--- title: Sending Emails from the Candidate Profile slug: sending-emails-from-the-candidate-profile createdAt: 2026-03-11T20:08:16.823Z --- 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. :::hint{type="info"} 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. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/mxIbLlduCcVOPuwxDK8m-_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-14417-pm.jpg) This will open the email editor, where you can draft your email from scratch, or apply a template created by your organization admins. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/fYMsx62tIezVk2ReG35ub_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-15437-pm.jpg" size="86" width="1358" height="1300" position="center" darkWidth="1358" darkHeight="1300" showCaption="false"} ## Applying email templates Using a pre-built template is the quickest and easiest way to send standardized emails to candidates. :::hint{type="info"} 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. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Gux_ryEltHlROJddOPwKN_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-15833-pm.jpg) 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. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/QZxZZkaXGObhqtJD48Zyx_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-20033-pm.jpg) 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. :::hint{type="warning"} 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. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/9Zpu39CJukeoCA79ja-SV_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-20617-pm.jpg) ## 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. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/bmKdf2v5Fp82aX-N8H5oI_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-21923-pm.jpg" size="90" width="838" height="668" position="center" darkWidth="838" darkHeight="668" showCaption="false"} 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. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/TZvL_Mg_5Hlo1MCqrgU77_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-23209-pm.jpg" size="62" width="470" height="514" position="center" darkWidth="470" darkHeight="514" showCaption="false"} :::hint{type="info"} 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. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/BbAliFVq5t66RJUEV6aV7_colten-o-reilly-product-manager-acent-ashby-2026-03-13-at-24223-pm.jpg" size="44" width="354" height="386" position="center" alt="Screenshot showing the Send dropdown and available options." darkWidth="354" darkHeight="386" showCaption="false"} 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. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/xah2vCc4-AklltiM2jrpf_karla-collins-backend-engineer-ashby-2026-08-07-at-102535-am.png" size="80" isUploading="false" width="595" height="210" darkWidth="595" darkHeight="210" alt="Shows the confirmation message with the Undo button." showCaption="false"} If you do not select `Undo`, the email will send automatically after the 15-second delay expires. :::hint{type="success"} Congrats! You've sent an email from the candidate profile. For more information on navigating the candidate profile, see [Candidate Profile](docId\:xUxT7U73X6OdwYPl89LAV) . ::: # FAQ ### Why do Ashby emails include a “Report this email to Ashby” footer? This footer gives candidates a direct way to report concerns about emails sent through Ashby. These reports help us protect candidates and maintain the security and reliability of Ashby’s email infrastructure. Ashby includes the footer on all emails sent via the **no-reply\@ashbyhq.com** address. It cannot be edited or removed. This footer's presence does not indicate a problem with your organization or a specific message. Recipients can learn more on our webpage: [Report Abuse](https://www.ashbyhq.com/resources/report-abuse)