GIF
Recruiting

Email Applicants (Basics)

The Applicant Emailing feature allows you to send a templated email to all applicants in the same stage of a job post funnel. This allows you to easily provide updates for all your applicants at different steps in the process.

Emails can be drafted specifically for a one time need or you can create reusable templates that can be used in separate job postings and funnel stages. Within the drafted emails, placeholder tokens can be used as variables that populate information automatically based on the applicant, sender and job posting.

This feature uses email forwarding to avoid phishing/spam.

There are three different ways you can email Applicants from Humi’s Recruiting module.

  1. Individual emails: send individual emails to applicants.
  2. Bulk emails: send an email to all applicants in the same funnel stage of a job posting.
  3. Automated emails: attach emails to funnel stages that automatically get sent to applicants moved into the stage.

Recruiters can also create Email Templates that make it easier to automate the sending process.


Since only admins or special roles (that have access to the recruiting module as well as managing funnels and applicants) can access these pages, you will need to ask an admin to do this for you or get a permission change if you have neither of those roles.

Create Email Template

You can create a reusable template by going onto the “Templates” tab within the Recruiting module and clicking on the “Create Template” button. The template will autofill using the same form that is used for emailing; this will help you make small adjustments based on your situation.

There are four inputs that exist:

  • Template Name
  • Email Subject
  • Body

Only users with Recruiter (Recruiting Admin) level access to the module create Email Templates

Template Name

This is the title that the template will have within the Humi system. Candidates will not be able to see this name - it is purely used to organize templates in your recruiting module.

Email Subject

Candidates will see this when they receive the email. You cannot use customization tokens within this field.

Body

Within the body of the email, you have full formatting functionality touching on things such as font, colour, bold, italic, underline, bullets, numbers, hyperlinks, and inserting photos.

You can copy and paste the customization tokens into the body (make sure to include the square brackets). These tokens serve as placeholders that automatically populate information based off of the reply email and job post you input when drafting the actual email. The funnel stage you select will determine the applicant names that are populated by using the tokens.

For more information regarding customization tokens, click here. (link to customization tokens section)

Deleting a Template

A template can be deleted at any time by clicking on the three dots located in the far right of a row within the template directory. Once you delete a template, it disappears automatically. There is no way to restore a deleted template.

Email Information

In order to create an email, you must go to either the applicants tab or the funnel tab on a job posting, and click on the "Email Applicants" button in the top right corner of the screen.

When drafting an email to send out to applicants, there are required and optional fields that you can complete. Some of the fields are:

  • From
  • Job Posting
  • Funnel Stage
  • Template

From email

This is the email address that applicants who receive the email will be able to reply to. Applicants will see this email address when they receive the email. There are two options:

  1. Your own email
  2. A no-reply option (no-reply@hire.humi.ca)

Job Posting

This is the job posting of the users that you would like to send an email to. This only applies to bulk and automated emails.

Funnel Stage

After filtering down based on job posting, you must now also select the funnel stage of the users that you would like to send an email to. This only applies to bulk and automated emails.

Template

This is where you select the email template you would like to use for the email. You can use freeform, allowing you to draft a customized email, or you can use a previously created template.

Customization Tokens

Customization tokens serve as placeholders that help populate information in order to configure your email. These tokens use the information you entered in the reply email, job post, and funnel stage.

Customization tokens can be used in the following fields:

  • Subject
  • Body
  • Signature

If you have multiple applicants within a funnel, and you are using one of the options that populates an applicant’s name, it will populate each individual name in each email so it is customized towards the correct applicant.

You must include the square brackets when using a customization token.

The following customization tokens can be used:

  • [job_posting_title]
  • [applicant_first_name]
  • [applicant_last_name]
  • [applicant_full_name]
  • [company_name]
  • [my_first_name]
  • [my_last_name]
  • [my_full_name]
  • [my_email]

Sending Test Email

Once you are finished drafting the email, you are able to send a test to the reply email. This test will contain all the information you entered in the style that will be sent to candidates.