Email Templates let you build custom emails for candidates and referees. This guide covers how to create and manage them, and how to apply them to your brands.

While signed in to your Checkmate account, click your profile icon in the top-right corner of the screen.
Click Company Settings.
Click the Email Templates tab. This is where you create and manage your email content.

Creating an email template

Click Create Template to start a new email template.
When the editor opens, you'll see two panels — the left panel is where you configure the template.
The right panel shows a live preview with your brand's logo and colours that updates as you type, so you can see how your email will look before saving.
Enter a name for your template.
Select the Audience — candidate or referee.
Select the Event that triggers your email.

The following events are available:

Event	Description
Candidate Request	The first email a candidate receives, inviting them to complete their candidate form.
New Checks Added	Sent when further checks are added to a candidate who has already received a Candidate Request email.
New Referee Nomination	Sent when additional referees are added for an existing candidate.
Replace Referee	Sent when a referee needs to be replaced, asking the candidate to nominate a replacement.
Candidate Portal Invitation	Invites a candidate to the candidate portal, where they can view and manage their checks.
New Request to Referee	Sent to a referee once a candidate has nominated them to complete a reference.

If you have more than one brand, you'll see the Link to Brands dropdown. Use it to choose the brands this template should apply to.
You can apply the template to multiple brands.

You can also assign templates to brands from the Branding tab in Company Settings. See the Branding email communications article for more details.

Enter a subject line for your email. To personalise it, type @ and choose a variable — use @job to insert the candidate's job title, @company to insert the brand name, or one of the name variables to insert the candidate's name.
Add the email body content. The same variables are available here as in the Subject line.

The following variables are available:

Variable	Inserts
`@company`	The brand name (not your Checkmate account name) — ensures the correct brand shows for multi-brand companies.
`@job`	The candidate's Job Title, entered when the candidate is created.
`@candidateFirstName`	The candidate's first name
`@candidateLastName`	The candidate's last name
`@candidateFullName`	The candidate's first and last name

Default wording

If you leave the Subject or Body blank, Checkmate's default wording is used instead.

Once you're happy with your changes, click Save Template.

Managing email templates

Once saved, templates appear in the Email Templates dashboard, where you can search, filter, and manage existing templates using the actions menu.

To find a specific template, search by name or subject line, or filter by category to show only candidate or referee templates.
The numbers in the Brands column show how many brands each email template is linked to.
Click the Edit icon to make changes to a template.
Click the Copy icon to create a duplicate of the template, which you can then edit and save with a new name.
To delete a template, click the Delete icon.
Templates linked to a brand can't be deleted — unlink them from their brands in the template editor first.

Manually sending a Candidate Request email

The Candidate Request email is sent automatically when the candidate is first created, but you may want to resend it manually. This can be done via the Candidate Profile.

Click the Send Request button.
Select a saved template and preview it before sending. You can pick any of your custom templates, or the standard Checkmate template.
Click the Create Template button to create a new template directly from this window.
This opens the Email Template editor, where you can create the new template and save it for future use.