Help Centre

Email templates and mail merge

Build reusable emails for onboarding, offboarding, compliance and pay changes, with merge fields that fill in each person's details.

1. Click Email Templates, then New template.
2. Give it a name and choose a category: Compliance, Onboarding, Offboarding or General / pay.
3. Optionally limit it to certain roles (none selected means all roles).
4. Write the Subject and the body. The editor supports bold, italics, underline and tables.
5. To add a merge field, choose Subject or Body under "Insert merge fields into", then click a field such as the person's name or a compliance item. Merge fields cover every compliance attribute, custom field and core staff detail.

Changes save automatically.

Where templates are used

• Reference requests — click Use for reference requests on the template you want referees to receive. It's starred. It can use {{refereeName}}, {{candidateName}}, {{tenantName}}, {{link}} and {{signature}}.
• Staff page reminders — the Send reminder button in the Staff page's full table opens a draft in your own email program using your Compliance template.

Note: Reminders sent from the Compliance page use Workforce Ignite's own reminder wording, not these templates.

Related articles

• Set up your reference check questions
• Email signatures and where replies go
• Send compliance reminders — one person or in bulk

Last reviewed 2026-10-13.