Organize reusable templates

Group templates by the job they do

Templates should map to common recruiter actions, not every minor wording variation.

1. Keep separate templates for meaningfully different steps such as screening, scheduling, rejection, offer, and follow-up.
2. Update an existing template when the difference is only wording cleanup.
3. Archive or delete stale templates so old language does not keep getting reused.

Sort the most-used templates to the top

Open email templates

Email and SMS template sort order should match the order recruiters usually need templates during the hiring process.

1. Put high-volume outreach and scheduling templates near the top.
2. Keep rarely used templates lower so they do not slow down selection.
3. Use names that make sense from the send screen, not just from admin.

Use note templates for repeatable internal documentation

Open notes admin

Note templates are for internal consistency: screening summaries, phone screen notes, interview prep, or handoff details.

1. Attach note templates to the right note type or folder when available.
2. Keep template text easy to edit after insertion.
3. Do not use note templates for candidate-facing messages.

Test templates where recruiters use them

A template is ready only after it works from the applicant or messaging workflow where it will be used.

1. Preview merge tags before rollout.
2. Check attachments, sender settings, and SMS length.
3. Ask a recruiter to find the template from the send modal before considering the cleanup done.