Emailing a Candidate

Communication with your candidates is important. Candidates can be emailed directly from within ClearCompany, either individually, or to more than one at the same time using bulk actions. Create email templates to increase efficiency or create custom emails. Candidate communications are saved automatically and can be easily viewed from the candidate profile.

In this article:
Email Templates
Navigating the Email Editor
How To Email an Individual Candidate
Schedule Candidate Emails
How To Bulk Email Candidates
Viewing Historical Emails

Email Templates

The use of email templates is a great way to save your hiring team time when emailing candidates individually, in bulk, and across requisitions. Email templates can be designed to create custom candidate experiences through the use of auto-populating fields such as Candidate First Name, Hiring Manager, and Requisition Title. Learn how to set these up here: Creating and Editing Recruiting Email Templates.

Need help drafting a candidate email, check out our AI-Assisted Candidate Emails feature!

Navigating the Email Editor

Once you have chosen your candidate(s) to email, you will be taken to the Reply to Candidate page. This is where you will decide on the content of the email, update the candidate workflow, and schedule the email to be sent. 

Item Information

1. This is the candidate's email address. If you have chosen a bulk email, you will see the number of candidates you have selected here.

2. CC and BCC: Recruiters and hiring managers will be able to CC or BCC email addresses on candidate communications. 

3. Sender: this will default to you. If you have an email alias set up that you wish to use, select it from the Choose a Different Sender menu.

4. Subject: The subject line of the email. Note that you can input auto-populating information such as candidate name and position title by selecting an option from the General Info and Candidate Info menus.

5. Use Template: You can optionally use an email template that you have already set up to auto-populate the subject and body of the email.

6. Body: The body of the email. Note that you can input auto-populating information such as candidate name and manager name by using the General Info and Candidate Info menus.

7. Preview: You can use this option to preview the email before sending it to the candidate.

8. AI-Assisted Candidate Emails: This feature allows recruiters to engage with AI to author clear and professional communication with candidates. Recruiters can choose a prebuilt prompt so they can create their own prompt.
   

9. You can designate an automated change in the candidate's workflow upon sending the email.

10. This toggle can be turned on or off depending on if you wish to allow the candidate to continue their application.
    This toggle will only appear if an individual has not completed their application or if your organization utilizes the two-step application process.

11. Here you can choose to send the email immediately, which is the default setting, or schedule the candidate email to send on a specified date and time.

12. Attachments that may be necessary to send to the candidate can also be sent with the email by dragging and dropping files into the Attachments box or by clicking Browse and selecting a file from your device.

13. Select Send and this will either send the email right away or queue it to be sent at the desired date and time of your scheduled email. You will then be able to check the delivery status of the email directly on the candidate profile.

Schedule Candidate Emails

Sometimes, it makes sense to send an email or reply message to an applicant at a specific time: maybe the next morning, an hour from now, or a week from now. Enabling the email scheduler will allow you to send any candidate emails (both singular and bulk actions) at a later time of your choosing.

If you don't see the option to send an email at a later date/time, you will need to speak with your ClearCompany Representative or a member of the ClearCompany support team to get this enabled on your account

How to schedule a candidate email

1. Head to the candidate's profile and click the Actions dropdown to reply to them. Note: You can also use Candidate Bulk Actions to send emails to multiple candidates at once.
2. Write the email or apply the template as you would normally. When you are ready, click the dropdown below the content editor to select a time to send the email. You can:
   • Use one of the suggested times.
   • Select a different specific date/time to send the email.
3. When the email is set to your satisfaction, click Send as Scheduled at the bottom of the page.

Can I cancel a scheduled email or edit the email content?

• When you have successfully scheduled the candidate email, you will see the following type of banner appear on their profile:
• IF THE EMAIL HAS NOT ALREADY SENT, you will be able to: Click the relevant link and
  • View the scheduled email
  • Edit the scheduled email
  • Change the date/time the message is scheduled to be sent
  • Cancel the email

How To Bulk Email Candidates

1. To bulk email candidates, first head to the requisition of your choosing and go to the Candidates tab. You can also go to the All Candidates List by navigating to Tools > Recruiting and selecting the Candidates tab.

   

2. Select candidates to perform the bulk action by clicking the checkboxes next to their name(s) on the left-hand side of this page.

   

3. Click the Bulk Actions dropdown, located on the left-hand side above the candidates list.

4. Select the Reply bulk action.

5. Once you've selected the candidates you wish to bulk email, you will see the email editor where you can build your email and send it. Learn how to build your email by using the instructions provided in the Navigating the Email Editor section of this article.

Viewing Historical Emails 

Any emails sent to a candidate from within ClearCompany will be visible in various areas on the candidate profile. The delivery status of the emails is displayed with an icon on each email. Learn more about checking the status of emails here: Checking the Status of a Candidate Email.

In order to view historical emails, users must be assigned either the Hiring Manager or Recruiter permission. Check with your HR team if you're unsure about your permission levels. 

1. Once you've navigated to the candidate profile, you will see the recent activity for the candidate under the Latest Events banner. Click on each event to see a snapshot detail of the event.

   

2. For a more detailed view of historical emails, navigate to the Timeline tab where the Timeline View is automatically selected. You can click through each event and see more details.

   

3. Once there, you can switch to List View which will display the most detailed view of the history of the candidate profile and will include attachments of any emails associated with this candidate.