Being able to effectively and efficiently communicate with candidates who apply for jobs with and among the managers responsible for hiring for an organization is of paramount importance to Human Resources professionals. ApplicantStack™ offers many email options for mass e-mailings to candidates to one on one communication between managers and applicants. Messages can be sent and managed through the system for tracking and reference as well as viewed through your existing email client. This guide will focus on some of the more common uses of ApplicantStack’s™ email features.
The Email Tab is where you can access all the mail that you have sent and received through ApplicantStack™. There are a variety of filters that you can choose from to display your messages and you can mark your messages read or unread as well as see their full details.
The following filters are available to you:
- Jobs: This filter will allow you to sort email correspondence that is specific to a Job. You can sort by “All Jobs" or by a particular job.
- Recipient Types: This filter allows you to sort emails by the recipient type. With this filter you can sort by “All", “Emails to Candidates", or “Emails to Users".
- Read Status: You can sort emails by their read status. You can choose “All", “Read" or “Unread".
- Receipt Status: ApplicantStack™ allows you to filter by “Received Emails", “Sent Emails", or “All" Emails regardless of receipt status.
- Dates: With this filter you have the option of filtering the date by choosing “All" or within the “Last 3 Months".
You can use the buttons on the right side menu to set an email or group of emails to read or unread. Simply check the box(es) by the email(s) that you want to change the read status and then click the appropriate button on the right side menu.
Alternatively you can set the read status using the buttons in the action column. The open envelope corresponds to “Read" and the closed envelope corresponds to “Unread".
You’ll also notice an open folder icon in the Actions column. Clicking this will allow you to view the details of the message. Alternatively you can click the “[View Details]" link in the message column as illustrated below:
Clicking “[View Details]" or the folder icon presents you with the following screen:
When you select View Details, you are presented with the details of the Email. This includes the text from the original Email, included attachments and questionnaires, as well as any subsequent replies. You are also able to send out a reply directly from this screen by entering the text in the provided text box. They can also attach files to the email. When finished you clickSend and the reply is sent. The screen then refreshes and your reply will now be the last message on the screen.
For more information about using the features Email Candidate and Forward to User see User Guide: Candidates.
You can receive emails in your favorite email client.
If you send the email from a User, your email will have a reply back link in the body. If the email was originally generated by clicking Email Candidate, then clicking the reply back link will take you to the following screen:
Email Reply Screen
On this screen you can access the attached questionnaire, attachments, reply back to the sender, as well as attach files to the reply. Also note that the Candidate will only be able to see the original email correspondence and not their Candidate record.
If the email was generated using the Forward to User method, then clicking the reply back link will open the Candidate Review Screen.
From this screen you have access to the candidate’s details, resume, and any questionnaires that the candidate has filled out. You also can see an email history as well as submit a reply and attach files to the reply from this screen.
Note that you can also reply directly to the emails through your email client without using the reply back links.
If the email was sent using the System, you will not have a reply link and will not be able to reply back to the email. You cannot attach questionnaires to an email sent using System, but you can attach files to the email.
You may not use System as a sender when using the Forward to User method.
Note About Attachments
Attachments are an effective way to send and request documents when managing applicants. When a Candidate attaches a document to an Email it is saved to the Candidate record under Attachments and accessible as part of the Candidate’s Summary.