Edit an agent template: text, image, variables and button

Where to find it: sidebar → Agent → module tab (Recruiting, Onboarding, Collection or Performance) → template block → Edit.

Templates are tied to the agent's actions: the first contact (Opening Template), the follow-up, the interview outcome messages, the manual rejection. For each action you can edit the message, not create a new one unrelated to an action.

Steps

1. In Agent, open the module tab: for messages to a campaign's candidates it's Recruiting.
2. In the block you need, choose the message to change from the menu. For example, in Opening Template: Applicant (first contact), Prospect (first contact), Applicant (from 2nd contact), Prospect (from 2nd contact), Application change. In Interview Outcome Messages: Interview - fit, To be hired, Interview - not a fit.
3. Click Edit. The Create new template panel opens, already filled in with the current message: when you save, you create a new version (for example with "V2" in the name).
4. Check the Template name: it also helps you find the template when you send it from the Inbox.
5. If you want, click Add image (JPG or PNG): it appears at the top of the message.
6. Write the Message to send, up to 1,000 characters. Click the Available variables to insert them in the text: Company name, Agent name, First name, Candidate name, Job title, Job location. When the message is sent, they're replaced with the candidate's and campaign's details.
7. If the template has a button, fill in Button text (up to 20 characters) and Button link.
8. Click Save.

How the candidate sees it

At the end of every message, Klaaryo automatically adds the line "Conversation handled by an AI assistant", required for transparency toward the candidate. Under the message there's the Stop communications button, which the candidate can use to stop the messages.

Good to know

• After you save, Meta (WhatsApp) has to approve the template before it can be used. Approval usually arrives within 48 hours; while it's pending, "The template is waiting for approval" shows under the template. If you edit a template that's already approved, the previous version is used until the new one is approved.
• Job location uses the location name set in the campaign (article 10).