Setting up an email template in HireData

Create custom email templates to use in your automations, complete with personalised fields, a branded signature, and dynamic content. Follow this guide to set up an email from scratch in HireData.

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Step 1: Create a new email

Open the Emails page from Settings, then click New Email. You can use any of the available email templates that HireData has created for you, or create a Blank Email.

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Step 2: Set up the email content

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2.1. Select branding

Each email template in HireData can inherit styling, colours, logos, and footer content from your Brand settings. In the top-right corner of the editor, you’ll see a dropdown labelled Brand, where you can select a branding you’ve already added to HireData for your email (e.g., “HireData”). Selecting a brand ensures your email uses the correct logo, theme colours, and fonts.

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2.2. Add email subject

At the top of the template editor, you’ll find the Subject field. This is the subject line that will appear in the recipient’s inbox. You can include static text or dynamic fields for personalisation. Tips

• Make your subject clear and relevant to encourage recipients to open the email.
• Keep it under 50 characters if possible.
• Use dynamic fields to personalise content (such as first name or job title).
• Avoid spammy words.

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2.3. Email body

This is the main content area where you write the message the recipient will see. The body is made of sections, and each section holds the blocks you add to it. The text ones are Paragraph and Heading; the rest are listed in the Email builder reference. Click any block to open its own settings in the right-hand panel.

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1. Add a new block from the section’s Blocks list by clicking the +

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2. Click inside the existing block as if you are about to type something to add your content

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3. Include dynamic placeholders (e.g., {{Recipient: First Name}}, {{Sender: Email}}) to personalise the message

See Variables for where the values come from and what happens when one has nothing behind it.

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2.4. Add a form (optional)

If your email should collect responses (e.g., company feedback, confirmation of availability, etc.), you can add a form, again by clicking the + in the section’s Blocks list and selecting Form: You can select from the form templates or create your own: Click the Form’s block to open the editor and adjust the formatting: You can also make the first question visible in the email to encourage recipients to proceed to the next questions: That first question is the Leading Question, and its type decides what the email actually shows: a rating or choice question becomes one button per answer, and everything else becomes a single call to action. See the Form block, or follow Ask for feedback in one click to build one end to end.

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2.5. Customise the email signature

The signature block is usually pre-filled with placeholders and branding elements, including:

• Sender’s name and email
• Company website
• Logo/Sender’s profile photo
• Contact details such as the company’s address and phone number

To edit, click the signature section and modify the text or layout. For what each line of the signature can hold, and why the picture is worth a second look before you send, see the Signature block.

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2.6. Legal disclaimer and unsubscribe link

At the bottom of the template, there’s a built-in disclaimer that includes:

• Confidentiality notice
• Unsubscribe link

You can edit this block, but make sure to keep the unsubscribe link, as it ensures compliance with privacy laws.

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Step 3: Email formatting

Every block is styled from the right-hand panel, and what the panel offers depends on which block you have selected. Colours, fonts, alignment, spacing, and borders are all set per block, and the Email builder reference documents each one. Three settings decide the styling and they reach different blocks. Brand restyles the whole email, Theme in the Template settings only reaches blocks you add afterwards, and a value you set on a block yourself reaches that block alone. See Brand, theme, and metadata before you go hunting for the change that did not appear.

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Step 4: Use the template in your automations

Once your email is complete, click Save, and you will be able to preview it and use it in your automations.

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Best practices

• Keep it short and focused. Use headings and spacing to break content into readable chunks.
• Use consistent branding. Apply your brand’s logo, colours, and font styles to match other communications.
• Test before use. Use the preview button or send a test email to verify personalisation and formatting. See Testing.

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