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Candidate emails let you contact a Candidate after their interview without leaving InterviewFlowAI. Use them to reject a Candidate, invite them to the next step, give a status update, or ask for more information. Emails go out under your Company’s sender name, from your verified sender domain if you’ve added one. When a Candidate replies, the reply goes to the team member who sent the email.

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Before you begin

  • Candidate emails work on every plan.
  • Only Owners can set up and send Candidate emails.
Your sender profile and your own templates are reviewed by the InterviewFlowAI team before you can send them. Reviews usually take up to one business day. To open Candidate emails, click Email Templates under Manage, then select the Candidate Emails tab.

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Set up your sender profile

You need an approved sender profile before you can send any Candidate email.
Sender profile section with a notice that the profile must be approved, the Sender name, Company website, and Other sites your emails link to fields, and the Save and Submit for review buttons.

The Sender profile section before it's approved.

1

Fill in the profile

  • Sender name: the name Candidates see, such as “Acme Hiring”.
  • Company website: your templates can link to any page on this site.
  • Other sites your emails link to: other sites your templates link to, such as your ATS, one per line.
2

Submit for review

Click Submit for review. The status changes to In review.
3

Check the result

The status changes to Approved, Changes requested, or Not approved. If changes are requested, read the note, update the profile, and submit again.
Links to common scheduling and form tools, such as Calendly, Google Calendar, Zoom, and Typeform, are always allowed. Link shorteners, such as bit.ly, are never allowed.

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Template types

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Use a ready-to-use template

Ready-to-use templates are already approved, so you can send them once your sender profile is approved.
Ready-to-use templates grid with seven templates, each showing its type, subject line, and Preview and Duplicate & edit buttons.

Ready-to-use templates are already approved.

Click Preview to read one. To change the wording, click Duplicate & edit. The copy goes to Your templates and needs review before you can send it.

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Create your own template

1

Start a template

In Your templates, click New template.
2

Fill in the details

Enter a Name for your team, choose a Type, and write the Subject and Email. The Preview shows how it looks.
New candidate email template dialog with Name, Type, Subject, Variables chips, the Email editor, the Preview pane, and Save draft and Submit for review buttons.

The template editor with variables and a live preview.

3

Add variables

Click a variable under Variables to copy it, then paste it into the subject or email. Variables fill in details such as the Candidate’s name or the job title. The next-step link variable lets you add a different link, such as a Calendly link, each time you send.
4

Submit

Click Submit for review, or Save draft to finish later.
If something needs fixing, such as an empty email or a link that isn’t allowed, it’s listed under Fix before submitting. If you edit an approved template, the edit needs review too, and the approved version keeps being sent until then.

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Send an email to a Candidate

Open the email from either place:
  • Candidate list: open the menu on the Candidate’s row and click Send email.
  • Candidate report: click Email candidate.
1

Choose a template

In Template, choose an approved template. The Preview shows the email with the Candidate’s details.
2

Add the next-step link, if asked

Paste the full link in Next-step link.
3

Choose when to send

Under When, choose Send now or Schedule (up to 30 days ahead).
4

Move the Candidate (optional)

Choose a stage in Also move to stage (optional).
5

Review and send

Click Review and send, then click Confirm: send or Confirm: schedule.
If the dialog says Can’t send yet, your sender profile isn’t approved. If it says Can’t email this candidate, the Candidate has no email address.

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Send emails automatically by stage

You can attach an approved template to one of your own hiring pipeline stages. When you move a Candidate to that stage, the email is sent 10 minutes later. See Send an email automatically for setup. After you move a Candidate, click Undo in the confirmation message to cancel the email. You can also cancel it from the Candidate’s Timeline tab until it’s sent. The email is cancelled automatically if, within those 10 minutes, you move the Candidate to another stage, accept or decline them, or reset their interview. It isn’t sent if the Candidate got the same template in the last 30 days. If the stage shows Email paused, the template or your sender profile isn’t approved yet.

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Track sent emails

Open the Candidate’s report and select the Timeline tab. Each email shows its subject and status: Scheduled, Sent, Failed, or Cancelled.
  • Click View email to see what was sent.
  • Click Cancel to stop a scheduled email.