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Configuration: Mail Templates & Automations
This guide covers the two screens that decide what GoldServe writes to people, and when. Mail Templates are the wording; Mail Automations are the rules that send them without anyone asking.
Both are reached from Configuration in the main sidebar.
Purpose
This answers: "What do our emails say, and which of them go out on their own?"
Mail Templates
Configuration → Mail Templates holds reusable email bodies. Each template has a title and a body, written in a rich-text editor.
Placeholders
A template is not fixed text: it can carry placeholders that fill themselves in when the mail is sent. The editor lists what is available, and the useful ones are:
| Placeholder group | Fills in |
|---|---|
| Receiver | The full name, company, job position, email, employee type, work type, or recruitment of the person being written to. |
| Sender | The same details for whoever triggered the mail. |
| Candidate | A candidate's name, company, job position, email, recruitment — and an Interview Table, which expands into that candidate's scheduled interviews. |
One template written with placeholders serves everyone it is sent to, which is the point of writing it here rather than typing each mail.
Where templates get used
- Recruitment — writing to candidates from the pipeline, and offer letters. See Recruitment: Candidates.
- Employee — mailing employees who have not clocked in, from the attendance follow-up screen.
- Mail Automations — as the body of an automatic mail, and as attachments to one.
Templates can be duplicated, which is the fastest way to write a variant, and deleted individually or in bulk.
Mail Automations
Configuration → Mail Automations sends a template automatically when something happens in the system — a record is created, changed, or deleted.
What an automation holds
| Field | Notes |
|---|---|
| Title | What the automation is called. Must be unique. |
| Model | Which kind of record it watches. The list covers employee records and everything linked to them, candidates and their related records when Recruitment is installed, and employee key results. |
| Trigger | On Create, On Update, or On Delete. |
| Condition | A filter narrowing it further, built from the chosen record's own fields. Without one, every record of that kind triggers the automation. |
| Mail to / Notify to | Which person-shaped field on the record receives it — the employee, their reporting manager, a candidate, and so on. Several can be chosen. |
| Mail details | Whose details fill the template's placeholders: the record itself, or self, meaning whoever triggered the automation. |
| Mail template | The body to send. |
| Also Send to | Extra employees, added as Cc. |
| Template attachments | Other mail templates attached to the message as documents. |
| Choose Delivery Channel | Send as Email, as an in-app Notification, or as both. |
How it behaves
The automation watches the chosen record type continuously. Every time a record of that type is created, updated, or deleted — matching the condition, if one is set — the mail goes out to the chosen recipients, with the template's placeholders filled from the record.
What Each User Sees
| Action | Employee | Reporting Manager | HR Administrator |
|---|---|---|---|
| Receive the mails these produce | ✅ | ✅ | ✅ |
| Use a template when sending mail from a module | — | — | ✅ |
| Write or edit templates | — | — | ✅ |
| Create or edit automations | — | — | ✅ |
How Visibility Is Decided
- Permissions. Templates and automations each need their own permission to view and to change.
- Installed modules. Mail Automations only appears when the automation module is installed. The candidate-related options depend on Recruitment being installed.
- System-wide. Templates and automations are not scoped by the company switcher — one list serves the whole system.
Good to Know
- An automation sends mail without a human in the loop. Test a new one against a narrow condition before widening it: a condition that matches more records than expected will mail all of them.
- Delivery can be in-app only. For a high-volume trigger, sending as a notification rather than an email keeps people informed without filling inboxes.
- Mail only leaves the system if a mail server is configured. See Settings: Mail, Backup & Directory.
- Placeholders are the difference between a template and a draft. A template with names typed into it will send those names to everybody.
- Deleting a template that an automation uses leaves that automation without a body. Check what references a template before removing it.