Creating a Custom Email Template for Video Interviews

Updated 2 months ago by Amy Tranter

The Video Interviewing tool is available as an add-on to your subscription for all Professional or Enterprise customers. If you’d like more information, please contact your Customer Success Manager and we’ll organise a demo for you. 

The default invitation email template in your Criteria account only refers to completing assessments. This may be confusing to candidates who you have invited to complete a video interview.

We recommend creating a custom email template in your Criteria account to let your candidates know that the invitation is to complete a video interview. We've created an example email template here to help you get started.

Creating a custom email template

Click here to learn more about creating custom email templates in your Criteria account.

Click here to learn more about using HTML to create custom email templates.

Email template for Video Interviews

Here is our example email template:

Here is the HTML for this invitation template:

<p><a href="https://www.criteriacorp.com.au"><img src="https://app.revelian.com/docView.cfm?internalFile=images/ABC%20Company%20logo.png" alt="299063-512" height="100" /></a></p>

<table cellspacing="0" cellpadding="0">

<tbody>

<tr>

<td style="background-color: #f0f0f0; padding: 20px;">

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Hi&nbsp;{[firstName]},</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">As the next stage in your application for the&nbsp;{[position]} role,&nbsp;we&nbsp;are pleased to invite you to a one-way digital video interview.</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><a href="https://www.criteriacorp.com.au/candidates/about-video-interviewing">Learn more about the video interview process, including how to take a Practice Question</a><span style="color: #000000;">.</span></span></p>

<p style="margin: 0in;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-size: 10pt;"><strong><span style="font-family: arial, helvetica, sans-serif;">Whenever you&rsquo;re ready, c</span></strong></span><span style="font-weight: bold; font-family: arial, helvetica, sans-serif; font-size: 10pt;">lick the below link to start your video interview</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">{[candidateTestingLink]}</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;">&nbsp;</p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-weight: bold;">Deadline:</span>&nbsp;{[eventExpirationDate]}</span></p>

<p style="margin: 0in; font-family: Calibri; font-size: 11pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-weight: bold; font-family: arial, helvetica, sans-serif; font-size: 10pt;">You can take the interview on:</span></p>

<ul>

<li><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">a desktop or laptop computer with a microphone and webcam, using any modern web browser</span></li>

<li><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">an iPhone or iPad (running at least iOS 12), using Safari</span></li>

<li><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">an Android phone or tablet, using Google Chrome</span></li>

</ul>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-weight: bold; font-family: arial, helvetica, sans-serif; font-size: 10pt;">Technical requirements</span></p>

<ul>

<li><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">You will need a reliable internet connection which is stable enough to make a video call. If you have connectivity issues using wifi, it might be worth trying to use your mobile phone's 4G internet.</span></li>

<li><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Some public or workplace networks (especially universities, libraries, and Government departments, as well as corporate or government VPNs) have firewall restrictions which prevent video connections, and so these networks may not be suitable.</span></li>

</ul>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">The interview includes a Video Check, so you can verify that your setup works and practice a video interview question before proceeding.</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-weight: bold; font-family: arial, helvetica, sans-serif; font-size: 10pt;">Technical support</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt;"><span style="color: #000000; font-family: arial, helvetica, sans-serif; font-size: 10pt;">You can contact the technical support team using the online chat widget at the bottom-right of the page within the platform. Alternatively, you can email <a href="mailto:au.support@criteriacorp.com">au.support@criteriacorp.com</a>.</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Good luck with your interview!</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">&nbsp;</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Kind regards,</span></p>

<p style="margin: 0in; font-family: Verdana; font-size: 10.5pt; color: #000000;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">ABC Company</span></p>

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</tbody>

</table>

<p style="text-align: left;"><span style="font-size: 8pt;">If you need assistance regarding your event, please contact Customer Support by clicking Help below.</span></p>

<p style="text-align: left;"><span style="font-size: 8pt;"><a href="On%20Demand%20Assessment%20-%20Criteria%20Corp.">Terms of Use</a>&nbsp;|&nbsp;<a href="On%20Demand%20Assessment%20-%20Criteria%20Corp.">Privacy Policy</a>&nbsp;|&nbsp;<a href="On%20Demand%20Assessment%20-%20Criteria%20Corp.">Disability/Special Accommodations</a>&nbsp;| <a href="mailto:au.support@criteriacorp.com">Help<br /></a>&copy; Criteria Corp 750 N. San Vicente Blvd. Suite 1500 E. Tower West Hollywood, CA 90069</span></p>

HTML lines to update

Line 1: this is where your organisation’s logo will sit. Criteria do not host images on behalf of our customers but your own organisation may have this function set up already. We recommend checking with your Marketing or IT departments to see if they can host your images for your custom email template. If not, some of our customers are using the image hosting site below and have found it reliable. Please use your own due diligence before using this or any other image hosting site to ensure it is right for your organisation.

https://i.ibb.co

<p><a href="https://www.criteriacorp.com.au"><img src="https://app.revelian.com/docView.cfm?internalFile=images/ABC%20Company%20logo.png" alt="299063-512" height="100" /></a></p>

  • Change https://www.criteriacorp.com.au to your own organisation’s website or another address you want candidates to be directed to if they click on the image.
  • Change https://app.revelian.com/docView.cfm?internalFile=images/ABC%20Company%20logo.png to the URL for your hosted image. This might be your organisation’s logo or a promotional image.
  • If you want to change the size of the logo as it appears in the email, change the number value in height="100". The higher the number, the larger the image will be.

Line 5: this line is for the grey box that the main text of the email sits within.

<td style="background-color: #f0f0f0; padding: 20px;">

  • Change f0f0f0 to the HEX code of the background colour you wish to use.
  • If your organisation does not already have colours specified in a style guide, you can use an online tool, such as this one or this one, to select your colours.
  • Colours used in displaying web pages can be specified using RBG values. Each colour has a red value, a green value and a blue value, which are measured between 0 and 255. The HEX code compresses these RBG values into a 6 digit code. Online tools such as the ones linked above can convert between the RBG values and the HEX code for you.

Updating the content

You can change any of the text in the email template from within the email body field, by overwriting text you want to update. 

Don't forget to change the organisation name and email contact address to your own!

If you are not setting an expiry date for these invitations, we recommend removing the expiry date line from the invitation email, as this may confuse some candidates. (If no expiry date is set, the email variable field will be empty.)

We recommend not making any changes to the text at the bottom of the email, which contains links to our help content for your candidates.

Fill out the remaining fields and click "Save Edits" to save your template.

Before putting your new email template into use, we recommend creating a dummy candidate and sending the invitation email to yourself to check how it will appear to candidates.

Next Steps

Once you have completed setting up the video interview, you are now ready to add this video interview template to a job. You can create a job that only has a video interview or one that has multiple steps.

Click here to view more information about using video interviews.


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