In this Article:
- Introduction
- Communication Set
- Email Templates
- SMS Templates
- The legacy email template editor
- Selecting a Communication set in a Hiring Studio Vacancy
- Monitoring and Auditing
Introduction
This product introduces new concepts compared to the legacy email template management. Previously email templates were account-level and all vacancies had the same email communication settings. With the Communication Center, we introduce new concepts and features that allow customers to manage the templates and settings on the vacancy level and a much better user experience.
The new email-sending service was created to be more robust, future-proof, and more auditable.
The Email Templates section allows you to customize and manage the automated emails sent to candidates throughout the application process. These templates ensure communication remains consistent with the customer’s tone, branding, and process.
Send Mail As
The Send Mail As field lets you define the display name that appears as the sender in candidate emails.
Example: Instead of “noreply@harver.com,” the email will display as “My Harver” or the customer’s company name.
The underlying sender address remains noreply@harver.com for consistency and deliverability.
Tip: Use a friendly, recognizable sender name — such as [Customer Name] Recruitment Team — to improve email engagement rates.
Upgraded Email Editor
Harver now offers an upgraded Email Editor with enhanced functionality for all new customer accounts.
To access it, click Use New Editor and edit or create templates directly in the enhanced editor interface.
Communication Set
A Communication Set is a group of email templates belonging to the same candidate audience (or vacancies). It contains all the email templates that candidates should receive during the application process, such as registration, magic links, reminders, status change emails, and sharing development and candidate feedback report emails.
This communication set can be assigned to a Hiring Studio vacancy. After the vacancy is updated, all new emails are sent with the selected set’s templates.
Adding a new Communication Set
Admins can add new Communication Sets with a desired name and a main language selected.
Default Communication Set
Legacy (non-hiring-studio) vacancies do not have the option to select a Communication Set in their settings. For this reason, Admins can select a Communication Set to be the Default for the respective account, and all Legacy vacancies will use that communication set in the same way it was for the account-level templates.
The first Communication Set created will automatically become the default. When you create multiple Sets in the account, you can change which one should be the Default with the “Set as Default“ button.
Email Templates
The editor allows Admins to tailor the email templates.
Email Template Editor
The communication set has an improved text editor.
It offers a wide range of rich text formatting capabilities. You can read more on the page about the detailed features, designed restrictions as well as recommended accessibility guidelines.
Placeholder values
To ensure that only valid placeholders are set in the templates, users cannot type placeholders manually anymore. The placeholder values are listed in a dropdown on the top-right corner and users can select the ones they need.
The inserted values are also not editable; you can only select them one by one and delete the entire value at once. The text formatting partially applies to the editor, but once the email is sent and the placeholders are replaced with the actual values, the blue background will be removed and the expected styling will be applied.
Embedding images
You can insert (embed) images into your email templates with the following restrictions:
Allowed file types: JPG, JPEG, PNG, GIF
Maximum file size: 1 Megabyte (previously it was 250KB)
Ideally, you should minimize the image size to optimize the email load time.
Ideal format: It’s not restricted, please find more information in our guidelines.
You can find the upload image feature in the editor toolbar.
The image will be placed in the current cursor position.
When you select an uploaded image in the editor, the image toolbar will appear which helps you further format the image to the ideal size (pixels width and height) as well as the alignment (left, center, right), style (rounded corners, boarded, adding shadow), adding alternative (alt) text, adding the caption, display inline or break text, insert a link (making it clickable), replace the image itself or remove it.
For more information, please see: Uploading videos and images
Enabling and Disabling email templates
Templates within the set can be toggled ON/OFF in edit mode.
When you click on the pencil icon to edit the template, you can change it to be enabled or disabled depending on your use case or customer use cases.
The disabled emails are functioning as expected. If a specific email, such as the 'Completed Email,' is triggered when a candidate finishes their journey, but the 'Completed Email' in the vacancy-related Communication Set is disabled, the candidate will not receive that email.
Languages
Each Communication Set has a “Main Language“ that is selected when the Set is created. Later, you can add additional languages.
The Main Language is used when a candidate applies to a Journey with a language that is not configured within the set. The system will fall back to the main language to communicate with the candidate.
Users can always tell which languages are added to a Communication Set and which language they are editing at the moment. The selected language is always shown in the title of the template list.
SMS Templates
SMS sending requires additional subscription. For more details please contact your Harver Customer Success Manager or your official Harver reseller partner.
SMS sending is limited to certain countries, and candidates outside those countries might not receive messages. Countries can be added on request, might take up to 1 month to procure a number for a country.
Enabling SMS
Contact your account manager to have SMS enabled on your account.
Once SMS is turned on for your account, all new communication sets will include SMS templates.
System-managed OTP template
The OTP code SMS used during phone-number registrations is a fixed system template.
It’s the same for every customer and cannot be edited.
Authentication-strategy-specific templates
Registration and Magic Link SMS templates only apply if you use the ATS-First Authentication strategy for your vacancies.
SMS Template Editor
Plain‐text only: The editor doesn’t support bold, italics, lists, or any rich formatting. SMS messages are sent as plain text.
Auto‐linking URLs: If you include a full URL (e.g., https://example.com), most mobile SMS apps will automatically render it as a clickable link.
Example SMS received on iOS
SMS Reminder Eligibility
If SMS reminders are enabled, any candidate with a phone number in their Harver profile will get them, whether they:
- Registered using a phone number,
- Added one in the Personal Info section, or
- Had it passed along by your ATS during the ATS-First registration.
Phone number added before the reminder interval: If a Harver-First candidate initially registers with only an email but submits their phone number in the Personal Info module before the configured reminder interval elapses, they will receive the SMS reminder.
No phone number by the reminder time: If the candidate hasn’t progressed and still hasn’t provided a phone number when the reminder interval arrives, they won’t receive the SMS reminder.
Reminder Configuration
We offer two reminders: Harver supports a 1st reminder and a 2nd (final) reminder for each candidate.
Interval starts at registration: The countdown begins the moment a candidate registers, either through Harver-First (self-registration) or ATS-First (via your ATS).
Order requirement: The 1st reminder’s interval must be set to a shorter duration than the 2nd reminder’s.
Fixed interval options: You can choose from 1, 2, 4, 6, 8, 12, 24, or 48 hours.
The legacy email template editor
Once the new Editor is enabled, the Account Settings → Email templates menu shows the banner with a link to the new screen.
Selecting a Communication set in a Hiring Studio Vacancy
Admins can select the desired communication set on the Vacancy level within the Hiring Studio.
When the Vacancy has more languages added than the ones configured in the Communication sets, there’s a chance that certain candidates will start their journey with a language we didn’t configure templates for. In that case, those candidates will receive the default (main) language of the Communication Set as a fallback mechanism.
Auditing
These new services were built with auditing.
All emails sent to candidates will be stored for 3 months for audit purposes and after 3 months they will be permanently deleted. This cannot be changed per account.