OVERVIEW
As you move applications through the process flow, you will be prompted to send emails to the candidates that keep them updated on the status of their applications.
There may be occasions where you wish to send an email to a candidate, or a group of candidates, without changing their status, for example:
- Request further information from candidates.
- Invite a candidates to register for an event or apply to another vacancy.
- Inform a candidates of a delay in the recruitment process.
TO SEND AN AD-HOC EMAIL TO CANDIDATES INDIVIDUALLY OR IN BULK
- Navigate to the Application Summary of an individual candidate or load a List of Applications. From there, select the specific applications you wish to email.
- In the toolbar at the top-right of either page, click Communication > Send Correspondence/Send Email.
- A pop-up box will appear containing all the email templates on the system. Select the email template that you would like to send and click Submit.
- TIP: Use the Blank Template if you want to write an email from scratch.
- TIP: If you are having trouble finding an email template, use the filter at the top of the list.
- The template you selected will now be displayed. Some email templates can be edited before sending and some cannot:
- Edit on send email templates:
- Under the 'Options' expandable list, you can check a box to send a copy to self or Cc an email address on the correspondence.
- If you use either of these options when bulk sending a copy will be sent for each application.
- Underneath the 'Options' list you can amend the email's Subject and content.
- You can use the Rich Text Editor above the content of the email to change the formatting of the email text (e.g. make selected text bold).
- If you make any changes to the email content, it is a good idea to click on the Preview button before sending, to check you are happy with the content and format.
- Click Add Local File to add attachments saved to your computer.
- Click Browse File Library to add an attachment from the bank of documents uploaded to your Oleeo system.
- Under the 'Options' expandable list, you can check a box to send a copy to self or Cc an email address on the correspondence.
- Non-edit on send email templates:
- Under the 'Options' expandable list, you can still check a box to send a copy to self. You cannot select to Cc an email address on the correspondence.
- You will see a preview of the email that will be sent.
- You will not be able to amend any of the details of the email.
- The email may contain merge fields that will personalise the email (e.g. Candidate first name, Vacancy).
- You can add attachments by using either the Add Local File or Browse File Library links.
- Edit on send email templates:
- Once you are happy with the email, click Send Correspondence.
Top tips:
- When you send the email, the candidate's status will not change. If this is required, you will need to do this manually.
- A record of the email sent will be added to each application’s history.
