Managing and Editing Email Templates

Thalamus has the ability to automatically and manually send system emails to applicants when specific actions occur throughout the interview season. 

Each template defaults with “System Templates” composed by the Thalamus Team. 

Program users can customize these email templates, create additional templates, and set default messages via the Thalamus “Email Template Editor.”   

Manually Triggered Templates

These templates are automatically triggered when programs take specific actions in Thalamus. For example, when you invite applicants to interview, the system sends the "Interview Invitation" email template. 

• Interview Invitation: This template is used to invite an applicant to interview with your program in Thalamus. Through the invitation, applicants can self-schedule their interview. New users can create a Thalamus account, and returning users can sign in to their existing account. 

  Note: If your program uses multiple scheduling groups, consider creating separate email templates for each specific email group.

• Follow-Up Interview Invitation: This template is used to invite an applicant to sign up for a follow-up interview session. Programs can specify the template they would like to use for each round of follow-up interviews (i.e., 2nd, 3rd, or 4th). 
• Additional Templates: These templates are used as supplementary communication. Programs can customize them and manually send them to targeted groups of applicants from the Applicant Dashboard "Actions" menu. 
• Interview Session Details: This template is used when sending Interview Session details from the individual sessions in the Itinerary Builder.
• Social Event Session Details: This template is used when sending Social Event session details from the individual sessions in the Itinerary Builder.

• Applicant Survey Assigned: This template is used to notify an applicant that they have been assigned a survey or that changes have been made to a previously assigned survey. 

  Note: This template should be used when a survey is sent to applicants separately, independent of attaching it to an interview invitation. 

Automatic Email Templates

These templates are automatically triggered when applicants take specific actions in Thalamus. For example, when an applicant schedules an interview, the system sends the "Interview Confirmation" email template. 

For Initial Interviews and Follow-Up Interviews:

• Interview Confirmation: This template confirms that an applicant has scheduled an interview with a program. Only one confirmation email can be designated as the default. Be sure to include details for all scheduling groups in that message. Additional details can be sent to specific scheduling groups using an "Additional Template".
• Interview Cancellation: This template confirms that an applicant has cancelled their interview with a program.
• Wait List Confirmation: This template confirms that an applicant has been added to the waitlist for an interview date that is fully booked.
• Wait List Cancellation: This template confirms that an applicant has withdrawn from a waitlist.
• Wait List Opening Notification: This template informs an applicant of an immediate opening on a waitlist.
• Interview Date Change Notification: This template informs an applicant when a Program changes a previously confirmed interview date.
• Interview Reminder: This template is sent to applicants a set number of days (for example, 3 days) before their scheduled interview with a program. The reminder interval is configured in the Program tab under "Set Reminder Interval" (see the user guide Calendar Settings Overview (Interview Reminder)).

• Follow-Up Interview Confirmation: This template confirms that an applicant has scheduled a follow-up interview.

• Follow-Up Interview Cancellation: This template confirms the applicant has cancelled a follow-up interview.

For Social Events: 

• Social Event Confirmation: This template confirms that an applicant has signed up for a social event with a program
• Social Event Cancellation: This template confirms that an applicant has cancelled their participation in the program's social event.
• Social Event Date Change Notification: This template informs an applicant when a Program changes a previously confirmed social event date.
• Social Event Reminder: This template is sent to applicants a set number of days (for example, 3 days) before their scheduled social event with your program. The reminder interval is configured in the Program tab under "Set Reminder Interval" (see the user guide Calendar Settings Overview (Interview Reminder)).

Customizing Your Email Templates

The System Templates cannot be edited, but are suitable for all program use. To create a customized version, create a new template to access all customization features.

1. To begin editing your email templates, select the “Email” tab in the top menu bar to open the “Email Template Editor”.  
2. In the left-hand menu, choose the type of template you'd like to create (for example, "Interview Invitation" or "Interview Cancellation"). 
3. Once you've selected the template type, click “Create New Template”.

3. Enter the “Template Name” in the corresponding field. This will be the title under which the message is stored in your Thalamus program account.

4. To set this message as the default template for that action, select the checkbox next to "Default Template". The box turns teal blue when enabled. 

5. Enter the “Email Subject” in the corresponding field. This will be the subject line used when this email message is sent to applicants.

6. Use the email customization tools in the toolbar above each text box to edit font style, insert links or images, or create bulleted lists. Hover over each button to view its function (a description will appear). To use a function, click the corresponding button. 

7. The default text (created by the Thalamus team) for each system template is automatically populated in a new template text box to help you get started. You can customize this text as needed.

8. "Shortcodes" are available from the drop-down menu on the right side of the email editor. Shortcodes personalize and customize messages, for example: 

   • Applicant Name: [#ApplicantFirstName#]

   • Program Name: [#ProgramName#]

   • Account Creation Link: [#InvitationMessage#]

9. To insert a Shortcode, place your cursor where you want the text to appear. Select the desired shortcode from the drop-down menu. It will then be inserted automatically into the body of the message. 

   • Note: Shortcodes are specific to each template. You cannot copy a shortcode from one template and use it in another. An error message will appear if an invalid code is included. 

   • Note: For "Interview Invitation" templates, the shortcode [#InvitationMessage#] must remain in the template. This shortcode enables Thalamus to automatically identify new applicants and those who already have accounts. Removing the shortcode prevents new applicants from creating accounts and returning users from receiving login details. The template cannot be saved if the shortcode is missing. 

10. To add attachments to a template, click the “Add attachments” button at the bottom of the text box. The “Select Attachments” module will open.

    • Select “Upload” to browse for new attachments. Locate the file on your computer and click “Open.”  The file will now appear in the attachments list.

      • NOTE: The maximum attachment size is 10MB. A warning will appear if the file is too large. 

    • Select one or more files from the list to include them in the email. Selected files are highlighted in teal.

    • To save your attachment selections, click “Select.” To discard changes, click “Cancel” or click outside of the “Select Attachments” box. 

    • Selected attachments will display directly beneath the text box.

    • To remove attachments, click the red "X” icon in the corresponding row.

    • NOTE: Only attachments shown beneath the text box will be sent with the email.

17. When your message is complete, click "Save" in the upper-right corner of the editor.

    • To restore the system default text, click "Restore System Template" to the right of the "Current Template" text field. 

    • To cancel recent edits and revert to the last saved version, click the "Cancel" button in the upper-right corner of the editor. 

18. Once finalized, you can send a test copy of the email to preview what applicants will receive. Click the "Send Test Email" button in the upper-right corner of the editor.

    • The “Send Test Email” module will appear.

    • Enter the recipient email address in the provided field.

    • Click "Send" to send the test email. To cancel, click "Cancel" or click outside the module. 

19. If you attempt to exit the page or switch templates without saving, the "Save Template Changes?" module will appear. 

    • Select "Save and Continue" to save changes. 

    • Select "Continue without Saving" to discard changes. 

    • Select "Confirm" to proceed. 

    • Select "Cancel" or click outside the module to return without making changes. 

20. Repeat this process as needed to create additional templates.

Follow-Up Interviews Templates

Thalamus allows programs to invite applicants to a maximum of four rounds of interviews.

This template can be assigned to one or more follow-up interview rounds.

When creating a new template, select the appropriate round.  The template will then be set as the default for that round of interviews. 

Last updated November 6, 2025.