> ## Documentation Index
> Fetch the complete documentation index at: https://docs.stardex.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Editing templates (email, summaries, scorecards, meeting notes)
> Manage shared email templates, attachments, scorecards, and AI summary templates for your team.
When your team sends the same outreach, writes similar candidate summaries, or follows the same interview rubric, recreating that work leads to inconsistent results. **Settings → Templates** keeps those reusable building blocks in one shared place, so your team can update them once and use the latest version where it is needed.
## Finding templates
Open **Settings** and select **Templates**. The tab opens on **Scorecards** and has four sections in the sidebar:
* **Scorecards**: shared interview rubrics for rating candidates.
* **Email Templates**: reusable outreach content for candidates and clients.
* **Candidate Summary Templates**: instructions and examples for the AI candidate summary generator.
* **Meeting Summary Templates**: instructions and examples for AI-generated summaries from recordings and transcripts.
Templates are scoped to your team. Changes to a template are shared with the people who use that team’s template list.
## Managing templates
### Managing scorecards
Click **New template** to create a scorecard, or click a template name or **Edit** to change one. Add criteria and mark each one as **Must-have** or **Nice-to-have**, then choose the template’s **Rating scale**.
To retire a scorecard template, open the **⋯** menu and select **Archive template**. Archived templates are hidden from new scorecards, while historical ratings keep the criteria that were used.
### Managing email templates
Email templates contain a **Name**, **Subject**, **Body**, and optional **Attachments**. Variables such as `{{first_name}}` can be used in the subject and body. Click **New template** to create one, or click its name or **Edit** to update it.
To remove an email template from the composer, open the **⋯** menu and select **Delete template**. Deleted templates are hidden from the email composer.
### Managing candidate summary templates
Candidate summary templates guide the AI Summary Generator on a person's profile. Each template has a **Name**, a **Prompt instruction**, and optional **Example outputs**. Use **Add example** to add an example, or remove an existing example in the editor when it no longer represents the format you want.
Use **New summary template** to create one and **Edit summary template** to update one. Select **Delete template** from the **⋯** menu when it is no longer needed.
### Managing meeting summary templates
Meeting summary templates use the same prompt-and-examples approach for meeting recordings and transcripts. Create one with **New meeting template** or update one with **Edit meeting template**.
To use a template automatically for new meeting summaries, open its **⋯** menu and select **Set as default**. The current default has a **Default** badge in the list. You can change the default later by setting another template as the default.
When a section has more than five templates, use **Search...** to find one by name. **Sort by:** lets you order the list by **Name** or **Updated at**.
## Adding attachments to an email template
Use this path when you want every one-off email based on a template to include the same files, such as a company overview, job brief, or terms document.
1. Open **Settings** and select **Templates**.
2. Select **Email Templates** in the sidebar.
3. Click **New template**.
4. Enter a **Name** and **Subject**. Both are required before you can save.
5. Write the email in **Body**. Use **Variables** in the email composer when you need to insert recipient details into the body; you can also type variables such as `{{first_name}}` in the subject or body.
6. Under **Attachments**, click **Attach files** and select the files you want included.
7. Click **Create template**.
The template appears in the list with a paperclip and its attachment count. Click the template name or **Edit** to update its content or files later.
> 💡 Files saved with an email template are attached automatically when you use that template for a one-off email. They do not apply to campaign sequences.
## Using an email template in a message
1. Open a person's profile and open the email composer.
2. Open **Select Template (optional)**.
3. Choose **Template: \[template name]**.
4. Review the recipient, subject, body, and attachments, then click **Send Email**.
Stardex fills in supported recipient variables when you apply the template. Files from the template appear with a **Template** badge in the attachment area.
You can remove a template file from this draft, add one-off files, or click **Clear all** before sending. Those changes apply only to the email you are composing; they do not change the saved template. To change the reusable file set, use **Template Actions** → **Edit Template**, or edit the template in **Settings → Templates**.
The same saved files are included when you select an email template for a single candidate rejection email.
### Saving a draft as a reusable template
If you build an email from a person's profile first, click **Save as Template** in the composer. Enter a name in **Save Email Template** and click **Save Template**. Any files attached to that draft are saved with the new template and are included the next time you use it.
### Attachment limits
* A template can have up to 10 attached files.
* The 25 MB total limit is shared by template files and any one-off files you add to the email.
* When you send, the message content and all attachments must fit within the same 25 MB limit.
* You cannot save a template or send an email while its attachments exceed the size limit.
## Keeping templates useful
* Use clear, specific names, such as *Executive client submission* or *Initial outreach - passive candidate*, so teammates can find the right template quickly.
* Revisit summary and meeting **Prompt instruction** text and **Example outputs** over time. Small changes can improve the format and detail of AI-generated summaries.
* Set a meeting summary default that matches your most common meeting type, such as a client intake or candidate screen.
## Common use cases
* **Client introductions**: include a company overview or service agreement with every introductory email.
* **Role outreach**: attach a job brief to an outreach template without adding it to each message manually.
* **Structured interviews**: give interviewers one shared scorecard with the same must-have and nice-to-have criteria.
* **Client submissions**: use a candidate summary template that matches a client's preferred format.
* **Consistent meeting notes**: set a default meeting summary template for your team's most common call type.
## FAQ
**Q: Do template attachments work in campaigns or sequences?**
No. Files attached to an email template are included only when you use that template in a one-off email.
**Q: Can I leave out one file for a particular recipient?**
Yes. Remove the file from the composer before sending. The saved template stays unchanged.
**Q: Why can’t I add another file?**
The combined template and one-off attachment limit is 10 files and 25 MB. Remove a file or reduce the total size before saving or sending.
**Q: What happens if a template file is no longer available when I send?**
Stardex stops the send and tells you that the file is no longer available. Remove or replace that file in the template, then try again.
**Q: Can I delete a scorecard template?**
Scorecard templates use **Archive template** instead. Archiving keeps historical scorecards intact while preventing the template from being used for new ratings.
***
## Key Takeaway
**Templates keep shared outreach, interview rubrics, and AI instructions consistent. Add reusable files to Email Templates when they belong on one-off emails, and edit the template itself when the whole team needs the change.**
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