Reply templates (quick replies)

What it is

Reply templates (also called reply shortcuts / quick replies) are saved messages you can insert when messaging candidates, so you don't retype common notes (rejections, next-steps, scheduling). They exist at two levels:

• Workspace shortcuts - defaults that are added to every new form.
• Form shortcuts - templates specific to one form, usable by any of its editors.

Both support {first_name}, which is replaced with the candidate's first name before sending.

Manage workspace shortcuts

1. Go to Settings → the Reply shortcuts section ("Every time a new form is created, these reply shortcuts will be added by default").
2. Click Manage to open Default shortcuts.
3. Add a template (Add new template), giving it a short name (internal label) and a message. Save.
4. Edit or delete templates the same way. The built-in Archive and Shortlist shortcuts can't be renamed or deleted - they're the default message suggested when you move a candidate to that stage ("This template will be the default suggestion when you shortlist someone").

Manage form shortcuts

While messaging a candidate, click the ⚡ quick-replies icon in the composer and choose Add or edit reply shortcuts. Templates added here are specific to that form and can be used or edited by any of its editors.

Use a template

In the message composer (Inbox, candidate profile, or bulk reply), click the ⚡ icon and pick a template - its text drops into the message, with {first_name} filled in (except in bulk mode, where it stays as a placeholder until each email is sent).

Notes & limits

• Workspace shortcuts are copied into new forms when those forms are created.
• Anyone with access to a form can use and edit that form's shortcuts; workspace shortcuts are managed in Settings.