Learn how you can easily let new candidates know when you’re out of office
It’s very easy to let new candidates know when you’re on leave or away, using the automatic confirmation email that they receive after sending their application.
There are two possibilities: is it a general company holiday, or just certain recruiters who are away? In other words, should every candidate receive the out-of-office message, or only candidates for certain vacancies?
1. Company holiday: nobody in the company is there to acknowledge the application:
If your company closes down for a holiday period, you can easily update the standard confirmation email.
- Go to the ‘Settings’ tab.
- Go to ‘Email templates’ in the ‘Applications’ section.
- You will see a list of all the templates that have been set up. Your default template for confirmation emails is there at the top. Click the pencil icon next to the template to edit it.
- Make your changes and then click ‘Save’. This is the template that will be automatically sent to all candidates on successful receipt of their application.
It is also possible to add an additional confirmation email. To do this, click on ‘Add new template’
The page shown below will open:
- Enter the relevant details: Name, Subject, Content. An example is shown below:
Name: Confirmation of application received | Out of office
Subject: Thank you for your application to Jobtoolz Belgium
Dear {{ first_name }} ,
Thank you very much for your interest in our company Jobtoolz Belgium. We have received your application safely. We are currently closed for the company holiday period.
We will return on [DATE] and will go through all applications then. If you have any questions in the meantime, do feel free to send us an email. We will endeavour to get back to you as soon as possible on our return.
Thanks again for the time you have taken to apply for the role of at our company, Jobtoolz Belgium.
Best wishes
2. One or more people who handle applications are on leave:
If it’s a very busy period with several people on leave, so that the work has been redistributed, you can set up a general email explaining that you will respond as soon as possible. An example is shown below:
Name: Confirmation of receipt of application | Holiday period
Subject: Thank you for your application to Jobtoolz Belgium
Dear ,
Thank you very much for your interest in our company Jobtoolz Belgium. We have received your application safely. Currently, several of our team are enjoying their holidays. This means it may take a little while before we are able to get back to you.
Thank you for your understanding. If you have any questions in the meantime, do feel free to get in touch with us.
Thanks again for the time you have taken to apply for the role of at our company, Jobtoolz Belgium.
Best wishes
If a member of staff is on holiday who is handling specific vacancies and does not have a holiday replacement, you can also set up an ‘out-of-office’ message for these particular vacancies. To do this:
- Add a new template under ‘Templates for confirmation emails’
- The page shown below will open:
- Enter the relevant details ; Name, Subject, Content. An example is shown below:
Name: Confirmation of application received | Out of office
Subject: Thank you for your application to Jobtoolz Belgium
Dear ,
Thank you very much for your interest in our company Jobtoolz Belgium. We have received your application safely. I am currently enjoying my holiday.
I will return on [DATE] and will go through all applications then. If you have any questions in the meantime, do feel free to get in touch with us. I will endeavour to get back to you as soon as possible on my return.
Thanks again for the time you have taken to apply for the role of at our company, Jobtoolz Belgium.
Best wishes
- Go to the vacancy for which you want to set up the separate confirmation email and click on the pencil icon next to it to edit it.
- Go to ‘Step 1: Description’ and scroll down to the bottom. You will see ‘Use a custom template instead of the default application confirmation email’.
- Enable this option and select the template that you want to use.
- Save & finish!