Email Automation
Set up powerful email automation workflows to streamline candidate communication. Create templates, configure automation rules, and track communication history to enhance your recruitment process.
🎯 What You'll Master
- Creating professional email templates
- Setting up automation rules and triggers
- Configuring email service integration
- Tracking communication history
- Optimizing email workflows for better candidate experience
Creating Email Templates
Building Your Template Library
Navigate to "Communications" in the dashboard, then click the "Email Templates" tab. This is where you'll create and manage all your email templates.
Templates support dynamic variables, rich formatting, and can be customized for different stages of your recruitment process.
Essential Template Types
- • Application Confirmation: Acknowledge receipt of applications
- • Interview Invitation: Schedule and confirm interviews
- • Status Updates: Keep candidates informed of progress
- • Rejection Letters: Professional decline notifications
- • Offer Letters: Job offer communications
- • Follow-up Messages: Check-ins and next steps
Template Components
- • Template Name: Clear identifier for internal use
- • Subject Line: Compelling and professional
- • Body Content: Rich text with formatting options
- • Variables: Dynamic placeholders (candidate name, job title, etc.)
- • Template Type: Category for organization
- • Default Status: Mark frequently used templates
Available Variables
- • {{ candidate_name }}: Full candidate name
- • {{ job_title }}: Position title
- • {{ company_name }}: Company name
- • {{ recruiter_name }}: Your name
- • {{ application_date }}: Date applied
Pro Tip: Use personalization variables strategically. Beyond just names, include specific job details and next steps to create a more engaging candidate experience.
Setting Up Automation Rules
Creating Intelligent Workflows
Automation rules trigger emails based on specific events in your recruitment process, ensuring timely and consistent communication:
Common Trigger Events
- • Application Received: New candidate applies
- • Stage Change: Candidate moves between pipeline stages
- • Interview Scheduled: Interview is booked
- • Interview Completed: Interview feedback submitted
- • Offer Extended: Job offer is sent
- • Time-based: X hours/days after an event
Rule Configuration
- • Rule Name: Descriptive identifier
- • Trigger Event: What starts the automation
- • Email Template: Which template to send
- • Delay (Optional): Wait time before sending
- • Conditions: Additional criteria to match
- • Active Status: Enable/disable the rule
Example Automation Workflows
- • Send confirmation immediately when application received
- • Send interview invitation when moved to "Phone Interview" stage
- • Send thank you note 1 hour after interview completion
- • Send follow-up if no response to interview invitation in 3 days
- • Send status update when moved to "Final Interview" stage
Email Service Integration
Configuring Email Delivery
Supported Email Services
- • SMTP Configuration: Use your existing email provider
- • SendGrid: Professional email delivery service
- • Mailgun: Developer-friendly email API
- • Amazon SES: AWS Simple Email Service
- • Custom API: Integration with other providers
SMTP Setup Process
- 1. Navigate to Communications → Email Service tab
- 2. Select "SMTP Configuration" option
- 3. Enter your SMTP server details
- 4. Configure authentication credentials
- 5. Test the connection with a sample email
- 6. Save and activate the configuration
Required SMTP Information
- • SMTP Server: mail.your-domain.com
- • Port: 587 (TLS) or 465 (SSL)
- • Username: Your email address
- • Password: Email account password
- • Encryption: TLS/SSL security
- • From Name: How emails appear to recipients
Important: Ensure your email service allows automated sending and has appropriate sending limits. Consider using a dedicated transactional email service for high volume recruitment.
Tracking Communication History
Monitoring Email Activity
The Communication History tab provides complete visibility into all email interactions with candidates:
Email Status
- • ✓ Sent: Successfully delivered
- • ⏳ Pending: Queued for sending
- • ✗ Failed: Delivery failed
- • 📧 Draft: Saved but not sent
Email Details
- • Candidate and job information
- • Template used (if any)
- • Send timestamp
- • Email subject and preview
History Features
- •Search & Filter: Find specific communications by candidate, job, or date
- •Export Data: Download communication logs for reporting
- •Resend Failed: Retry delivery for failed emails
- •View Content: See exactly what was sent to each candidate
Optimization & Best Practices
Maximizing Email Effectiveness
Content Best Practices
- Clear Subject Lines: Be specific and professional
- Personal Touch: Use candidate names and job details
- Concise Content: Keep emails focused and scannable
- Call to Action: Clear next steps for candidates
Timing Optimization
- Business Hours: Send during working hours
- Response Windows: Allow reasonable response time
- Follow-up Cadence: Don't overwhelm candidates
- Time Zone Awareness: Consider candidate locations
Automation Strategy
- Progressive Disclosure: Share information gradually
- Stage-Specific Content: Tailor to recruitment phase
- Exception Handling: Manual override for special cases
- Testing: Regularly review and improve templates
Compliance & Ethics
- Unsubscribe Options: Respect candidate preferences
- Data Privacy: Follow GDPR and local regulations
- Professional Tone: Maintain brand consistency
- Accurate Information: Ensure all details are correct
🚨 Common Issues & Solutions
Emails Going to Spam
Solutions: Use professional email domains, avoid spam trigger words, implement SPF/DKIM records, and maintain good sender reputation with gradual volume increases.
Low Email Engagement
Solutions: Improve subject lines, personalize content, optimize sending times, segment your audience, and A/B test different approaches to find what resonates.
Over-automation Concerns
Solutions: Balance automation with personal touch, allow for manual intervention, regularly review automated communications, and ensure templates feel human and conversational.
🚀 What's Next?
Fantastic! You've mastered email automation in TalentPipeFlow. Your recruitment process is now more efficient and candidates will receive timely, professional communication.
Practice Tasks
- Create your essential email templates
- Set up basic automation rules
- Configure and test your email service
Continue Learning
- → Candidate Pipeline Management
- → Interview Scheduling System (Coming Soon)
- → Analytics & Reporting (Coming Soon)