Email Pack

Email Name

Recipient

When Triggered

Registration Emails

Welcome email

Candidate

Sent to a candidate when they create an ATS account.

Internal verification email

Candidate

Sent if/when a candidate registers with an internal domain they are asked to verify their account ensuring access to that inbox.

Social Registration Email

Candidate

Sent if/when a candidate uses one of the social media login options on the registration page.

Application

Application Complete

Candidate

Sent to a candidate when they have submitted their application

Reject Reason Emails

Default rejection

Candidate

Sent to a candidate when you move them to reject. Is also the default email should rejection reasons not be set up in LOV’s.

Pre-screen killer rejection

Candidate

Sent to a candidate if they don’t pass a killer question in their pre-screen. (you can set up whether this is sent immediately after the killer question or on completion of the application).

Pre-screen threshold rejection

Candidate

Sent to a candidate after application if their answers don’t equate to or exceed the threshold set.

(Rejection reason LOV 1) Eg. Insufficient relevant experience

Candidate

Sent to a candidate if this rejection reason is selected on reject.

(Rejection reason LOV 2) Eg.Insufficient qualifications

Candidate

Sent to a candidate if this rejection reason is selected on reject.

(Rejection reason LOV 3) Eg.Insufficient Test Score

Candidate

Sent to a candidate if this rejection reason is selected on reject.

Integration Reject

Candidate

Sent to a candidate

Application rejection in Interview

Candidate

Sent to a candidate if rejected following an interview. Default email if not rejection reason is selected.

Interview Stage Emails

NB: These are replaced by the emails in the Meetings section if you have Meetings (interviews v2) enabled

Book Interview stage 1

Candidate

Sent to candidate to confirm the details of interview 1 that has been booked for them.

Book Interview stage 2

Candidate

Sent to candidate to confirm the details of interview 2 that has been booked for them.

Book Interview stage 3

Candidate

Sent to candidate to confirm the details of interview 3 that has been booked for them.

Book Interview stage 4

Candidate

Sent to candidate to confirm the details of interview 4 that has been booked for them.

Book Interview stage 5

Candidate

Sent to candidate to confirm the details of interview 5 that has been booked for them.

Invite Interview stage 1

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 1.

Invite Interview stage 2

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 2.

Invite Interview stage 3

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 3.

Invite Interview stage 4

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 4.

Invite Interview stage 5

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 5.

Offer

Offer

Candidate

Sent to candidate when they are moved to the ‘offer’ bucket via the action 'offer job - non contract generation’.

Offer with contract

Candidate

When the option ‘offer job - contract generation’ is selected.

Offer with contract to Hiring Manager

Named recipient

Sent to whatever email is entered in the box “send a copy to” on contract generation. (NB a copy of the contract is not attached).

Hire Candidate

Hire Candidate

Candidate

To a candidate once they are moved to the ‘Hire’ bucket

Accepted

Accepted

Candidate

To a candidate once they sign their contract and so are moved to Accepted.

Withdraw Reason Emails

Default withdraw

Candidate

Sent to a candidate when they are withdrawn from the process. (NB not for self withdrawal - you would need to set up a custom notification if you require a notification for this).

(Withdraw reason LOV 1) Eg. Could not meet relocation requirements

Candidate

Sent to a candidate if this withdrawal reason is selected.

(Rejection reason LOV 2) Eg.Salary insufficient

Candidate

Sent to a candidate if this withdrawal reason is selected.

(Rejection reason LOV 3) Eg. Offered another job

Candidate

Sent to a candidate if this withdrawal reason is selected.

Video interview emails

Video Interview Invite

Candidate

Sent when an invite has been set up for a video interview.

Video Interview Withdraw

Candidate

Triggered if a candidate withdraws from their video interview, confirming their withdrawal.

Video Interview Resend

Candidate

Video Interview Extend

Candidate

Sent if the video interview deadline has been extended.

Video Interviewing Invite Email

Candidate

External apply

Application created externally - new user

Candidate

Sent to a candidate when a new account is created through a job board.

Application created externally - existing user

Candidate

Sent to a candidate when they have applied through a job board but already have an account existing in the ATS.

Invite

Onboarding Workflow Invitation for Candidates

Candidate

Sent to the candidate whenever the candidate is moved to a stage/bucket that has onboarding workflows attached to it.

Onboarding Workflow Invitation for Managers/Admins

Named recipient

Sent to the internal role selected on the workflow whenever the candidate is moved to that stage/bucket.

Onboarding Referee Invitation

Named recipient

Sent to the referee details provided on the reference check form. Can be sent straight after the candidate submits the form or if the ‘autosend’ is not switched on then it can be triggered to the referee manually at a later time from ‘Manage onboarded users’ menu.

Custom_notifications

NB: Only the email content in the “internal candidate” column in Emails Manager is sent. Sam content regardless of the selected recipient.

Application Moved to Shortlisted

Named recipient

Sent to the selected recipient(s) when the candidate is moved to the shortlisting bucket.

Application Moved to Rejected

Named recipient

Sent to the selected recipient(s) when the candidate is moved to reject.

Application Moved to Hired

Named recipient

Sent to the selected recipient(s) when the candidate is moved to the hired bucket.

Application Moved to Interview

Named recipient

Sent to the selected recipient(s) when the candidate is moved to the interview bucket.

Application Moved to Offered

Named recipient

Sent to the selected recipient(s) when the candidate is moved to the offered bucket ( currently via the ‘offer - no contract generation’ action).

Application Moved to Book Interview

Named recipient

Sent to the selected recipient(s) when the candidate is invited to book interview.

Application Moved to Accepted

Named recipient

Sent to the selected recipient(s) when the candidate is moved to the accepted bucket/accepts contract.(MB not currently sent on auto accept move).

Application Moved to In-Review

Named recipient

Sent to the selected recipient(s) when the candidate is moved to the ‘in review’ / longlisting bucket.

Application Moved to Withdrawn

Named recipient

Sent to the selected recipient(s) when the candidate is withdrawn from the process (including when a candidate self withdraws).

Mindx

MindX Reject

-

Only used with MindX integration

Hirevue

HireVue Pass

-

Only used with HireVue Pass integration

Contract driven emails

Email candidate on generation

Candidate

Sent to the candidate when a stand alone contract has been generated (separate to the offer generation).

Email recruiter on accept

Job Owner

Triggered to the Job Owner once the candidate accepts their offer/contract on the ATS.

Email recruiter on reject

Job Owner

Triggered to the Job Owner if the candidate rejects their offer/contract on the ATS.

Email recruiter on change request

Job Owner

Triggered to the Job Owner if the candidate requests changes to their offer/contract on the ATS

Candidate Processing

Candidate Invited to apply for a job

Candidate

Notification to a candidate that they have been invited to apply to a job via talent search or via the candidate profile.

Candidate confirmation of being added to a role

Candidate

Notification to a candidate that they have been added to a job. The candidate should be instructed to login and review/submit application.

Send a questionnaire invite

Candidate

Triggered to a candidate post application if a questionnaire was added to the application workflow but ‘post application’ (ie after they click ‘submit’ on the ATS.)

Offer Approval Request

Named recipient

Sent to whoever is entered in the field when “request offer approval” is selected from the options menu.Includes an approval link which when selected moves the candidate to offered bucket if not already there.

Account deletion Cancelled

Named recipient

Sent if the account holder cancels the account deletion activity.

Interview Emails

Interview Invite Reminder email

Candidate

Sent to a candidate if they don’t book an interview slot after invite to remind them to do so.

Candidate confirmation on re-booking interview slot

Candidate

Notification for HM when candidate books an interview slot

Named recipient

Sent to all “attendees” on an interview on a job when the candidate picks a time from an interview slot invite.

Candidate confirmation on booking interview slot

Candidate

Sent to a candidate to confirm the interview details when they have been booked themselves into a slot.

Application Reminder Emails

Expiring Job application reminder 48 hours before expiry of job

Candidate

Sent to a candidate who hasn’t completed their application to notify them of a job that is due to expire in 48 hours.

48H Reminder email after application started by Candidate

Candidate

Sent to candidates 48 hours after they have started their application if they have not completed it.

ATS Feedback Questionnaires

Shortlist questionnaires

Job Owner

Sent to the recruiter when a shortlist questionnaire has been completed AND the ‘submit shortlist’ button is enabled and pressed.

CV feedback questionnaires

Job Owner

Sent to the recruiter when a CV feedback questionnaire has been completed AND the ‘submit CV feedback’ button is enabled and pressed.

Job authorisation request

Named recipient

Sent to the allocated job authorisers once a job has been created and is awaiting approval (old job auth - not policies)

Referrals

Referral email - Candidate not logged in

Named recipient

Triggered to a prospective candidate with a link to the job when their email address has been entered as part of the “refer a friend”.

Referral email - Candidate logged in

Candidate

Triggered to the referrer once they have submitted a referral.

Passive Candidates

Passive candidate "create user account with these details". Via the dashboard

Candidate

Triggered to the candidate when a recruiter adds them to the database as a passive candidate from the tools menu or via the job.

Passive candidate create, ATS job view

Candidate

No longer used

Job Matching

Job matching email (candidate)

Candidate

If a candidate ‘opts in’ to this particular preference, and the Job Matching permission is enabled on your platform, the candidate will receive automatic emails regarding new jobs added that match their skill-set.

Job matching email (Hiring Manager)

Hiring Manager

If a HM creates a job and candidates are matched to this position.

Job Alerts for Candidates

Candidate

Received when candidate sets up “job Alert”. Receives daily the jobs that match the criteria set up on their alert.

Video Interviewing

Video Interview Reject Email

Candidate

When a candidate has either withdrawn or been rejected from a video interview.

Video Interview Resend Email

Candidate

Triggered to a candidate to remind them of the video interview if not completed.

Video Interview Extend Email

Candidate

If the deadline for the video interview has been extended.

Data Scrub

Warning 1

Warning 2

Warning 3

Final Scrub Email

Manage Tool

Superadmin password reset

Named recipient

Sent to the user/account holder when their password has been reset in the Manage platform.

Super-admin hiring manager create

Named recipient

Sent to an internal user when they’ve had an account set up for them and ‘send welcome email’ is toggled on.

Super-admin, jobseeker create

Candidate

Sent to the candidate when they’ve had an account with jobseeker user type set up for them and ‘send welcome email’ is toggled on.

Misc

Password reset tool

Named recipient

Is sent when ‘forgot password’ is selected on the registration page and the email address of the account is typed in and submitted.

Email CV

Named recipient

Sent to the email address typed in when selecting to share a CV through the ATS.

Job Sharing

Named recipient

Triggered when a job is shared with another user in the ATS.

Forward candidate details to another user

Named recipient

Sent when ‘Forward user details’ is selected from a candidate profile in the ‘Onboarded users’ page.

Data Retention Third Party Emails

Only used if partnered with any of the following third parties.

Tribepad Video Interviewing

Tribepad Video Interviewing

Triggered to the third party if a candidate has requested for their details to be deleted.

SHL

SHL

Triggered to the third party if a candidate has requested for their details to be deleted.

TalentQ

TalentQ

Triggered to the third party if a candidate has requested for their details to be deleted.

Chemistry Group

Chemistry Group

Triggered to the third party if a candidate has requested for their details to be deleted.

Basis Media

Basis Media

Triggered to the third party if a candidate has requested for their details to be deleted.

Onfido

Onfido

Triggered to the third party if a candidate has requested for their details to be deleted.

Accio

Accio

Triggered to the third party if a candidate has requested for their details to be deleted.

Mystery Applicant

Mystery Applicant

Triggered to the third party if a candidate has requested for their details to be deleted.

Powermeeter

Powermeeter

Triggered to the third party if a candidate has requested for their details to be deleted.

Madgex

Madgex

Triggered to the third party if a candidate has requested for their details to be deleted.

NSL

NSL

Triggered to the third party if a candidate has requested for their details to be deleted.

Data Retention - Account Deletion Request Emails

NB: The time limits periods for deletion can be set in the data protection area of Manage.

Deletion Request Grace Period

Named recipient

Sent once a deletion request has been actioned from the settings and if no further action is taken the account will be deleted.

Deletion Request Final Warning

Named recipient

Follow up email sent just before the account is going to be deleted. If no action is taken the account will be deleted.

Data Retention - Idle Account Deletion Emails

NB: The time limits for data retention are configured in the data protection area of Manage.

First Warning Internal

Named recipient

Sent to account holder however many days after the first day of being idle that is set on the Data Protection page.

First Warning External

Named recipient

Sent to account holder however many days after the first day of being idle that is set on the Data Protection page.

Follow Up Internal

Named recipient

Sent to account holder however many days after the first day of being idle that is set on the Data Protection page.

Follow Up External

Named recipient

Sent to account holder however many days after the first day of being idle that is set on the Data Protection page.

One Day Warning Internal

Named recipient

Sent to account holder the day before the deletion time frame that is set on the Data Protection page.

One Day Warning External

Named recipient

Sent to account holder the day before the deletion time frame that is set on the Data Protection page.

Emails for importing candidates

Passive candidate creation

Candidate

Sent to the passive candidate at the time they have been added from the Talent Search to a specific job.

Agency candidate upload

Candidate

Sent to a candidate at the time they have been added to the system by an agency user to confirm they have been put onto the ATS.

Broadbean import

Candidate

Sent to a candidate at the time a recruiter imports their details via broadbean/job board to confirm they have been put onto the ATS.

User account deletion request emails

Account deletion Confirmed

Named recipient

Triggered to the user/account holder whenever an account has been deleted.

Send_questionnaire

Send Questionnaire

Candidate

Sent if you select a candidate and then ‘send questionnaire’ via the options menu in a job.

OFCCP

OFCCP Veteran & Disability Status

Email after verbal invite

Email sent via 3rd party email client

Email sent on job invitation

Job Creation

Job authorisation approved

Job Owner

Triggered when a job has been authorised by all specified authorisers. (Old job auth- not policies)

Integrations

Integration Invite

Candidate

Job Notifications

Job Application Count Notification

Job Owner

Triggered when the specified number of applications has been received on a job (if a value has been entered when creating the job).

Authorisation_policy

Authorisation Request

Named recipient

Triggered to the authoriser(s) set up on any policy alerting them that their authorisation is needed.

Onboarding_referee

Onboarding Referee Reminder

Named recipient

Triggered to the referee given in the reference check if the reminder toggle has been switched on and it is sent after however many days the reminder email has been set up for on the ref check. (3,5 and/or 7 days after first sent)

Integrations-reinvite

Integration Re-invite

Candidate

Reminder_notification_authorisation_policy

Policy reminder notification for authorisation request

Named recipient

Triggered after 3, 5 and/or 7 days of first sending the authorisation request,if approver reminders have been set up in the policy created.

Meeting

NB: These replace the Interview Stage Emails when you have Meetings (interviews v2) enabled

External Meeting Inviter

Candidate

Sent when an integrated MS Teams or Google interview is booked. NB. The link will be sent in a separate email.

Meeting Book Interview stage 1

Candidate

Sent to candidate to confirm the details of interview 1 that has been booked for them.

Meeting Book Interview stage 2

Candidate

Sent to candidate to confirm the details of interview 2 that has been booked for them.

Meeting Book Interview stage 3

Candidate

Sent to candidate to confirm the details of interview 3 that has been booked for them.

Meeting Book Interview stage 4

Candidate

Sent to candidate to confirm the details of interview 4 that has been booked for them.

Meeting Book Interview stage 5

Candidate

Sent to candidate to confirm the details of interview 5 that has been booked for them.

Meeting Invite Interview stage 1

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 1.

Meeting Invite Interview stage 2

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 2.

Meeting Invite Interview stage 3

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 3.

Meeting Invite Interview stage 4

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 4.

Meeting Invite Interview stage 5

Candidate

Sent to a candidate inviting them to log in and pick an interview slot for stage 5.

Candidate Cancelled interview

Candidate

Recruiters Cancelled interview

Candidate

Reschedule Meeting

Candidate

Sent when the reschedule button is clicked on the interview in the ATS.

Onboarding

Workflow admin reminder

Named recipient

Sent to whoever is assigned to an admin/interview onboarding workflow if/when the reminder days are set for that OB item.

Workflow candidate reminder

Candidate

Sent to the candidate if/when the reminder days are set for that OB item.appr

User_login_magic_link

Magic Link

Named recipient

Sent to the User/account holder when a magic link is requested.

Agency-candidate-complete

Agency job completion

Candidate

New agency portal

Cancel_interview

Cancel Interview

Named recipient

Sent to candidate and all attendees when an interview is cancelled through interview slots or the “cancel interview” button.