Email templates and send modes (queue vs direct)

Outbound mail in Talenkai is controlled under Settings → Email, in three areas:

1. Connection — IMAP (inbox) + SMTP (outbound)

2. Send mode — queue vs immediate send, per email type

3. Templates — subject/body in ES / EN / DE

SMTP must work before direct send or Outbox “Send” can deliver mail.

Send mode: Queue vs Direct

Path: Settings → Email → Send mode

For each email type you choose:

Types you can configure include: first contact, confirmation ack, follow-up, CV reminder, client presentation, interview proposal/confirmation, post-interview, offer/terms, timesheet, free email to candidate/agency/client, and auto post-matching (CV request).

Practical tip: keep sensitive steps (offer, interview, client presentation) on Queue. Use Direct for routine follow-ups or free emails once you trust SMTP.

Save the send-mode form after changes.

Templates (subject & body)

Path: Settings → Email → Templates

There are 9 pipeline templates, each editable in ES / EN / DE:

• First contact (availability, rate & CV)

• Confirmation ack (no CV/rate repeat)

• Light follow-up

• CV reminder only

• Presentation to client / offer agency

• Interview proposal

• Interview confirmation

• Post-interview

• Offer / terms

How to edit

1. Pick a template from the list (★ = your company has a custom version).

2. Edit Subject and Body on the ES / EN / DE tabs.

3. Save (all three languages must be non-empty).

4. Revert to standard removes your overrides for that template and restores the system default.

If you never customize a template, Talenkai uses the built-in standard text.

Placeholders (filled from the match/job/candidate):

{{saludo}} {{nombre}} {{skill}} {{ubicacion}} {{modalidad}} {{duracion}} {{tarifa_max}} {{empresa}} {{agencia}} {{cliente}} {{skill_can}} {{descripcion}} {{can_id}} {{oferta_contacto}}

Signature: closing line and signer name are not in the template — they come from the user’s HTML email signature at send time. Edit the signature in the user profile / user settings.

How it fits the daily flow

1. Generate or draft an email from a match / candidate / free-mail action.

2. Template text + placeholders produce the draft.

3. If that type is Queue → approve in Outbox → Send.

4. If Direct → SMTP runs at once; on failure, recover from Outbox.

Templates change the wording; send mode changes when mail leaves the system. Connection settings change whether SMTP/IMAP can reach the provider.

Checklist

• [ ] SMTP host, port, user, password, From name/address saved under Connection

• [ ] Send mode set per type (Queue vs Direct)

• [ ] Templates customized (or left standard) in ES / EN / DE

• [ ] User signature set for the people who send mail

• [ ] Test one Queue and one Direct send to a safe address

Related: Connect your mailbox, Review queue, Email stuck in review or not sending.