Email automation in candidate communication

Email automation in the ATS is a powerful feature that allows job creators to configure and send automated emails to candidates as they progress through specific stages of the recruitment process. This feature is designed to streamline communication, enhance efficiency, and deliver a consistent candidate experience by achieving the following:

• Efficiency: Reduces the manual workload for recruiters.
• Consistency: Ensures uniform messaging for all candidates.
• Enhanced Candidate Experience: Proactive updates improve satisfaction and engagement.
• Scalability: Easily manages high volumes of candidates without additional effort.

How to Enable Email Automation in Recruitment Stages When Creating a New Job

• From Applicant Tracking > Jobs, click 'New Job' and enter the job details in the first step.

• In the second step, 'Hiring Stages', you will see the default hiring stages. You can also add new stages if needed. To automate email communication for a specific stage, click 'Apply Stage Automation' next to the desired stage.

When clicked, a new form appears, allowing you to define the email details to be sent to candidates at this stage:

• Template Name: Select a template from the available email templates in the system. [Learn more about how to create email templates.]
• Message Body: Once a template is selected, the message body is automatically populated and cannot be edited.

• Candidate Source: Choose whether the emails will be sent to: All candidates, candidates who applied through forms only, or manually added candidates only.

• Timing: Choose when the email will be sent.
  • Immediate: The email is sent as soon as the candidate is moved to this stage.
  • Delayed: The email is sent at a specific time you select after the candidate is moved to this stage.

Note: If you want to disable email automation for a stage after creating it, you can toggle the button at the end of the form. The automation will then be disabled and marked accordingly in the hiring stages.

How to Enable Email Automation in Recruitment Stages for an Existing Job

• From Applicant Tracking > Jobs, select the job you want to enable the automation for, and click on 'Edit'. 

A form will appear, allowing you to edit the job details. Navigate to the 'Hiring Stages' step and follow the same steps outlined above to automate emails for any stage.

Please note that: 

• If automation is applied to any recruitment stage for an existing job with previous candidates already in that stage, the email automation will only apply to new candidates added to that stage after the automation is enabled. This means it is not retrospective.

• If a candidate is manually moved from one stage to another with email automation enabled, a pop-up message will appear, notifying the user that the stage includes an automated email that will be sent to the candidate. Users can choose to proceed with the move or cancel.

• The candidate's timeline will include all emails sent as part of the email automation actions, as well as any scheduled emails that will be sent.

• Scheduled emails can be edited or canceled directly from the timeline.