Set up stage automations and email templates

Stage automations send emails and add interviews automatically when you move a candidate into a pipeline stage. You configure them from the job's Kanban pipeline, and the emails come from three global templates in Email Settings that you can override for individual jobs.

Before you start

Emails are not sent until email sending is on, and interviews need a scheduling link before you can automate them.

• Email sending: In Settings, open Email Settings and turn on Enable Email Sending. Connect a Google, Microsoft, or SMTP/IMAP account, then select the connection type and save it.

• Interviews: If you plan to automate interviews, configure your scheduling link first under Settings, then Interviews.

Add an action to a stage

Each stage in a job's Kanban pipeline can carry its own actions. Any stage can have actions except Inbox.

1. Open the job's Kanban pipeline.

2. Click the zap icon on the stage you want to automate.

3. Click Add Action and choose what should happen.

Once an action is configured and active, a red dot appears over the stage's zap icon so you can see at a glance which stages are automated.

Choose the action type

Three action types are available today:

• Email to Candidate: sends an email to the candidate who moved into the stage.

• Email to Team Member: notifies a team member when a candidate moves into the stage.

• Add Interview: adds an interview using the scheduling link configured under Settings, then Interviews.

Edit the global email templates

Global templates in Email Settings apply to new jobs, so set them up before you create the jobs that will rely on them.

1. Go to Settings and open Email Settings.

2. Pick the template to edit: Application Email, Rejection Email, or Interview Email.

3. Click Edit Template, make your changes, and save.

Override templates for one job

When one job needs different application or rejection wording than the global templates, override them from that job's own Job Settings. Each job can use its own templates without affecting other jobs.

The Apply to All Existing and New Jobs option overrides the individual job application and rejection email settings, so use it when you want one set of wording everywhere instead of per-job templates.

Test your automations safely

Moving a candidate into a configured stage triggers the action immediately, whether you move one candidate or use bulk actions. Because those emails go out for real, always test with dummy candidates before using live data.

1. Configure your stage actions and templates first.

2. Create one or more fake candidates and move them through your pipeline stages, both one at a time and with bulk actions.

3. Check that each configured stage fires the right email or interview, and adjust the action or template if not.

4. Only then populate the pipeline with real candidates.