Sending Emails from the Candidate Profile

communicating with candidates and internal stakeholders directly from the candidate profile ensures your recruitment efforts stay organized and transparent this article explains how to draft and send emails to candidates, apply email templates, and use the team selector to quickly add relevant recipients, such as hiring team members and interviewers, to your emails emails such as application confirmations, referral confirmations, and others can be automated via email templates see email template creation and management docid\ wq6uoydzwfatdmzhopsfj for more info! permissions & access the ability to email candidates is available on all ashby plans, but not all user permissions level may email candidates see the table below to understand who can send emails access role can email a candidate? limited access ❌ agency users ❌ elevated access external recruiter (not linked to an agency) ❌ elevated access analyst ❌ elevated access hiring team member ❌ elevated access hiring manager ✅ elevated access admin ✅ elevated access admin private ✅ organization admin ✅ drafting a new email to start a new email, navigate to the candidate's profile and select the email button in the top right clicking the button directly will automatically start an email to the candidate, while click the down arrow will allow you to choose whether to start an email to the candidate, or send an email to the hiring team this will open the email editor, where you can draft your email from scratch, or apply a template created by your organization admins applying email templates using a pre built template is the quickest and easiest way to send standardized emails to candidates in order to use a template, they must have been created by an org admin first for more information, see email template creation and management docid\ wq6uoydzwfatdmzhopsfj to apply a template, open the template dropdown at the top of the email editor you'll see a list of available templates, and can use the search bar to search for a specific template if needed hovering over a template will display a preview of the template next to it, as shown in the screenshot above select a template to continue once you've select a template, the text will populate in the email editor any purple highlighted text is being pulled in from a substitution token in the email template the tokens are used to personalize the information in the email with data from the candidate's profile a substitution token may appear with a warning icon, indicating there is missing information if this happens, you may need to populate the missing information in the candidate's profile or interview plan/schedule, or remove the substitution token and input text manually you may also see yellow highlighted text when applying an email template this is placeholder text, and must be removed and replaced with the correct information, or else ashby will block sending the email configure email recipients ensure the the appropriate individual(s) have been added to the to field, as well as anyone who should be cc'd or bcc'd on the email adding email recipients with the user selector this tool helps you quickly identify and add the right people to your candidate emails by using the user selector, you can easily include hiring team members and interviewers without manually searching for each individual, ensuring your internal stakeholders stay informed you can find the user selector icon to the right of the to field in the email editor if you are viewing a candidate within the context of a specific job application, the selector provides detailed groupings hiring team displays all users assigned to the hiring team for that specific job interviewers lists everyone who has interviewed or is scheduled to interview the candidate this section includes details on the specific interview type and the user's role you can still use the user selector when viewing a candidate profile that is not associated with a specific job application while the tool remains available to help you find users quickly, the specific hiring team and interviewers groupings will not appear because there is no job context to pull that data from the user selector is designed to be interactive and smart automatic syncing if a user appears in both the hiring team and interviewers lists, selecting them in one section will automatically select them in the other if you deselect them in one area, they are removed from both persistent visibility unlike the standard search bar, the user selector remains open while you make multiple selections, allowing you to add several people at once without reopening the menu search functionality you can search for any user in your organization by typing their name in the search bar note that the hiring team and interviewers groupings will disappear while a search term is active to show you all relevant results sending the email in the send dropdown, you can determine when the email should be sent options include send immediately send on a specific date or time send after a specific duration of time (e g one week) has passed when all details have been filled in correctly, the send button will turn purple, indicating that you can send the email hit send to send the email either immediately or in the future based on your selections undoing sent emails if you have enabled undo send in your personal settings > email settings , emails you send from the candidate profile are held for up to 15 seconds before they are sent during that window, you can select undo from the confirmation message that appears in the bottom left undoing the email stops the send and reopens the email editor, so you can make changes to the existing email and send the updated version, if you wish if you do not select undo , the email will send automatically after the 15 second delay expires congrats! you've sent an email from the candidate profile for more information on navigating the candidate profile, see candidate profile docid\ 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