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Home > How to guide > Guide for Administrators > Configuration Settings > Response Emails

Response Emails

Response emails are used throughout the EasyCruit application process, from an initial email to a candidate acknowledging their application for a vacancy, through to sending a job contract.

Response emails work by using customizable email templates that can be edited to meet a company's specific requirements. The content of the email can be edited, such as changing the variables that automatically insert the applicant's name. Setting the delay for how many days it takes to send an automated email and whether a response email type should automatically be included when creating a vacancy are further editable options.

Response email templates can be configured at the company, department and sub-department level. The emails are available in standard text format or in HTML format.

  1. By default, most of the response email templates have been populated with generic content.




Viewing an Available Response Email

  1. From the Toolbar click Settings to display the Settings page.
  2. Click Response Mails to display the Standard Response Mails page.


  1. Click icon_pencil.png next to the appropriate email to view the email content and settings.
  2. If available, from the Select Department list, select a department to view the email as it has been configured for that specific department.
  3. Click a country flag to display the template in that corresponding language.
  1. If a department-specific response email exists, an asterisk is displayed next to the department name.

Editing a Response Email

  1. From the Toolbar click Settings to display the Settings page.
  2. Click Response Emails to display the Standard Response Emails page.
  3. Click icon_pencil.png next to the appropriate email to enable the content and settings to be edited.
  4. From the Select Department list, select the department for which you want to use the edited response email.


  1. Select the flag for the language to be edited, if applicable.


  1. Enter the required content in the From, Subject, Contents and Signature sections.
  1. Variables can be included in the content of the emails, such as {username} and {password}. Refer to Email Variables (Merge Fields) for more information.
  1. From the Action list select Send email to activate the email template, making it available for use with vacancies and applicants.
    - or -
    Select No email to make the email template inactive.
  2. Where applicable, designate the required time period or delay for the time related option.
  3. Where applicable, select Automatically activate response mail for new projects?.


  1. Some steps are not available for all response emails.
  1. Click Save to commit the changes or Cancel to return to the previous page without saving.

HTML Formatted Response Emails

Along with standard text formatted response emails, EasyCruit also provides the ability to have HTML formatted emails. This feature uses the familiar WYSIWYG editor, that is used when creating adverts for vacancies, to enable HTML formatted content to be added to emails.


Editing HTML Response Emails

  1. From the Toolbar click Settings to display the Settings page.
  2. Click Response Emails to display the Response Emails page.
  3. Click Edit for the required email to display the Edit Email page.
  4. Edit the Contents and Signature sections, using the WYSIWYG editor, or click html.png to open the HTML Source Editor window.

When you edit content using the HTML Source Editor then click Update, the window closes and the content updates in the WYSIWYG editor without the code being displayed.

  1. Standard HTML tags, such as <font/>, <i/>, <li> and <ul> can be used. The email tags are formatted as follows: {first-name}, {address}, {company}.
  1. Configure the Action, and Delay options and any remaining settings as required then click Save.

Adding Images to HTML Emails

An additional feature available in HTML response emails that is not available via the standard WYSIWYG editor, is the option to include images. The image types that are supported include .bmp, .gif, .jpg, .png, and .tiff.

  1. Place the cursor in the part of the email where you want the image placed.
  2. From the corresponding Contents or Signature section toolbar click icon_adding_images_to_html_emails.png


  1. In the Image dialog box enter the Image URL for the location where the image is stored, such as
    - or -
    Click the Browse button to display the Upload Image dialog box and select an image stored on your computer.


  1. Complete the following options as required:
  • Image description - This is the tooltip text that is displayed when hovering the mouse over the image.
  • Alignment - Used to align the image relative to where it has been inserted in the email.
  • Dimensions - This value is automatically populated based on the size of the image, but can be changed as required. It is measure in pixels.
  • Border - Used to place a black border around the image, measured in pixels.
  • Vertical space/Horizontal space - Used to designate padding around the image, measured in pixels.
  1. Click Insert. The image is placed in the email.
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