How To Manage Campaign Emails

Your candidate communication sets the tone for their entire experience. When emails feel polished, personalized, and on-brand, candidates trust the process and are far more likely to complete their interview.

There are two types of emails your candidate will receive from Talent Llama, the first being their invitation to interview email, and the second being reminders if they don't complete the interview. The reminder is essentially the same as the invitation, slightly tweaked as a reminder, so you'll only need to customize one email.  

Talent Llama gives you full control over your campaign email content and design, so every message aligns with your tone, your brand, and your hiring process.

Where to Manage Campaign Emails

There are two places to manage emails. You can manage the default template from within Admin Settings (Three dots in the bottom left > Admin > Branding) which controls your account emails.

You can also customize it per Campaign too! (It will prompt you to do this with each new Campaign you create, although you can skip this step if you are happy with your default).

Customize the Core Email Elements

Subject Line

Keep it short, clear, and human. Avoid corporate jargon — your goal is to get the candidate to open the message.

Example:

“You’re invited to your Company screening interview 🎉”

Sender & Reply-To

Use your Custom Domain whenever possible for consistency and trust. Plus, it could improve deliverability!

Body Copy

Our default messaging is effective, but personalizing it makes a huge difference.

Use this space to:

• Explain why you use Talent Llama. e.g., “so every applicant gets seen.”
• Describe what to expect during the interview.
• Include next steps or a timeline for follow-up.

Example:

Thanks for applying to Brightline!

As part of our hiring process, we use Talent Llama to conduct quick, AI-powered interviews. This ensures every candidate gets a fair shot, no scheduling, no waiting.

You’ll answer a few short questions about your experience and motivation. Once you’re done, our hiring team will review your responses and be in touch about next steps.

Keep it conversational. Clear beats clever. Remember, you can tailor it to specific roles during the Campaign Builder - so what you send front-line workers, should different than hiring corporate leaders etc. This example, however, is your default email set up. A starting point if you will.

Tip: The goal for this email no matter who it's going to, is to make it a strong, concise but exciting Call-To-Action. You want candidates to open and complete their interviews. This is your chance to get them excited!

Align Email Branding with Your Company Look

Your campaign emails automatically inherit the branding profile you’ve set up, including banner image, logo, brand color, and button color.

For our full instructions, check out our Branding Guide.

Make sure your visuals are clean, modern, and consistent with your website and careers page. Cohesive branding reassures candidates that everything is official and secure.

Add a Human Touch: Embed a Welcome Video

It's our best practice recommendation that you embed a short welcome video at the start of your candidate’s interview journey. This can be either role specific (in which case you'd edit it each time you create a new Campaign), or generic (perhaps your HR Manager could make a video to get applicants excited about the company!).

Either way, its best to mention why you're using Talent Llama. It doesn't have to be long, less than 2 minutes is always best.

What to include:

• A warm hello and quick overview of the job (or company if its a generic video)
• A sentence about the company and team culture
• Why you use Talent Llama: “to give every candidate a fair shot” and "so we can see every applicant"

You should add your video directly to the screening call as it's the first thing candidates see before they begin their AI screening.

To add a video:

Generic Video: Three dots in bottom left > Admin > Branding > Interview screens > Welcome

Campaign Specific: Campaign Name > Experience > Interview screens > Welcome (You will also be able to do this when setting up the campaign initially)

Test Before You Launch

Once your email and video are ready, send yourself a test invite.

• Check for formatting issues (especially logos and colors).
• Verify that links work correctly.
• Make sure tone, visuals, and subject lines feel cohesive.

Click here to check out how to send yourself (and your colleagues!) a test campaign.

Final Tip

Candidates should never feel like they’re just talking to software.

By managing your campaign emails with care, customized copy, brand-aligned visuals, and a personal welcome, you’ll create a process that’s fast, fair, and genuinely human.

That’s how you turn automation into connection.