Click to open the list of available message templates

5. Select the template from the list

6. Confirm the message and make any necessary changes. Click "preview" to see how the message will appear to recipients.

7. Click "Confirm" to send the message, or "Edit" to make changes

For application statuses, the process is the same:

For example, let's say you want to send a message to only some applicants inviting them to an interview.

1. On the applications page, select the applicants you want to notify

2. Select the new application status

3. Confirm the change and select "Send message to selected applicants with this change"

4. Select the message template from the drop down list as shown below:

5. Click "Preview" to see how the message will appear to the applicant, and send when you are ready