ApplicantStack™ provides a robust system for communicating between candidates and managers. This guide will show you how to configure your email settings to help maximize your communication in your hiring process.
ApplicantStack™ allows you to choose whom you would like the email to come from. This can be either the System or a User. If you do not want the applicant to reply back to the email, then you should select System to use in the From field. If you want to correspond with the applicant, then User would be the appropriate option to choose. The From field takes on a different name depending on whether the System or User is chosen as the sender of the email. These settings can be changed in the two areas below.
When you are creating an email within ApplicantStack™ and select “System" in the “From" field, the Organization Name is what will appear in “From" field when the email is sent to the recipient. Also note that this field will appear in the body of the email by Company Name.
In order to find and / or change the Organization Name, select Setup from the top right menu. Next select Settings from the left side menu. You will see the Company Settings screen:
Under the Account Settings header you will see the Organization Name. If you need to change this name, click Edit Settingsfrom the right side menu.
Type in your Company Name in the Organization Name field. Scroll down and click Save.
When you set an email to come from the user, then the email uses the users Name in the “From" field.
If you need to change the user’s Name, select Setup in the top right of the screen, click Users from the left side menu.
Under the Name column is the user’s Name. To change this, click the Edit icon under the Actions column.
Under the Contact Information header, you will see the Name field. Also note the Email field. This email address is used for all system correspondence for this user. Once you make your changes, scroll down and click Save.
For more information about using the features Email Candidate and Forward to User see User Guide: Candidates.
Emails can be set up to automatically be sent based on an application stage. When creating Email Templates, the Triggerfield can indicate an application stage that can trigger an email to be sent to the applicant.
To set an Email Trigger, click the Library Tab, then click Emails from the left side menu. Choose the email that you want to set the trigger for by either clicking on its name or selecting its edit icon. If you clicked the name, you will need to then click Edit Template from the right side menu. Clicking the email’s edit icon will take you directly to the screen below:
Select the stage that you want to trigger the email from the Trigger dropdown. For example, you want to trigger an automatic email to send out when an applicant enters the New stage. You select New from the Trigger dropdown and select Save. This email will send every time someone submits an application for one of your jobs that you have launched.
For more information on Email Templates see User Guide: Library.
Another important email setting in ApplicantStack™ is the Notifications setting. This setting allows you to turn email notifications on or off for the users. When users are assigned to jobs, they can receive notifications about not only a job’s stage change, but an applicant that has applied for that job as well. When the Notifications setting is set to On users receive email notifications as applicants move through stages or if notes are submitted about an applicant. If it is set to Off the system logs the movement through stages and note submission in the applicant’s history, but does not send a notification to the user.
To set the Notifications to On, click Setup in the top right corner of your screen. Next click Users on the left side menu. Click the Edit Icon for the user that you want to turn Notificationson or off.
In the Notification dropdown select On or Off for the user. When you are finished, click Save.
You can set a notification on a stage. This will send an email out to the users that are associated with a particular job and/or candidate(s) whenever the job or candidate(s) enter a particular stage. To do set this notification click Setup in the top right corner, then click Configure on the left side menu. Next you want to choose either Configure Job Workflow Stages orConfigure Application Workflow Stages depending on whether the stage is for applicants or jobs. Click the Edit Icon for the stage that you want to set the notification.
Select the account that you want to have notifications turned on or off by selecting the checkbox in the Notify column. If you want to turn on notifications for an account, that account must have the checkbox checked in the Owner column as well.
Note: It is a good idea to use the Job Owner and Hiring Manager for notifications. If you select a Named User Account, this account will receive notifications for all jobs and candidates entering this stage.