Journey: Messages

Journey: Messages

NotesRelevant for: Workspace owners, Administrators (see "User Roles")

You have selected an assessment to edit and are located in the navigation menu on the left under "Journey" - "Messages".
Under "Messages", you can store individualized invitation e-mails for the use of Applysia and customizable welcome messages for the candidate portal.

Customize invitation e-mail to candidates

Activate the "Customize invitation e-mail to candidates" feature by clicking the slider on the right. The invitation e-mails are sent when documents are first shared from the observer interface or when you send the e-mails from the administration interface (see "Create Candidates").

By default, this feature is disabled. Candidates then receive an automatically generated invitation e-mail from Applysia.


In the fields "Subject" and "Text", you can add your individual invitation texts. Alternatively, the text can be generated using AI. To do so, click the blue "Generate" button at the bottom of the input field.

Info
AI-generated text is only available if AI features are enabled in the Workspace settings. You can find more information here.

By default, you will first see the menu item set to "German". Click on "English" to also store individual invitation texts in English.

Info
If you do not customize both components (title and text), the missing contents will be sent to the candidates with the automated texts from Applysia's standard e-mail.

Additionally, you can use placeholders to personalize the invitation e-mails.

InfoThese placeholders are also used for generating automated reports. You can find more information here.

The following placeholders are available for candidate invitation e-mails:

Placeholder
Description
{cand_first_name}
Candidate’s first name
{cand_last_name}
Candidate’s last name
{cand_full_name}
Candidate’s name (1 first name, 2 last name)
{ac_position}
Assessment position
{ac_name}
Assessment name
{ac_organisation}
Organisation of the assessment
{ac_start_date}
Start date of the assessment (user’s format)
{ac_end_date}
End date of the assessment (user’s format)
{ac_start_time} 
Start time of the assessment  
Info
The time is displayed in the HH:mm format. The time zone from the administration interface is appended at the end, e. g. 13:00 CET.
{ac_end_time}
End time of the assessment  
Info
The time is displayed in the HH:mm format. The time zone from the administration interface is appended at the end, e. g. 13:00 CET.
{cand_access_code}
Access code of the candidate for the candidate portal

These will then be filled with candidate- and assessment-specific information.

After customizing the e-mails, you can send a test e-mail to review the content before it is sent to the candidates. To do this, click on the "Send Test-Mail to yourself" button at the bottom left.
The e-mail will then be sent to the current user, including the customized name. The placeholders will be replaced with the user’s information and data from the current assessment.
A short loading animation will appear, followed by a confirmation message stating "Test-Mail sent" with a checkmark.

Info
Changes are saved automatically. You can recognize a successful automatic save by the small notification "Updated" that briefly appears at the bottom right.

When duplicating an assessment, the customized candidate invitations will also be copied.

If the assessment is already in the "Completed" status, invitation e-mails can no longer be sent, and the template can no longer be edited.


Welcome message in candidate portal

Activate the "Welcome message in candidate portal" feature by clicking the slider on the right.
By default, this feature is disabled. If no customized entries are made, candidates will see a general text after logging in.

In the fields "Headline" and "Text", you can store your invitation texts. In the "Text" input field you can use AI to generate text as well.

For the welcome message, you can use the same placeholders that are used to create the customized invitation e-mails (see "Messages"). The placeholder for the access code is not available here, as the candidates are already logged in. 

Info
When duplicating an assessment, the customized welcome messages are also copied.

For more information on how the welcome message is displayed in the candidate portal, click here.