Kula ships with a set of ready-to-use email templates for the most common moments in a hiring process — application received, interview confirmations, offers, rejections, and more — and you can create, edit, clone, and archive your own on top of them.

This article covers how templates work today, plus a few limitations worth knowing about before you build out a full library.

The default templates Kula provides

Out of the box, your account comes with sample templates covering the most common candidate and interviewer touchpoints. Every template belongs to a category, and the category determines where that template shows up when you're sending an email or scheduling an interview — so it's worth knowing what each one is for before you start editing or adding your own. These are starting points; you're expected to edit them to match your own voice and process.

• Application submission — sent automatically to a candidate when they apply to a job. This is the one category most accounts customize first, since it's the very first email a candidate gets from you.

• Candidate interview coordination — the candidate-facing confirmation for a scheduled interview, with separate default templates for phone/online vs. in-person interviews. You pick which one an interview activity uses from within the interview plan, so different stages of the same job can use different confirmation templates.

• Interviewer coordination — the interviewer-facing counterpart to the above: what an interviewer sees on their own calendar invite for a scheduled interview.

• Self-schedule email templates — the invite a candidate gets when you send them a self-scheduling link to pick their own slot. This is configured per interview activity in the interview plan, so different stages (a recruiter screen vs. a panel round, for example) can each point to their own self-schedule template rather than sharing one default.

• Availability email templates — used specifically by the "Request Availability" flow, where a candidate confirms open times rather than booking a slot directly. This is a distinct flow (and category) from self-scheduling.

• Offer email — includes a DocuSign-enabled variant for e-signature offer letters, alongside the standard offer email.

• Rejection email — two default templates live here: one for you rejecting the candidate, and one for the candidate declining you (withdrawing). They're easy to mix up since both sit in the same category — see Good to know below.

• Email activity — the general-purpose category for candidate emails you attach to an interview-plan activity that isn't one of the standard scheduling/offer/rejection scenarios above.

• Ad-hoc candidate email templates — for one-off, unplanned emails sent outside the interview plan structure. Kula's ad-hoc composer also shows your Email Activity templates alongside this category's own, so you generally don't need to duplicate a template into Ad-hoc just to be able to send it outside a planned step.

• Survey email templates — for survey activities, for example pairing a candidate-experience survey link with a rejection when someone doesn't move forward.

A couple of categories have had real naming churn, and one has an open question worth flagging rather than glossing over — see Needs verification at the top of this article and the Good to know below before you go looking for "Assessment" or "Candidate/Interviewer confirmation emails" categories specifically.

Creating a template

From Settings → Templates, click Add Template, give it a name, choose the category it belongs to, write the subject and body, and save. A couple of things to know before you commit to a category:

• The category you choose at creation is locked in afterward. There's currently no way to move a template to a different category once it's saved — if you pick the wrong one, your best option is to create a new template in the right category rather than try to re-categorize the existing one.

• Not every category supports attachments. Categories tied to calendar invites, for example, don't allow attachments on the template — this is enforced by design, not a bug if you can't attach a file to certain template types.

Editing, cloning, and archiving

• You can edit any template by opening it and saving your changes.

• Cloning (via the three-dot menu on the Templates list) is the fastest way to start a new template from one that's close to what you need — just be aware you'll still need to set its category correctly, since that can't be changed later either.

• Archiving (also via the three-dot menu) soft-deletes a template: it stops appearing as an option going forward, but it isn't permanently destroyed.

• If a template is currently set as your account's default for a category (for example, the default Application Submission template), you can still edit it, but you can't archive it while it's set as the default — change the default first if you need to retire it entirely.

Previewing and personalizing

• Before saving, use the Preview option to see roughly how the email will render for a recipient, and hover over dynamic values for tooltips showing what they'll resolve to.

• Templates support the same personalization tokens used elsewhere in Kula (candidate name, job title, sender name, and so on) so you're not hand-typing details for every send.

Private vs. shared templates

• There's no private/personal template option today — every template you create under Settings → Templates is visible to anyone with template access on your account, not just you.

• A feature to let individual users save an email as a personal ("my") template, kept separate from the shared org library, has been requested. If you need a template only your team uses, the closest current option is simply naming and organizing it clearly within the shared list.

A heads-up on Flow templates

• If your account uses Flows (outreach sequences), templates used inside flow steps are currently managed separately from the main Settings → Templates page.

• There's a planned change to bring Flow templates into Settings → Templates under their own tab, gated by the same "Manage templates" permission plus flow-specific access — but this hasn't shipped yet, so don't expect to find flow step templates in the main Templates list today.

Good to know

• The category you pick when creating or cloning a template can't be changed later — double-check it before saving, since your only fix afterward is creating a new template in the correct category.

• Attachments aren't supported on every template category — calendar-invite-related categories, in particular, don't allow them. This is expected behavior, not a bug.

• There's no private/personal template option yet — everything under Settings → Templates is shared with anyone who has template access on your account.

• A template set as your account's default for its category can be edited but not archived — reassign the default first if you want to fully retire it.

• Templates are grouped in one flat list by category today, not by broader purpose (like "Scheduling" vs. "Rejection" vs. general email) — if you're managing a large template library, some customers have found this makes it harder to scan at a glance. There's no dedicated filtering or regrouping beyond category yet.

• Archiving doesn't affect emails you've already sent — it only removes the template as an option for future use.

FAQ

• I need a template for a scenario Kula doesn't have a default for (like an ad-hoc interview invite) — do I edit an existing one or create a new one? If nothing close already exists, create a new template under the relevant category (for example, an ad-hoc or interview-coordination category) rather than repurposing an unrelated one — that keeps it showing up correctly wherever templates are selected for that scenario.

• Can I remove a field from a default template, like the interview location on a confirmation email? Yes — open the default template and edit the body to remove whatever dynamic value you don't want included, then save. You don't need to build a new template just to drop one field.

• Can I make a template private so only I can see or use it? Not currently — all templates are shared across anyone with template access on your account. A private/personal template option has been requested but isn't available yet.

• Can templates be organized by purpose instead of one long list? Not beyond category grouping today. This is a known ask — some customers have requested clearer segmentation (for example, separating scheduling templates from rejection templates) — but it hasn't been built yet.

• I picked the wrong category when creating a template — can I move it? No, not directly. The category is fixed once the template is saved. Create a new template in the correct category instead.

• Why won't a file attach to my calendar invite template? Some template categories, including calendar-invite-related ones, don't support attachments by design — this isn't specific to your account or a bug.

Need help?

If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.