Shared Email Aliases
This article explains how to configure an organization-wide shared email aliases and default no-reply address for your organization using Google Workspace.
These instructions apply only to organizations using the Google WorkspaceGoogle Workspace integration integration.
Microsoft 365 personal aliases cannot be added to Admin > Organizational Settings > Shared Email Aliases or used as the organization-wide no-reply address.
- To share a Microsoft 365 email address with specific Ashby users, see Personal Email SharingPersonal Email Sharing.
- To configure a company-specific no-reply address for Microsoft 365, use Email Domain SetupEmail Domain Setup. This option is available on Enterprise plans.
Permissions & access
Setting up organization-wide shared email aliases (via Admin > Organizational Settings > Shared Email Aliases) requires an Organization Admin role and a Google Workspace integration.
Setting up an organization-wide shared email alias with Google Workspace
Organizations may configure a shared alias to give a team a consistent sender identity and avoid candidate communications being tied to one employee’s mailbox.
Ashby supports sending emails on behalf of an alternate email address by integrating with Gmail's Send As feature.
First, set up a Send As address in Gmail, then share that address with your team on the Shared Email Aliases page in your Admin settings.
We highly recommend setting this shared email alias using a service account (e.g., [email protected]) to ensure continuity of access when the team changes.
Gmail's Send As feature supports two options for the alternate address:
- New or existing email addresses
- Ask your Google Workspace administrator to create a new email address that you'd like to send as and provide the password to the newly created account.
- Log into the new account and set up email forwarding to your main email address.
- Request Send As permission to the newly created address.
- New or existing Google Groups
- Create a new Google Group that you'd like to Send As.
- Using your primary account and join the Google Group.
- Request Send As permission to the newly created Google Group.
If you run into an issue where you aren't receiving a verification email after requesting Send As permission from a Google Group, see the FAQ section at the bottom of this article.
Gmail Send As configuration recommendations
- Enter a value into the Name field to set the formatted name displayed in emails sent from this address.
- After setting up Send As permissions, the new address appears in Ashby on the Shared Email Aliases page in Admin.
Editing shared email aliases
Organization Admins can update the display name of a shared alias at any time from Admin > Organizational Settings > Shared Email Aliases.
The email address of an existing alias cannot be changed. To use a different address, unshare the current alias and set up a new Send As address in Gmail, then share it on the Shared Email Aliases page.
- Navigate to Admin > Organizational Settings > Shared Email Aliases.
- Find the alias you want to update and click Edit.
- Update the Display Name field.
- Enable or disable the Use as Default No-Reply Address for the organization field if you would like to use this as your default no-reply address.
- Click Submit.
Making an alias the default no-reply address
Setting a shared alias as the default no-reply address means Ashby uses it in place of [email protected] for all automated emails sent from your organization. Only one alias can be the default at a time. Setting a new default automatically removes the designation from the previous one.
- Navigate to Admin > Organizational Settings > Shared Email Aliases.
- Find the alias you want to set as the default and click Edit.
- Check the Use as Default No-Reply Address for the organization checkbox.
- Click Submit.
To revert to the Ashby no-reply address ([email protected]), find that alias on the Shared Email Aliases page, click Edit, check Use as Default No-Reply Address for the organization, and click Submit. This automatically removes the default designation from your current custom alias.
Unsharing a shared email alias
Unsharing an alias removes it from the Shared Email Aliases page and makes it unavailable as a sender address for your team.
The alias currently set as the default no-reply address cannot be unshared. You must first assign a different alias as the default no-reply address before unsharing the current one.
- Navigate to Admin > Organizational Settings > Shared Email Aliases.
- Find the alias you want to remove and click Unshare.
Reactivating an inactive shared email alias
An Organization Admin can reactivate an inactive shared email alias from the Shared Email Aliases page; however, Organization Admin access alone is not enough. The person who clicks Activate must have the alias configured as a verified Send As address in their own Gmail account, and their Google account must be connected in Ashby. After the alias is reactivated, that person becomes the alias's new owner.
If the person who clicks Activate does not have the alias configured in their own Gmail account, Ashby displays a generic error with an Error ID.
- Confirm that the alias appears as a verified Send As address in the Gmail account of the person who will reactivate it.
- Confirm that person's Google account is connected in Ashby. If the connection was revoked, navigate to Personal Settings > Google Workspace Settings and click Reconnect Google.
- Navigate to Admin > Organizational Settings > Shared Email Aliases.
- Find the inactive alias and click Activate.
If activation fails, confirm that the alias appears in the clicking user's Gmail Send As settings and that their Google connection is active. If the error continues, provide the Error ID to Ashby Support.
Using aliases in Ashby
Once email sharing is configured, you see a From dropdown option to select an alternate email address when sending an email or sequence in Ashby. Use the dropdown to select the email address you'd like to send the email from.
No-reply or default shared email aliases cannot be used when sending sequences.
FAQs
I'm trying to Send As a Google Group, but I'm not receiving my verification email after requesting Send As permission.
Your Google Group may not allow posting from emails outside your domain. You may need to update the Group to allow Post permissions from Anyone on the web to allow verification emails to come through. Only Group Owners can update these settings.
If you cannot see a setting to enable Anyone on the web to post to your group, you need to update your Google Workspace admin settings to allow group owners to pick this setting. For more information, see Google's guidance on allowing group owners to update posting settings.
The resulting setting in the admin console should look like this:
Emails aren't sending from our shared email alias anymore - why?
This usually means the person who set up the shared email alias is no longer an active Ashby user. You can fix this by resharing the email alias with your team from the Shared Email Aliases page in Admin. We recommend setting this shared alias up from a service account to prevent issues in the future.
You can update the display name for emails sent from the Ashby no-reply email address in the No-Reply Address Display Name field in the Messaging section of Admin > Job Boards > Theme (Job Board).
The display name cannot be empty and has a maximum length of 30 characters.
Can I determine a default sender when creating an email template?
No, the sender is determined at the time of drafting the email from the template, or when setting up automation for emails.
Do I need access to the alias inbox to set up a no-reply alias?
Yes, alias inbox access is required to set up a no-reply alias in Ashby.
I've set up an alias and new threads are being created in Gmail from emails sent using the alias via Ashby - what's going on?
This can happen if a user is replying to a candidate in Ashby using a Google Group alias when they aren't a member of that Google Group. Ensure that all users using the alias have been given access to the Google Group to ensure all replies stay in one thread.
When would I use an alias or no-reply email?
Aliases or no-reply emails can be set as the sender for emails that you don't want to use your personal company email address for. For example, you could use an alias or no-reply email when sending an email as part of an auto-reject configuration (more on this at Auto-Reject ApplicationsAuto-Reject Applications) or when sending an email confirming that you've received the candidate's application (more on this in EmailsEmails).
I send a large volume of no-reply emails each day. Can I still use a branded email address?
This is possible if an email domain is configured within Ashby. If you are sending more than 1,000 no-reply or automated emails a day and would prefer to use a branded email address, check out our Email Domain SetupEmail Domain Setup guide.
When and where is a no-reply usually used or used by default in Ashby?
The following tools in Ashby can be configured to or automatically use the default no-reply email address (either [email protected] or the default you configure):
Tool | Description | Notes |
|---|---|---|
Application confirmation email | An automated email sent to the candidate if they submit an application via your job board. This always uses the default no-reply email. | More on configuring this at Email Template Creation and Management |
Referral confirmation email | An automated email sent to the referred candidate once they've been referred. | More on configuring this at Email Template Creation and Management |
Auto-Reject emails | An email sent to the candidate if they've been rejected by auto-reject rules configured on job postings. These can be scheduled so they aren't sent immediately on archiving. | More on this at Auto-Reject Applications |
Survey automation | Configure automation to send an email to the candidate containing a link to a survey or questionnaire. | Used by default if another email isn't selected in the automation configuration. More on survey automation options at Surveys & Questionnaires |
Newsletter | Send out newsletters to your talent pools to keep them updated. | More on configuring newsletters at Newsletters |
Event confirmation emails | If a lead signs up to attend a hiring event, an email confirmation is sent out to them. | For more on setting up events, check out Events |
Initial consent and consent extension requests | If you have automation configured as part of your consent rules, an email is sent out to a candidate for their consent or a consent extension. | Want to know more about configuring consent rules and automation? Check out Data Privacy and Compliance |
Bulk application review | Rejection emails can be sent from a no-reply email within the bulk application review view. | Read more at Application Review. |
Interview confirmation emails | An email sent to the candidate at the point an interview is scheduled (if configured). | For more on configuring interview activities, check out Setting up Schedule Interview Activities |
Candidate activity automations | If an automated activity is configured to send an email to the candidate, this can be sent from a no-reply email. | More information can be found at Automated Activities |
Alerts and scheduled dashboard notifications | When alert or scheduled dashboard notifications are sent, these are sent from a no-reply email. | For further info, check out Alerts and Scheduled Dashboards. |
Sending an email to the candidate from their profile | You can opt to use a no-reply email when reaching out to the candidate via the Email option on the candidate profile. | Further information can be found at Candidate Profile. |
Can I use a Microsoft 365 personal alias as an organization-wide no-reply address?
Microsoft 365 personal aliases can be shared with specific Ashby users through Personal Settings > Email Sharing, but they cannot be added as organization-wide shared aliases in Admin > Organizational Settings > Shared Email Aliases.
To configure a company-specific no-reply address, use Email Domain SetupEmail Domain Setup.