Overview
You can create your own email templates in Alva to personalize invitations sent to candidates and employees. In your Invitation Template Library, you’ll find Alva’s default templates, your own customized ones, and the option to create new templates from scratch.
Candidate Invitations and Reminders
There are two main types of templates:
Candidate Invitations – The initial message sent to candidates.
Candidate Reminders – Sent automatically three days after the invitation.
To access your templates:
Go to Settings → Email Templates.
Click Create new template to start from scratch, or
Select an existing template from the list to edit it.
Editing Template Content
Each template can be customized by editing:
Subject line
Title
Body text
Link text
Any changes you make appear live in the preview on the right-hand side of the screen. This allows you to instantly see what your invitation or reminder will look like for the recipient.
💡We recommend keeping your invitations brief - preferably under 100 words! If you want to include more information, consider sending an email before the invitation with more in-depth information about the assessment. If you are using Alva with an ATS, there are often ways to automate this for a smoother process!
Leverage our candidate communication template for inspiration and tips!
Customizing Email Appearance
You can align your email’s design with your company branding by:
Adding your logo
Changing or removing your company name
If you don’t see the option to upload a logo, it may not yet be added to your Alva account.
You can upload one by navigating to Account Details.
Employee Invitations
The process for employee invitations works the same way as for candidates.
To find or create templates:
Go to Settings → Email Templates.
At the top of the page, select Employee
Click Create new template or open an existing one to edit.
You can edit the subject line, title, body, and link text, and see a live preview of your updates on the right-hand side.
💡Note: Customize your employee invitations to fit your internal communication tone or workshop purpose.
Inviting Employees for Team Development or Workshops
You can create specific invitation templates when inviting employees to complete Alva assessments for team development or workshops.
Steps:
Navigate to Settings → Email Templates.
At the top of the page, select either the Candidate or Employee tab, depending on who you’re inviting.
Click Create new template.
Choose whether it’s an invitation or a reminder.
Add your content and view it in the live preview pane.
Click Save - the new template will now appear in your organization’s shared library.
💡Note: All templates created are shared across your organization and accessible to users with permission to manage templates.
Using Placeholders
You can use placeholders to automatically personalize your emails. These will be replaced with the relevant information when the invitation is sent.
Placeholder | Description |
{recipient_name} | Inserts the candidate’s or employee’s name. |
{sender_name} | Inserts the name of the person sending the invitation. |
{organization_name} | Inserts your organization’s name. |
{job_position_name} | Inserts the title of the position (for candidate invitations). |
Make sure placeholders are typed exactly as shown (including underscores) to ensure they populate correctly.
Any Questions?
Use the chat in the bottom right corner to connect with a member of our support team.
