You can manage the templates for any messages sent from Karmly under Manage > Templates > Message Templates. Click Add Message Template to create your own templates or click Edit to edit an existing template.
Set the name for your template, and apply each of the settings to suit your requirements.
Message Type - The Message Type determines whether the message is action-based, scheduled, or a template for manual messages. See below for more detail on the Message Types available.
Active - When set, this template will be the template used for generating messages of its selected Message Type. The icon on the main Message Templates screen indicates messages which are the Active message of their type.
Making a template Active will deactivate any other templates with that Message Type, if applicable.
If there are no Active templates for a particular Message Type, Karmly won't send messages of that type at all, so it's important to ensure you always have an Active message template of each type that you wish to send.
Message Subject - The subject line of the message.
Message Content - The content to include in the body of the message. You can use Placeholders to pre-fill messages with custom details - see below for more detail.
Message Types
The message type you set on a template will determine when the message template can or will be used. The message types available are:
Approved Time - This message type will be sent when an approval request is approved, to confirm that approval has been received. The message will be sent to the Resource the approval is for, as well as the person who requested approval (if someone other than the Resource requested approval).
Client Invoice - This message type will be sent to the Recipients listed on each invoice when invoices are sent from Karmly. Learn more about how to manage invoice recipients here.
New Placement Resource - This message type will be sent to resources when they're placed, to let them know they have a new placement they can record time against. This will only be sent if the Resource already has user access at the time they're added to the new placement.
New User - This message type will be sent when you invite a new person (Resource, Consultant, or Contact) into Karmly. See more on inviting people here: Inviting People. It can be a good idea to include resources in this template to help your users accept their invite and use Karmly effectively. Admins will receive the below default invitation instead, or if the New User template type is deactivated for your company then all users will receive this version of the invitation:
Onboard Complete Resource - This message type will be sent to resources who complete onboarding, if the template has the 'Completion Email' setting applied. The Onboard Answers placeholder should always be included in this template if you wish to send them a record of the answers they submitted. Learn more about onboarding in Karmly here: Onboarding Candidates in Karmly
Rejected Time - This message type will be sent when an approval request is rejected. The message will be sent to the Resource the request is for, as well as the person who requested approval (if someone other than the Resource requested approval).
Reminder Message - Reminder type messages are used for setting up any standard reminders and messages which can be sent as Bulk Messages to selected candidates under Time > Messages or by selecting 'Message Resources' from the Week Summary.
Request Approval - This message type will be sent to any Approvers on a placement when approval is requested.
Scheduled Reminder Message - A reminder message which is automatically sent to users at scheduled intervals. Learn more about setting up Scheduled Reminder Messages here.
Placeholders
Placeholders in Message templates are replaced with the corresponding information from elsewhere in Karmly when the messages are sent, for example you might like to use the 'Invoice Number' placeholder in your Client Invoice template - when the email is sent, the placeholder will be replaced the the Invoice Number of the invoice attached to the email.
NB: The Placeholders available for a template will change according to their type e.g. Client Invoice vs Request Approval. If you change the template type after adding placeholders, you should remove all placeholders and start again to ensure you only use placeholders valid for that template type.
The available placeholders for each Message Type are detailed below:
Approval From Date - The From date of the approval request
Approval Request Breakdown - A breakdown of time and units included in the request.
Approval Request Date - The date the approval was requested
Approval Request Requester Name - The full name of the requester (usually the Resource, but can be an admin or consultant)
Approval Request Resource Name - The full name of the resource the request is for
Approval Request Time - The total number of Days or Hours in the request. If the request contains both Days and Hours, only the Days total will display. If the request is for multiple placements the total will be a combined total, so this placeholder isn't appropriate if your candidates work for multiple clients at the same time (see Approval Request Totals or Approval Request Breakdown as alternative options).
Approval Request Totals - Inserts a list of the totals included in the request. E.g. the following example shows a request containing $55 of expenses, 40 hours, and 174 Kms.
Approval To Date - The To date of the approval request
Approval Units - Paired with the Approval Request Time placeholder, the Approval Units placeholder will show whether the Time displayed is Days or Hours.
Approver Email - The email address of the approver.
Approver First Name - The first name of the approver.
Approver Last Name - The last name of the approver.
Approver Mobile Phone - The approver's mobile phone number.
Approver Name - The approver's display name.
Approver Office Phone - The approver's office phone number.
Client Address - The address of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Email - The billing email address of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Name - The Billing Name of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Recipient Name - The Billing Recipient Name from the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Name - The name of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
Placement Billing Name - The billing name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement End Date - The end date of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Labels - The labels from the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Name - The name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement PO Number - The po number of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Rate - The billing rate of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Reference - The billing name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Start Date - The start date of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Request Response Note - Will insert the response note ,if the approver submitted a note with their approval. We recommend including a message in your Request Approval template advising approvers that their notes will be visible to Resources if you include this placeholder in the Approved Time template.
Resource Email - The email address of the Resource the request is for.
Resource First Name - The first name of the Resource the request is for.
Resource Last Name - The last name of the Resource the request is for.
Resource Name - The display name of the Resource the request is for.
Resource Trading Name - The trading name of the Resource the request is for.
Client Address - The address of the client the invoice is for.
Client Billing Email - The billing email address of the client the invoice is for.
Client Billing Name - The Billing Name of the client the invoice is for.
Client Billing Recipient Name - The Billing Recipient Name from the client the invoice is for.
Client Name - The name of the client the invoice is for.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
Invoice Date - The date of the invoice.
Invoice Due Date - The due date of the invoice.
Invoice From Date - The start date of the period covered by the invoice.
Invoice Gross Amount - The gross total of the invoice (after sales tax is applied).
Invoice Net Amount - The net total of the invoice (before sales tax is applied).
Invoice Number - The invoice number.
Invoice Tax Amount - The sales tax amount applied to the invoice.
Invoice To Date - The end date of the period covered by the invoice.
Client Address - The address of the client the placement is for.
Client Billing Email - The billing email address of the client the placement is for.
Client Billing Name - The Billing Name of the client the placement is for.
Client Billing Recipient Name - The Billing Recipient Name from the client the placement is for.
Client Name - The name of the client the placement is for.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
Placement Billing Name - The billing name of the placement.
Placement End Date - The end date of the placement.
Placement Labels - The labels from the placement.
Placement Name - The name of the placement.
Placement Notes - The notes from the placement.
Placement PO Number - The po number of the placement.
Placement Rate - The client billing rate of the placement.
Placement Reference - The reference from the placement.
Placement Start Date - The start date of the placement.
User Email - The email address of the user being invited.
User First Name - The first name of the resource.
User Last Name - The last name of the resource.
User Mobile Phone - The mobile phone number of the resource.
User Name - The display name of the resource.
User Office Phone - The office phone number of the resource.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
User Email - The email address of the user being invited.
User First Name - The first name of the user being invited.
User Last Name - The last name of the user being invited.
User Mobile Phone - The mobile phone number of the user being invited.
User Name - The display name of the user being invited.
User Office Phone - The office phone number of the user being invited.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings.This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
Onboard Answers - Will include a formatted breakdown of the answers the resource submitted for their records, including links and attachments for documents.
Onboard Completed Date - The date the resource submitted their completed onboarding.
Onboard Name - The name of the onboarding template.
Resource Email - The email address of the Resource the request is for.
Resource First Name - The first name of the Resource the request is for.
Resource Last Name - The last name of the Resource the request is for.
Resource Name - The display name of the Resource the request is for.
Resource Trading Name - The trading name of the Resource the request is for.
Approval From Date - The From date of the approval request
Approval Request Breakdown - A breakdown of time and units included in the request.
Approval Request Date - The date the approval was requested
Approval Request Requester Name - The full name of the requester (usually the Resource, but can be an admin or consultant)
Approval Request Resource Name - The full name of the resource the request is for
Approval Request Time - The total number of Days or Hours in the request. If the request contains both Days and Hours, only the Days total will display. If the request is for multiple placements the total will be a combined total, so this placeholder isn't appropriate if your candidates work for multiple clients at the same time (see Approval Request Totals or Approval Request Breakdown as alternative options).
Approval Request Totals - Inserts a list of the totals included in the request. E.g. the following example shows a request containing $55 of expenses, 40 hours, and 174 Kms.
Approval To Date - The To date of the approval request
Approval Units - Paired with the Approval Request Time placeholder, the Approval Units placeholder will show whether the Time displayed is Days or Hours.
Approver Email - The email address of the approver.
Approver First Name - The first name of the approver.
Approver Last Name - The last name of the approver.
Approver Mobile Phone - The approver's mobile phone number.
Approver Name - The approver's display name.
Approver Office Phone - The approver's office phone number.
Client Address - The address of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Email - The billing email address of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Name - The Billing Name of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Recipient Name - The Billing Recipient Name from the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Name - The name of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
Placement Billing Name - The billing name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement End Date - The end date of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Labels - The labels from the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Name - The name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement PO Number - The po number of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Rate - The billing rate of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Reference - The billing name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Start Date - The start date of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Request Response Note - Will insert the response note, if the approver submitted a note with their rejection. We recommend including a message in your Request Approval template advising approvers that their notes will be visible to Resources if you include this placeholder in the Rejected Time template.
Resource Email - The email address of the Resource the request is for.
Resource First Name - The first name of the Resource the request is for.
Resource Last Name - The last name of the Resource the request is for.
Resource Name - The display name of the Resource the request is for.
Resource Trading Name - The trading name of the Resource the request is for.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
User Email - The email address of the user being messaged.
User First Name - The first name of the user being messaged.
User Last Name - The last name of the user being messaged.
User Mobile Phone - The mobile phone number of the user being messaged.
User Name - The display name of the user being messaged.
User Office Phone - The office phone number of the user being messaged.
Approval From Date - The From date of the approval request
Approval Request Breakdown - A breakdown of time and units included in the request.
Approval Request Date - The date the approval was requested
Approval Request Requester Name - The full name of the requester (usually the Resource, but can be an admin or consultant)
Approval Request Resource Name - The full name of the resource the request is for
Approval Request Time - The total number of Days or Hours in the request. If the request contains both Days and Hours, only the Days total will display. If the request is for multiple placements the total will be a combined total, so this placeholder isn't appropriate if your candidates work for multiple clients at the same time (see Approval Request Totals or Approval Request Breakdown as alternative options).
Approval Request Totals - Inserts a list of the totals included in the request. E.g. the following example shows a request containing $55 of expenses, 40 hours, and 174 Kms.
Approval To Date - The To date of the approval request
Approval Units - Paired with the Approval Request Time placeholder, the Approval Units placeholder will show whether the Time displayed is Days or Hours.
Approve Button - Inserts a green button labelled 'Approve Time'. When clicked, the approver will automatically approve the request. This can be removed if you want approvers to always view the request first.
Approver Email - The email address of the approver.
Approver First Name - The first name of the approver.
Approver Last Name - The last name of the approver.
Approver Mobile Phone - The approver's mobile phone number.
Approver Name - The approver's display name.
Approver Office Phone - The approver's office phone number.
Client Address - The address of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Email - The billing email address of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Name - The Billing Recipient Name of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Billing Recipient Name - The Billing Recipient Name from the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Client Name - The name of the client the request is for. If the request contains time for multiple clients, this placeholder would not populate.
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
Placement Billing Name - The billing name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement End Date - The end date of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Labels - The labels from the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Name - The name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement PO Number - The po number of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Rate - The billing rate of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Reference - The billing name of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Placement Start Date - The start date of the placement the request is for. If the request contains time for multiple placements, this placeholder would not populate.
Resource Email - The email address of the Resource the request is for.
Resource First Name - The first name of the Resource the request is for.
Resource Last Name - The last name of the Resource the request is for.
Resource Name - The display name of the Resource the request is for.
Resource Trading Name - The trading name of the Resource the request is for.
View Request Button - Inserts a grey button labelled 'View Request'. When clicked, the approver will be taken to a screen showing all time in the request and given the option to approve or reject the request. Learn more here: Approval Requests for Clients
Company Address - The address from your Company Settings.
Company Contact Email - The contact email from your Company Settings.
Company Contact Name - The contact name from your Company Settings.
Company Domain - The company domain from your Company Settings. This will only insert your unique code, if you'd like to display the full URL you'd need to set that up as
Company Name - The company name from your Company Settings.
Company Tax Number - The company tax number from your Company Settings.
User Email - The email address of the user being messaged.
User First Name - The first name of the user being messaged.
User Last Name - The last name of the user being messaged.
User Mobile Phone - The mobile phone number of the user being messaged.
User Name - The display name of the user being messaged.
User Office Phone - The office phone number of the user being messaged.
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