Email Candidates

As candidates enter and move through the workflow process, there are several automatically generated emails (triggers) that are sent to alert them of status changes for their application, as well as reminders to complete certain tasks such as questionnaires, invitations to select an interview slot, or instructions for completing employment assessments. However, there may be instances when a recruiter or hiring manager may need to send a personal email message to a candidate. As an example, you may want to send a message if an interview time or location is changed, or you may send a follow up message requesting additional documentation following an interview.

Depending upon the configuration of your email templates in PeopleFluent Recruiting Administration, your email messages can be written in plain text  or HTML with an HTML editor. With the HTML editor, you can use familiar text formatting buttons to apply  various fonts, colors, and bullet lists to your email messages.

1. Note: Users must be assigned the Candidates > Email permission to complete this task. This permission is assigned in PeopleFluent RMS Administration Portal.

To email a candidate

1. Search for a candidate to send an email message by doing one of the following:

1. Navigate to a requisition folder, right-click on the candidate name and select Email Candidate.

2. Navigate to a requisition folder to display the Candidate List. Select the check box next to candidate and click Actions and then select Email Candidates from the drop-down list.

3. From the Candidate Profile, click Actions and then select Email Candidates from the drop-down list.

2. On the Email dialog box. the From field is automatically populated with the sender’s email address. This is informational and cannot be changed or modified in any way.

3. When the email is sent to one candidate, the candidate's email address is visible in the To field. To add additional recipients the email message, click the To, CC, or BCC button. The Select Contact dialog box appears. Only users who have PeopleFluent Recruiting Portal accounts are displayed for selection.

4. From the Select Contact dialog do one of the following:

• Select the check box next to each contact you want to add the email message.

• Filter the list of names in the Select Contact dialog box by entering values in the following fields:

• Last name

• First Name

• Phone

• Email

• Employee Number

• State Province

• The contacts you select appear under Selected People.

• Click OK to save the selected email recipients and return to the Email dialog box.  

5. Enter a subject and body text for the email or select an existing email template from the Saved Templates drop-down list. When a template is selected, the email subject and the email body are populated. The templates available from the drop-down list are based on the data tags used in the email template. For example,

• Other email template types always display in this list.
• If recruiters are emailing a candidate from a candidate search and it is their default profile, only the Candidate template types display in this list.
• If recruiters are emailing a candidate from a requisition, only the Candidate Requisition template types display in this list.
• If recruiters are emailing a requisition contact, the Requisition templates types display in the list.

6. Select an email signature from the Saved Signatures list. If the user created a default signature, the signature automatically displays in the email body.

7. If desired add an attachment.

8. Click Insert Variable Field to insert data tags into the body of the email.

9. Click Validate Tags to the view the email message as it will appear to the recipient. If data tags are used in the email template, RMS replaces those tags with asterisks (****).

10. Click Spell Check to confirm spelling in text fields.

11. Click Email to send the message.

 

Additional Information

About Candidates

Send Bulk Email

Email History

About Email Templates

Attach Files to Candidate Email