Email Pack

When are emails sent and who do they go to?

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
Confirmation of full profile	Candidate	Sent to a candidate when they have completed their application
📨 Reject Reason Emails
Default rejection	Candidate	Sent to a candidate when you move them to reject
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.
Insufficient relevant experience	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Insufficient qualifications	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Insufficient Test Score	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Did not turn up to interview	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Other reason	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Could not meet relocation requirements	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Salary insufficient	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Offered another job	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Offered a better package at an existing company	Candidate	Sent to a candidate if this rejection reason is selected on reject.
Application rejection in Interview	Candidate	Sent to a candidate if rejected following an interview.
📨 Interview Stage Emails
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 or when the option 'offer job - non contract generation’ is selected.
Offer with contract	Candidate	When the option ‘offer job - contract generation’ is selected.
Offer Reminder	Candidate	When an offer with contract has been sent but the candidate still hasn’t signed it.
Offer with contract to Hiring Manager	Hiring Manager	Sent to whatever email is entered in the box “send a copy to” on contract generation.
Offer without contract	Candidate	No longer used
Offer without contract to Hiring Manager	Hiring Manager	No longer used
📨 Withdraw Reason Emails
Default withdraw	Candidate	Sent to a candidate when they are withdrawn from the process.
Could not meet relocation requirements	Candidate	Sent to a candidate if this withdrawal reason is selected.
Salary insufficient	Candidate	Sent to a candidate if this withdrawal reason is selected.
Offered another job	Candidate	Sent to a candidate if this withdrawal reason is selected.
Offered a better package at an existing company	Candidate	Sent to a candidate if this withdrawal reason is selected.
Other reason	Candidate	Sent to a candidate if this withdrawal reason is selected.
Applied in Error	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	Internal (whoever is assigned to the onboarding workflow)	Sent to the internal stakeholder whenever the candidate is moved to a stage/bucket that has the internal/admin onboarding workflows attached to it.
Onboarding Referee Invitation	The referee given 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.
Application Moved to Shortlisted	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is moved to the shortlisting bucket.
Application Moved to Rejected	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is moved to reject.
Application Moved to Hired	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is moved to the hired bucket.
Application Moved to Interview	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is moved to the interview bucket.
Application Moved to Offered	Whoever is selected in custom notifications on the job	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	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is invited to book interview.
Application Moved to Accepted	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is moved to the accepted bucket/accepts contract.
Application Moved to In-Review	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is moved to the ‘in review’ / longlisting bucket.
Application Moved to Withdrawn	Whoever is selected in custom notifications on the job	Sent to the selected recipient(s) when the candidate is withdrawn from the process.
📨 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 contract has been generated (separate to the offer generation).
Email recruiter on accept	Recruiter	Triggered to the recruiter once the candidate accepts their offer/contract on the ATS.
Email recruiter on reject	Recruiter	Triggered to the recruiter if the candidate rejects their offer/contract on the ATS.
Email recruiter on change request	Recruiter	Triggered to the recruiter once the candidate accepts their offer/contract on the ATS.
Email share on accept	Named recipient	Sent to a colleague if you chose to notify them on acceptance and inputted their email address.
📨 Candidate Processing
Hire Candidate	Candidate	To a candidate once they are moved to the ‘Hire’ bucket
Accepted	Candidate	To a candidate once they sign their contract and so are moved to Accepted.
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.)
Job offer acceptance email		No longer used
Offer Approval Request	Whoever is selected as the approver on the job	Internal email sent when a request to offer is sent to manager/stakeholder.
Right to Work	Candidate	Only used if you are integrated with one of our RTW partners.
Candidate background check request	Candidate	Only used if you are integrated with one of our background check partners.
Account deletion Cancelled	Account holder	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 and interviewers	Sent to candidate and interview attendees if a candidate changes/re-books their interview slot.
Notification for HM when candidate books an interview slot	Hiring Manager and interview attendees.	Sent to HM on a job when the candidate picks a time from an interview slot invite. Same email is also sent to any ‘attendees’ entered at the time of booking a slot for the candidate from ‘confirmation of interview’ option.
Candidate confirmation on booking interview slot	Candidate	Sent to a candidate to confirm the interview details when they have been booked into a slot through
📨 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	Recruiter/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	Recruiter/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	Authoriser	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	Prospective/Referred candidate	Triggered to a prospective candidate with a link to the job. Sent when the referrer is NOT logged in to the ATS as a user.
Referral email - Candidate logged in	Prospective/Referred candidate	Triggered to a prospective candidate with a link to the job. Sent when the referrer IS logged in to the ATS as a user.
📨 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	Candidate or User	Sent to the Candidate or User when their password has been reset in the Manage platform.
Super-admin hiring manager create	Hiring Manager	Sent to the HM when they’ve had an account with HM user type set up for them and ‘send welcome email’ is toggled on.
Super-admin, jobseeker create	Candidate/job seeker	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	Any user type	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	Chosen recipient	Sent to the email address typed in when selecting to share a CV through the ATS.
Job Sharing	Chosen recipient	Triggered when a job is shared with another user in the ATS.
Forward candidate details to another user	Chosen recipient	Sent when ‘Forward user details’ is selected from a candidate profile in the ‘Onboarded users’ page.
*📨 Not in use*
Application Documents		No longer used
Hiring Manager Message to agency candidate		No longer used
Message received email alert		No longer used
Mobile, complete questionnaire elsewhere		No longer used
Email Diversity CSV Report		No longer used
📨 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	Candidate/User	Sent once a deletion request has been actioned and if no further action is taken the account will be deleted.
Deletion Request Final Warning	Candidate/User	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	Idle user/internal account holder	Sent however many days after the first day of being idle that is set on the Data Protection page.
First Warning External	Idle user/external account holder	Sent however many days after the first day of being idle that is set on the Data Protection page.
Follow Up Internal	Idle user/internal account holder	Sent however many days after the first day of being idle that is set on the Data Protection page.
Follow Up External	Idle user/external account holder	Sent however many days after the first day of being idle that is set on the Data Protection page.
One Day Warning Internal	Idle user/internal account holder	Sent the day before the deletion time frame that is set on the Data Protection page.
One Day Warning External	Idle user/external account holder	Sent the day before the deletion time frame that is set on the Data Protection page.
Removal Confirmation Internal	Idle user/internal account holder	Sent as soon as the account has been deleted.
Removal Confirmation External	Idle user/external account holder	Sent as soon as the account has been deleted.
📨 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	User/Account holder	Triggered 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
📨 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	Authoriser	Triggered to the authoriser(s) set up on any policy alerting them that their authorisation is needed.
📨 Onboarding_referee
Onboarding Referee Reminder	Referee	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)
📨 External_meeting
External Meeting Invite	Invited attendee	When an MS Teams interview link is generated and sent.p
📨 Integrations-reinvite
Integration Re-invite
📨 Reminder_notification_authorisation_policy
Policy reminder notification for authorisation request	Authoriser	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.