How to customize your email templates, add your logo, and configure signatures.
3 min readIn this video you'll make the emails and pages you send look like yours: your logo, your colour and your signature.
Open Settings, then Branding.
Your agency has one logo. It appears on the emails your agency sends, and on the scheduling pages candidates and clients open to pick a time.
Click Upload Logo and choose your file: a wide logo works best. It's saved straight away.
Keep Show branding on scheduling pages switched on, add your website if you like, and click Save Changes.
Then open Email Branding. Your logo is already here.
Choose a Primary Brand Color for the buttons in your emails, and add your Agency postal address if you want it in the footer of emails to your clients. These settings are one set for the whole agency. Click Save Changes.
Your signature is yours alone, so it lives on your Profile. Click Edit your signature. Type it in Your email signature, or paste it straight from your email, and its formatting and links come with it.
An image, like your logo, goes in the same way: paste it, drop it in, or click Add image. It's added to the emails sent from your own mailbox, and each teammate sets their own. Click Save signature.
Next: asking your desk a question.
In this video you'll decide how PlacementFlow emails one particular client for you. It's one setting, on the client's page.
Some emails to a client go out on their own: follow-ups on a submission, feedback requests after an interview, check-ins around a start date. Your own settings decide how each one behaves. For a client you'd rather handle by hand, you can override them.
Open the client, here Harborview Health. Under Client Details, find Automatic emails to this client. It starts on Follow my settings.
Choose Always ask me first. Those emails to Harborview are now written for you, and wait on Needs you until you send or skip them.
A few alerts can't wait, like the weekly roles digest: those simply stop for Harborview.
Or choose Never, and none of them go to Harborview at all.
The line under the setting says what it leaves out: interview scheduling emails always go, so a booked interview never stalls.
Next: importing your candidates.
PlacementFlow sends emails on your behalf. This guide covers how to customize templates, add your branding, and configure signatures.
Templates use {{variable}} placeholders that get replaced with real data when emails send:
| Variable | What It Inserts |
|---|---|
{{candidateName}} | Candidate's full name |
{{candidateFirstName}} | Candidate's first name |
{{jobTitle}} | Position title |
{{companyName}} | Client company name |
{{interviewDate}} | Interview date and time |
{{interviewDuration}} | Interview length (e.g., "45 minutes") |
{{bookingLink}} | Link for recipient to select times |
{{rescheduleLink}} | Link to reschedule |
{{recruiterName}} | Your name |
{{agencyName}} | Your agency name |
Add formatters after a pipe for special formatting:
{{interviewDate|date:MMMM d, yyyy}} → January 15, 2025
{{salary|currency:USD}} → $65,000
Upload your agency logo once, in Settings → Branding (admins only):
Set your brand color (hex format like #3B82F6) to customize:
Toggle whether your branding appears on public pages. When disabled, pages show PlacementFlow branding instead.
Configure your signature in Settings → Profile:
Footer text and support email are agency settings, so only admins can change them.
Different situations use different templates:
| Template | When It's Used |
|---|---|
| Interview Invitation | Inviting someone to schedule |
| Interview Reminder | Day-before and hour-before reminders |
| Interview Follow-up | After the interview completes |
| Panel Invitation | Multi-person interviews |
| No-Show Follow-up | When someone doesn't attend |
| Client Feedback | Requesting candidate reviews |
When you send a submission, choose from preset follow-up timing:
| Preset | Follow-up Timing |
|---|---|
| Standard | 2, 5, 10 days |
| Relaxed | 3, 7, 14 days |
| Urgent | 1, 3, 7 days |
| Two-Touch | 3, 7 days |
| Single | 3 days only |
Select the pace that matches your role's urgency.
Before using a new template:
This sends a test email to yourself so you can verify formatting and variables before real sends.
Once you've configured your branding and templates, all outgoing emails automatically use your settings. Your logo appears on booking pages, your colors style the buttons, and your signature closes the email sent from your own mailbox.