Email and email templates

Sending from Recruify rather than a personal mailbox lets the whole team see what has been said to a candidate, and keeps the correspondence attached to the profile.

Sending from a job

1. Open the job and go to the Email area.
2. Pick an existing template or write a new message.
3. Choose the candidates to send to.
4. Check the message once the merge fields have been replaced with real data, then send.

Sent mail appears on the candidate profile, along with the time it went out and who sent it.

tip

Select several candidates and send once when you are giving a group the same outcome — it is quicker, and nobody gets missed.

Shared templates

Templates live in Settings → Email templates and are reusable across every job. Each has a subject, a body and merge fields such as the candidate's name, the job title or the organisation name.

Templates worth preparing up front:

• Application received;
• Interview invitation and confirmation;
• Offer;
• Rejection, split by stage if you need it.

When you edit a template that is already in use, check whether the change applies only to new messages or also to the automation rules currently running.

Mail sent by automation

An automation rule can send an email when an application enters a stage. Those messages use the same template library and are recorded on the profile as well. See Automation.

Test before switching it on

A rule that sends email fires the moment an application changes stage, without asking again. Try it on an internal profile before pointing it at real candidates.

When an email does not arrive

• Check the delivery status in the profile history;
• Confirm the recipient address is right and has no stray spaces;
• Ask the candidate to check their spam folder;
• If automation sent it, confirm the application really entered the stage and the conditions were met.

See also Common issues.