Locking and Unlocking Templates

Last updated: May 29, 2026

Overview

The template locking feature in candidate.fyi allows admins and template creators to control who can edit specific templates. When a template is locked, only the creator or an admin can make changes, helping preserve standardization and prevent accidental modifications to important templates used across your organization.

Why Lock Templates?

Locking templates helps you:

  • Maintain Consistency: Protect carefully crafted templates from unintended edits
  • Preserve Standardization: Ensure brand messaging and workflows remain uniform across your hiring teams
  • Control Quality: Limit editing permissions to designated template owners and administrators
  • Reduce Errors: Prevent accidental changes to templates used by multiple teams or departments

Template Types That Can Be Locked

The locking feature is available for the following template types:

  • Email Templates: Standardized candidate communications
  • Style Templates: Branding and visual configurations
  • Round Templates: Interview round structures and settings
  • Interview Plans: Complete interview stage configurations

How Template Locking Works

Default State

All templates start in an unlocked state when created, making them editable by users with appropriate permissions.

Lock Permissions

Only two groups can lock or unlock a template:

  • Template Creator: The user who originally created the template
  • Admins: Users with administrative permissions in candidate.fyi

Who Can Edit Locked Templates?

Once locked, a template can only be edited by:

  • The original creator of the template
  • Organization admins

All other users will be able to view but not modify locked templates.

Locking and Unlocking Templates

Locking a Template

  1. Navigate to the appropriate template section:
  2. For email templates: Templates & Libraries → Email Templates
  3. For style templates: Templates & Libraries → Email Templates then select the Styles tab
  4. For round templates: Templates & Libraries → Rounds
  5. For interview plans: Templates & Libraries → Interview Plans
  6. Select the template you want to lock
  7. Click the Lock icon or option
  8. Confirm the action

The template is now locked and protected from edits by other users.

Unlocking a Template

  1. Navigate to the locked template using the paths above
  2. Select the locked template (indicated by a lock icon)
  3. Click the Unlock icon or option
  4. Confirm the action

The template is now unlocked and editable by users with standard editing permissions.

Identifying Locked Templates

Locked templates are visually indicated in the template list with a lock icon, making it easy to identify which templates have restricted editing.

Best Practices

  • Lock Mission-Critical Templates: Apply locks to templates that represent your organization's standard processes or brand voice
  • Document Template Ownership: Ensure creators and admins know who owns each template for maintenance purposes
  • Review Regularly: Periodically audit locked templates to ensure the right templates remain protected
  • Use for Widely-Used Templates: Lock templates that are used across multiple departments or teams to maintain consistency
  • Communicate Changes: When locking or unlocking templates, notify your team to set clear expectations about editing permissions

Common Use Cases

Department Templates

Lock department-specific email templates to ensure hiring managers across that department use consistent messaging.

Branded Communications

Lock style templates that contain approved brand colors, fonts, and visual elements to maintain brand consistency.

Standard Interview Processes

Lock interview plans and round templates that represent your organization's standardized interview process.

Notes and Limitations

  • Locking a template does not affect jobs or communications already using that template
  • Users without edit permissions can still apply locked templates to new jobs or use them in scheduling
  • Only editing the template itself is restricted; using the template remains available to all appropriate users
  • If a template creator leaves the organization, admins retain the ability to edit or unlock their templates