Overview

iCIMS Candidate Relationship Management (CRM) is a powerful tool that organizations can use to recruit, attract, and engage qualified candidates. Working seamlessly with iCIMS Applicant Tracking (ATS), CRM provides comprehensive search and email capabilities that enable recruiters to find and communicate with the best-matching candidates for their jobs.

iCIMS Candidate Experience Management (CXM) combines the functionality of traditional candidate relationship management technology with AI-enhanced marketing automation capabilities to assess candidate engagement and automate campaigns.

CXM and CRM users have one of two roles: recruiter or recruiter admin. Recruiters have access to all functionality that allows them to search for and contact candidates. Recruiter admins, however, have extra permissions and capabilities not possessed by regular recruiters. This includes adding, editing, and archiving email templates in CXM or CRM.

For more information on user access and recruiter admin permissions, review the Managing Recruiter User Access and Configuration Settings in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM) article.
 

Understanding Templates

Email templates are pre-made emails with existing branding and content. When a CXM or CRM user composes an email, they must select a template to send as is (without any changes) or edit it to create a new email.

Recruiter admins can create new templates and edit and archive existing templates in their organization's system through the Templates tab on the Admin Settings page. This page lists all templates in table format with the following information:

• Template Name: The name given to the template.
• Category: Categories that determine where in the system the template will be available for recruiters; this filters out any irrelevant templates when recruiters set up an email in CXM or CRM to send to candidates.
• Sharing Type: The designation of public or private.
• Updated Date: The date it was last updated.

   
Tip: Use the Sort By dropdown to sort the table by template name, date created, or date updated.

Creating Templates

Recruiter admins can add new templates to CXM or CRM by selecting the + Create Template button at the bottom right of the Templates tab. This opens the Create Template popup, which includes these required fields:

• Template Name: A text field to input a name for the template.
• Category: A multi-select dropdown to determine which categories the template should be assigned to. Four categories are available here:
  • Campaign: Adds the template as an option only when creating an email campaign.
  • Default: Adds the template as an option for the Email action on the candidate profile and search (i.e., direct emails to up to 50 candidates).
  • Hiring Event: Adds the template as an option that can be selected in the Communication tab when creating an event.  There are two types of emails that can be enabled for an event:
    • Reminder Email: Sends to all candidates who are pre-registered to the event; if the Email Timing field is left blank, sends 24 hours before the start date and time of the event.
    • Thank You Email: Sends to all candidates associated with the event; if the Email Timing field is left blank, sends immediately when the event end date and time is reached.
  • Invite to Apply: Adds the template as an option only when inviting candidates to apply to a job.
• Public/Private: Checkboxes to designate the template as public or private. A public template can be used by all recruiters in CXM or CRM; a private template can only be used by the user who created it and any recruiters it was shared with.

After inputting the name and categories and then selecting Next, the recruiter admin is redirected to CXM’s or CRM's What You See Is What You Get (WYSIWYG) editor, where they set up their template and format the content as desired. For more information on using the WYSIWYG editor, review the article Creating Emails and Email Templates in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM).

After selecting Save from the editor, the recruiter admin is directed back to the Settings tab. A New Email Template Successfully Added message displays at the bottom, and the template is included as a new row in the table.
 

Searching for Templates

Recruiter admins can search for templates listed on this tab through the Template Search panel, accessible by selecting one of the magnifying glass icons. This panel includes the following fields and filters:

• Search by Name: A search bar to input a template name. As the recruiter admin types the name of a template in this bar, the system automatically filters results in the table with tags matching that text.
• Primary Filters: Two filters are available to narrow the results:
  • Categories: A dropdown to display templates with any of the four categories: Campaign, Default, Hiring Event, and Invite to Apply.
  • Exclude Categories: A dropdown to exclude templates with any of the four categories.
• Date Filters: Two date filters are available to narrow the results:
  • Created Start Date to Created End Date: Date boxes that allow you to select two specific dates and display templates that were created within that time span. 
  • Updated Start Date to Updated End Date: Date boxes that allow you to select two specific dates and display templates that were updated within that time span.
• Include Archived: A toggle to display archived campaigns in the table. By default, this toggle is disabled (in gray).

 

Editing Templates

Any template listed on this page can be edited by selecting Preview at the right of the template's row (or by selecting anywhere in the row). This opens the preview window displaying the branding and content of the template. Three different buttons are included at the bottom of this window:

• Edit Design: Opens the WYSIWYG editor to edit and then save the template branding and content.
• Edit Information: Opens the Edit Template page with two sections of information that can be updated:
  • Template Details includes editable fields for Template Name, Template Owner, and Categories.
  • Recruiter Sharing includes checkboxes for Public Template and Private Template. Check the box for Public to share the template with all recruiters in the system. Check the box for Private to share the template with only select recruiters.
• Duplicate: Opens the Duplicate Template - [Template Name] window, which includes the same fields as the Create New Template window. For more information, review Duplicating Templates below.

 

Archiving Templates

If a recruiter admin needs to archive a template, they can do so by selecting Archive in the template's row in the table. Once this link is selected, a Template Successfully Archived message displays at the bottom, and the template is immediately removed from the table and any template selector dropdowns in CXM or CRM.

Note: If the Include Archived toggle is enabled on the Templates tab, recruiter admins can unarchive a template by selecting Unarchive next to that template in the table.
 

Duplicating Templates

CXM and CRM allow recruiter admins to duplicate existing templates, making exact copies they can build off of to create new templates. Duplicate templates are edited as normal through the WYSIWYG editor. This duplication process helps to ensure consistency of content, formatting, and branding elements across templates.

To duplicate a template, recruiter admins can select the Duplicate link at the far right of the template's row in the table (or select the Duplicate button in the preview window). This opens the Duplicate Template – [Template Name] window. Since templates cannot have the same name, recruiter admins must enter a new template name for the duplicate template. If desired, they can also add or remove categories and change the public/private designation.

To complete the duplication, recruiter admins must select Duplicate from the Duplicate Template – [Template Name] window. This prompts a Template Successfully Duplicated message at the bottom of the tab; the new template is then added as a row in the table.