> ## Documentation Index > Fetch the complete documentation index at: https://docs.interviewflowai.com/llms.txt > Use this file to discover all available pages before exploring further. # Candidate emails > Send rejection, next-step, status update, and information request emails to Candidates from InterviewFlowAI. 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](https://docs.interviewflowai.com/platform/email-templates.md#send-from-your-own-domain) if you've added one. When a Candidate replies, the reply goes to the team member who sent the email. ## 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. ## 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.](https://mintcdn.com/interviewflowai/LzavRZt1MgRTb5G1/images/settings/candidate-emails-sender-profile.webp?fit=max\&auto=format\&n=LzavRZt1MgRTb5G1\&q=85\&s=82c4c43aa7080d44e35aa45e8d23a0e5) 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. ## Template types | Type | When to use it | | - | - | | **Rejection** | The Candidate isn't moving forward. | | **Next step** | The Candidate is moving forward, for example to book a call. | | **Status update** | The decision is taking longer, or the role is on hold. | | **Request for information** | You need something from the Candidate before you decide. | ## 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.](https://mintcdn.com/interviewflowai/LzavRZt1MgRTb5G1/images/settings/candidate-emails-ready-templates.webp?fit=max\&auto=format\&n=LzavRZt1MgRTb5G1\&q=85\&s=eeb3ef80ba5f6b2c767ca86b59ac364b) 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. ## 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](#template-types), 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.](https://mintcdn.com/interviewflowai/LzavRZt1MgRTb5G1/images/settings/candidate-emails-template-editor.webp?fit=max\&auto=format\&n=LzavRZt1MgRTb5G1\&q=85\&s=c68c810233beb88e5c6fb520fcf8433d) 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. ## 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. ## Send emails automatically by stage You can attach an approved template to one of your own [hiring pipeline stages](https://docs.interviewflowai.com/configuration/custom-stages.md). When you move a Candidate to that stage, the email is sent 10 minutes later. See [Send an email automatically](https://docs.interviewflowai.com/configuration/custom-stages.md#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. ## 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. ## Related articles * [Email templates and sender domains](https://docs.interviewflowai.com/platform/email-templates.md) * [Hiring pipeline stages](https://docs.interviewflowai.com/configuration/custom-stages.md) * [Candidate report](https://docs.interviewflowai.com/interview-automation/candidate-report.md) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.