Email Templates

Email templates control every message the task sends to candidates — invitations, reminders, and any custom sends. They are managed under Task Settings → Communication → Email Templates, where a table lists all templates with their type, default status, a live preview, and edit/delete actions.

Template Kinds

• Invitation — the message sent when you invite candidates; carries their access into the assessment.
• Reminder — for reminder sends to candidates who haven't started or finished.
• Other — free-purpose templates for custom messages. Any number can exist, but an Other template cannot be marked as a default.

System Defaults vs Custom Templates

Every task starts with built-in system default invitation and reminder templates — ready to send with zero setup, shown greyed in the table, and never deletable. They can be lightly customized without designing anything: editing a system default opens a small dialog with just the subject, text, and button label.

For full control, create custom templates (a plan-gated feature — Custom Emails). Create as many as you need per kind and mark one invitation and one reminder as the default — the default is what invitation and reminder sends actually use. A default template cannot be deleted; set another as default first.

Designing a Custom Template

• Sender — sender name, reply-to address, and extra CC recipients.
• Content — subject, body, and footer, each editable with placeholder insertion (see below).
• Access button — the call-to-action that takes the candidate into the assessment: its label, caption, and color, with an optional direct login mode so the candidate lands signed in rather than at the login form.
• Branding — your organization's logo, the TestInvite logo, or no logo; background color; and the template's email language.

Personalization Placeholders

Placeholders inserted into the subject and body render per recipient. Available fields:

• Task — title, start date, end date, and (body only) the task URL.
• Candidate — full name, email, and their personal start/end dates, group, and folder.
• Access — the candidate's credentials, invitation code, and direct access link. Which of these are offered follows the task's access configuration, so a template can never reference a credential the task doesn't use.
• Classification tags — every tag key defined in the participant profile is available as a placeholder.

Placeholders are validated as you edit — a template referencing a field the task doesn't provide is flagged before it can be saved.

Preview and Verification

• The preview (eye icon) renders any template's subject and body with its layout, straight from the table.
• Inside the editor, preview with a selected candidate — placeholders render with that person's real data, the single best way to catch a broken placeholder.
• Everything actually sent is logged per recipient in Sent Mails, where any message can be inspected and resent.

Email Provider

The provider row at the top selects which sending route delivers the task's mail: the system default or your organization's provider (configured in Organization Settings). When the organization enforces a provider, the choice is locked here and shown with a padlock.

After editing a template, invite yourself: one real send to your own inbox verifies the sender identity, the placeholders, and the access button in two minutes — and the message stays in Sent Mails as the reference render.

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