How to Send Emails to Candidates & Employees in Horilla HRMS

Effective communication is essential to efficient HR operations, whether it’s notifying employees about internal updates or corresponding with potential candidates during the recruitment process. Horilla HRMS simplifies this with a built-in Send Mail feature, along with a robust Mail Template Editor and Preview Tool, enabling HR teams to deliver timely, personalized, and consistent messages effortlessly.

How to Send Emails to Employees

To send an email to an employee in Horilla HRMS:

1. Navigate to Employee > Employees from the main menu.
2. Click on the Employee List tab (click on the list icon marked as 3 in the image).
3. Locate the desired employee and select the Send Mail option (marked as 4).
4. Fill in the structured email form with subject, message, optional templates, and attachments

5. Once you fill in the details, you can simply send email by clicking on the send email button.

How to Send Emails to Candidates

To send an email to a candidate:

1. Navigate to Recruitment > Candidate.
2. Open the Candidate List view (click on the list icon marked as 3 in the image).
3. To Open email form, Click the Send Mail button associated with the candidate record (marked as 4 in the image).
4. You’ll be presented with a comprehensive email form, including fields for subject, message body, templates, and attachments.

5. Once you fill in the details, you can simply send email by clicking on the send email button.

Mail Template Editor and Preview Feature

Horilla HRMS enhances communication efficiency through its Mail Template Editor and Preview Feature, allowing teams to standardize messages, reduce errors, and save time.

Editor/Write:

Preview:

Key Capabilities

Rich Text Formatting

Format your message with bold, italic, underline, font selections, text colors, alignment, and more—similar to modern word processors.

Dynamic Field Insertion

Personalize emails by using dynamic placeholders that automatically pull real-time data. Examples include:

• {{ instance.get_full_name }} → Replaced by the recipient’s full name
• {{ iinstance.requested_days }} → Replaced by the number of requested leave days

Note: These fields adapt based on whether the recipient is an employee or a candidate:

Auto-Suggestion Feature

As you begin typing with {, the editor displays a list of relevant fields you can insert, streamlining the creation of accurate and personalized templates.

Save and Reuse Templates

Templates can be created for recurring communication, such as onboarding, interview invitations, leave approvals, and policy updates. These can be saved and reused whenever needed, ensuring consistency across communications.

Preview Before Sending

To avoid errors and verify formatting, Horilla includes a Preview feature:

1. Draft your message or select an existing template.
2. Switch to the Preview tab to view the email as the recipient would see it.
3. Check for missing data, formatting issues, or incorrect placeholders.
4. Return to the write tab to make adjustments if necessary.
5. This functionality provides peace of mind, especially when sending important communications.

“With the hint and suggestion feature, even non-technical users can effortlessly create structured and accurate email templates.”

Common Issues and Solutions

Missing Data in Preview

• Cause: Incorrect placeholder or missing record data.
• Solution: Ensure that the placeholder is valid and the relevant field is populated in the system.

Formatting Discrepancies

• Cause: Manual HTML errors or inconsistent use of formatting tools.
• Solution: Use the built-in formatting options and verify through the preview tab before sending.

Conclusion

Horilla HRMS is designed to support HR professionals in delivering timely and tailored communication with minimal effort. The combination of reusable templates, dynamic placeholders, auto-suggestion capabilities, and preview options ensures that each message is accurate, well-formatted, and relevant.

By integrating communication directly into the HR workflow, Horilla reduces manual workload, avoids repetitive writing, and strengthens employee and candidate engagement. Whether you’re sending interview invitations, policy updates, or onboarding information, Horilla’s email tools make it simple, professional, and efficient.