Automatically send emails when candidates move to a stage
Stage email automation lets you automatically schedule an email when a candidate is moved into a specific stage of your hiring process. This is useful for keeping candidate communication consistent and timely—without needing to manually send the same message over and over.
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What stage email automation does
Stage email automation allows you to automatically schedule an email when a candidate is moved into a specific stage of your hiring process.
This can be useful for:
Sending interview instructions.
Confirming the next step in the process.
Notifying candidates when they move forward in the hiring process.
Once configured, the email will be automatically scheduled whenever a candidate enters that stage.
Navigating to the job settings
Via the sidebar on the left, click on a job opening under “Your jobs” or head to the “Jobs” page to select the job you want to adjust.
Click the “Settings” icon (⚙) in the top right corner to open the job settings.
Setting up an automated stage email
In “Job settings”, locate the stage where you want to add an automation.
Click the stage name to open its settings.
Under “Automations”, click “+ Add message automation”.
Select an existing email template, or write a new email from scratch.
Save your automation.
Configure the message details (template, content, timing)
When creating the automation, you can define:
Sender: Who the message is sent from (for example, the person who triggers the move).
Recipient: The candidate.
Subject and message: Insert a template or write your own message.
Delay: When the message is sent (for example, after a set number of minutes).
Status: Whether the automation is active.
How to confirm the automation is active
After saving, the stage will show an automation card with an “Active” label. This indicates the email automation is enabled for that stage.
What happens when a candidate moves to that stage
The email is automatically scheduled as soon as the candidate enters the stage.
The candidate will receive the message associated with that stage (based on the automation timing).
You can still review or cancel the scheduled email before it is sent.
Cancel a scheduled automated email (optional)
When you see the scheduled-message notification, click “Cancel”.
Confirm by clicking “Cancel message”.
Automation indicator on the Kanban board
Stages with an active automation show an indicator on the stage column in the candidate Kanban board, so your team can quickly see where automated messages are configured.
Good to know
Automated emails are configured per stage within a job.
You can use existing email templates or write a message from scratch.
The email is scheduled automatically when the candidate enters the stage.
The scheduled email can still be cancelled before it is sent.
Need help?
If you have questions, use the chat in the bottom right corner of your screen—our team will be happy to help.