Email Templates

You can edit the email that is sent to candidates when they are invited to complete a questionnaire, reminded to complete their questionnaire, or to users when they are invited to use the system.

Note: This section of Digital Robot System is only available to Administrators.

To access the Email Templates settings click on Settings in the Main Menu and then Email Templates.

Add Variables to your Email

Variables are a way to add dynamic content to your emails. These are placeholders that will populate with specific information when the email is sent to a candidate.

You can insert a variable using the Insert Variable button. To remove a variable use the Backspace button on your keyboard.

You have the following variable options:

Admin Email. This will insert the Admin Contact Email that you have set in Organisational Settings.
Candidate First Name. This will insert the candidates first name.
Candidate Last Name. This will insert the candidates last name.
Company Name. This will insert the Company Name that you have set in Organisational Settings.
Candidate Correspondence Name. This will insert the System Contact Name that is set in your Organisational Settings.
Candidate Correspondence Phone. This will insert the System Contact Phone that is set in your Organisational Settings.
Candidate Correspondence Email. This will insert the System Contact Email that is set in your Organisational Settings.
Email. This will insert the email address that a new user will use to log into the system.
Login URL. This will insert the link to your Digital Robot system for new users to access.
Password. This will insert the temporary password for a new user.
Plain Link to Questionnaire. This will insert the plain version of the candidates custom invitation link which allows them to copy and paste it into their browser if they need to.
Questionnaire Link (Clickable). This will insert the text "Link to Quiz" into the email, which will link to the candidates custom invitation link.

Preview the Email

You can preview the email by clicking the Preview button. This will show the design that will be sent to your candidates or users. It will also populate any variables you have in your template with example data.

Save

Click the Save button to save any changes you have made to the email.

Switch Between Email Templates

There are three email templates available for you to edit:

Digital Profiler Invite
Digital Profile Reminder
New User Invitation

Digital Robot for Study Systems will have 2 further templates:

Course Ready Invite
Course Ready Reminder

To choose the email you want to edit click the drop-down menu in the top right-hand corner and select the appropriate template.

Reset to Default

This will reset the email content to the default template. This allows you to start over if you make any changes that you're not happy with.