A lot of the emails during your hiring process can be automated during the "interview details" step of the role creation by utilising existing templates you have created, or by creating a custom emails during that step. Enabling the automation will mean that these emails will be automatically triggered when you move a candidate from one stage to the next through your kanban.
This automation is optional as you can manually sent the emails when moving a candidate from one stage to the next, or when moving them to the next stage through their profiles, but it will help making your hiring process more consistent.
When a candidate is moved from one stage to the next through the kanban:
When you have found a great candidate and you move them to the next stage of your recruitment process while automation is enabled for that stage, you will see 2 options at the bottom of your page, "Edit email" and "Stop automation". Both option will allow you to make any edits before the email is sent so you will have a chance to update anything that needs to be updating, or you can allow the automation to run as is which will sent an email to the candidate as created in the "interview details" stage.
Once the automation has run successfully, an email will be sent to the candidate by the team@charliehr.com email address, however, the email will include the email address of the person making that change for the candidate to reply to. This will be the case whether the person is the hiring manager or another Admin on the platform.
Example:
The link contained within the email, will direct the candidate to book their next stage interview with the person set as the interviewer during the interview details stage of your job creation. This will be the case regardless of the person moving the candidate to the next stage is the interviewer or not.
The email will also be signed off in line with the email template used. This could be an email signed off by the person sending the email, or can appear signed off by the organisation. Again, this depends on the email template used.
Example 1:
Example 2:
When a candidate is moved to the next stage within their profile:
If you have moved the candidate from one stage to the next through their profile by clicking Other -> Move to -> [stage of the interview you wish to move them to], the automation will not be triggered. You will instead see the option to manually schedule an interview with the candidate. Through that option, you will have the ability to add any additional users to the interview (for that specific candidate only) as well as have the ability to set the interview for a specific date and time, instead of your availability being visible to the candidate.
The email used for the interview invite will be sent by the team@charliehr.com email address but the person scheduling this will appear as the "reply to" option as in the same way it was explained in the previous section of this article. The email invite but it will also include the names of any additional interviewers.
When cancelling an interview:
If you need to cancel an interview with a candidate that has already been scheduled, you will have the option to do so through the candidate profile. When you click "cancel interview" you will be prompted to add the reasons for this cancellation. These reasons will be included in the email notification the candidate will receive so please ensure what you are typing can indeed be seen by the candidate.
Just as explained in the above sections, the email notification will be sent out by the team@charliehr.com email address, but the email address of the person making this change will be included to "reply to" for the candidate.
Example 1:
Example 2:
When a candidate is marked as unsuccessful:
The same will apply for unsuccessful candidates when they receive an email. The notification will be send to the individual through the team@charliehr.com email address but the "reply to" will be the email of the user who marked them as unsuccessful. The email body and how the email is signed off will depend on the template used for unsuccessful candidates through your email templates, or if you are creating the email in that moment.
Depending on the stage you are marking a candidate as unsuccessful, you will be asked to select a reason as to why you are marking them as unsuccessful. Unlike the interview cancellation emails, the reason will not be included in the email.
Prior to sending the unsuccessful email being sent, you will have a chance to make any edits to the email. Alternatively, you can choose to not send an email out at all.