Automation of email messages
Element allows you to automate email communication with candidates. Automatic emails do not require connecting a user's email account to Element
Automatic email messages are sent from the system mailbox, from an address in the format client@elementapp.ai
The address field of one message can contain a maximum of 500 addresses.
In the case of automatic messages sent as actions triggered by the user (e.g. messages related to the action of changing a stage or rejecting a candidate), the Replay address is the email address of the user who triggered this action. In other words, a candidate who receives the message and clicks "reply to" will respond to the Element system user who performed this action.
Types of email messages that can be automated
Element allows automating sending email messages to candidates and other participants in the recruitment process, such as hiring managers. In this article, you'll learn how to prepare and send automated email messages.
Element can automate sending the following types of emails:
Email sent after the candidate applied
Email sent after the candidate changed a recruitment stage
Email sent after the candidate was rejected
Application Acknowledgment
Element allows you to create an automatic message that will be sent to each candidate who will apply using the application form. The message is created in the administration panel, in the Automatic emails section:
First go to the Settings, then to the Automatic emails, and then use the add automatic message button:
After clicking the button, a new window will appear, where you should first click on the field Sent when and select "Thank you for applying" from the drop-down list. Then enter the subject of the message that the candidates will receive and its content. Remember that you can personalize the message by using the "#" symbol in the message body. Thanks to personalization, each candidate will receive a different, personalized message.
Once saved, the message becomes active and will automatically be sent to candidates.
The message is sent automatically by the system and does not require any synchronization with your work email.
Note: You can create an application acknowledgment message that will only be sent in a specific recruitment project instead of the general acknowledgment message described above. Instructions on how to do this are provided below.
Automatic Messages on Candidate Stage Changes and Rejections
Automatic messages can be attached to individual recruitment process stages. A message added to a stage can be sent in two cases:
Candidate stage change
Candidate rejection
For example, moving a candidate from one stage to another can automatically send an email to the candidate and the hiring manager. Similarly, rejecting a candidate at a stage can automatically trigger a message to the candidate and/or the hiring manager.
Messages sent at stages do not require integration with your work email because they are sent directly by the system. You can use this functionality even if you do not synchronize your mailbox.
Where to Create Stage-Based Automatic Messages
You can create stage-based automatic messages in:
Stage templates in system settings (screenshot below)
Specific project settings.
In both cases, go to the configuration of a stage and click Add Action.
After clicking, a form for creating the action appears.
The first field is Action Type. Select Send Message.
Then use another In Action Type field below and choose whether the message should be sent after moving the candidate to this stage or after rejecting the candidate at this stage.
You can also add recipients in CC or BCC, for example, hiring managers who should be notified about new candidates at their stages.
At this step, you can also enable automatic BCC to all users who have access to this stage (e.g., hiring managers).
Delaying Stage-Based Messages
You can delay sending a message to a candidate if needed. This is useful, for example, if a candidate has just applied and you reject them immediately. Receiving a rejection email only minutes after applying may be interpreted negatively.
Learn how to use message delay here:
https://www.loom.com/share/945e0f7b0f5046e2b4b23b118257f9b3?sid=7b02c887-1d77-4564-9b3e-616376c5b859
Stage Actions – Messages for Hiring Managers and Non-Candidate Participants
This video explains how to create automatic email notifications for hiring managers or other participants to inform them that a new candidate has entered a stage:
https://www.loom.com/share/91c01d5d174443ebb5862c2a746c0420?sid=1dc2a764-8b4b-48fa-a052-429aac865daf
Stage Actions – “Position Change” Message in the Application Stage
Stage actions are primarily used to automate messages related to candidate stage changes or rejections.
There is one exception: if you add an action of type Candidate Position Change Message to the Application stage, all candidates applying to this recruitment process will receive this specific message as the application acknowledgment. This overrides the global acknowledgment message set in Automatic Messages in the system settings.