To help structure your Teamtailor account, you can associate assets with a specific Department, Role, or Region/Location. This helps highlight relevant options while hiding those that don’t apply in certain contexts.
Set availability for your Teamtailor assets
Before getting started, ensure that your Departments/Roles and Locations/Regions are set up in your Teamtailor account.
When creating or editing any supported asset type, you will see an availability section. By default, assets are set to Available everywhere, meaning they will be visible in all contexts.
Select specific criteria under Only available for certain jobs or candidates to control when the assets are shown. You can filter by Department, Role, and/or Region/Location. For each category, you can choose a single option or select All.
Questions
Go to Settings → Recruitment → Questions and open/create a question. Once a question type has been chosen, you will find the availability options further down in the pop-up window.
Read more about how to set up questions in this article.
In this example, the question will be available in the Questions step of the editor for jobs and job templates with the New York location.
It will also be available to be included in questionnaires sent to candidates who have connected with or applied for a job matching this criteria.
Message templates
Go to Settings → Templates → Messages and open/create a message template. Scroll down to the Availability section to choose the criteria for the template.
Read more about how to set up message templates in this article.
In this example, the message template will be available in the Responses step of the editor for jobs and job templates in the Product department with the role of Back End Developer.
It will also be available for messages sent to candidates who have either connected with or applied for a job that matches these criteria.
Interview kit templates
Go to Settings → Templates → Interview kits and open/create an interview kit template. Scroll down to the Availability section to choose the criteria for the template.
Read more about how to set up interview kit templates in this article.
In this example, the interview kit template will be available in the Evaluation step of the editor for jobs and job templates in the HR department for locations in the North America region.
Job offer templates
Go to Settings → Templates → Job offers and open/create a job offer template. Scroll down to the Availability section to choose the criteria for the template.
Read more about how to set up job offer templates in this article.
In this example, the job offer template will be available when creating job offers for candidates within jobs with the role of Social Media Manager in the Marketing department.
Reference templates
Go to Settings → Templates → References and open/create a reference template. Scroll down to the Availability section to choose the criteria for the template.
Read more about how to set up reference templates in this article.
In this example, the reference template will be available when asking for references within jobs in the Customer Support department with the location Stockholm.
Onboarding templates
Go to Settings → Templates → Onboarding and open/create an onboarding template. Scroll down to the Availability section to choose the criteria for the template.
Read more about how to set up onboarding templates in this article.
In this example, the onboarding template will be available when onboarding new hires within jobs located in the Europe region.
Asset availability
Once the availability settings have been saved for an asset, it will only be available in contexts that meet the criteria. Assets are displayed based on their relevance to the selected context (Department/Role/Region/Location):
Best match: Assets that align with the specified context appear at the top.
Others: General assets available across all contexts (Available everywhere) are listed here.
Not shown: Assets tied to a different specific context (not matching the selected criteria) do not appear in the list.
For example, if you're sending a message to a candidate for a job in the Marketing department, message templates associated exclusively with the Sales department will not be displayed. This helps streamline the selection process, making it easier to find what you need!
Filters
For assets with availability settings, you can filter them based on specific criteria under Settings.
By default, filters will show all assets that contain any of the selected criteria. To display only assets that match the criteria exactly, enable the Exact matches only option.
