Automating Personalised Rejection Emails

Feature Overview

The automated rejection email feature allows you to send personalised rejection notifications to candidates who have been deemed unsuitable for a position after analysis. Instead of sending generic rejection messages, this feature creates tailored emails that reference specific failed requirements, helping candidates understand why they weren't selected. The system includes a 24-hour buffer before sending emails to allow for review and to create a better candidate experience by avoiding immediate rejection notifications.

Available Actions

This feature enables you to perform the following actions:

1. Configure automated rejection emails - Set up email triggers for rejected candidates

2. Personalise email content - Add specific failed requirements to rejection messages

3. Include job board links - Direct candidates to other opportunities

4. Review scheduled emails - Preview emails before they're sent

5. Manage email timing - Send immediately, pause, or restore scheduled emails

6. Copy email content - Export email text for use elsewhere

• Step-by-Step Instructions

  Setting Up Automated Rejection Emails

  1. Access Actions Menu: Navigate to your candidate analysis page and click on "Actions"

  2. Open Actions Drawer: The actions configuration panel will open

  3. Create New Action: Click to add a new action

  4. Set Trigger Condition: Select "If candidate status is rejected"

  5. Choose Action Type: Select "Send an email" as the action to perform

• Configuring Email Content

  Basic Email Setup

  1. Preview Message: Click "Preview the message" to see the default email template

  2. Review Generic Content: Initially, you'll see standard wording without personalisation

• Adding Personalisation Options

  The system provides two personalisation checkboxes:

  Option 1: Failed Requirements Personalisation

  1. Check the first personalisation box

  2. Result: Email content will reference specific failed requirements

  3. Benefit: Candidates receive feedback on why they weren't selected

  4. Example: "We gave preference to candidates who clearly mentioned [specific failed requirement]"

• Option 2: Job Board Link

  1. Check the second personalisation box

  2. Add URL: Enter your job board or careers page URL (e.g., "joinpop.com/careers")

  3. Result: Link appears at the bottom of the email

  4. Benefit: Directs candidates to other available opportunities

• Finalising Configuration

  1. Save Email Settings: Click "Save" to store your email personalisation preferences

  2. Save and Activate: Click "Save and Action" to activate the automated email system

  3. Confirm Setup: Confirm the configuration when prompted

• Managing Scheduled Emails

  Reviewing Individual Candidate Emails

  1. Select Candidate: Click on any rejected candidate from your list

  2. Access Rejection Tab: A new "Rejection" tab will appear in the candidate profile

  3. Preview Email: Click on the rejection tab to see the exact email that will be sent

  4. Review Personalisation: Verify that failed requirements are correctly referenced

  5. Check Schedule: Note the scheduled send date and time (24 hours after setup)

• Email Management Options

  For each scheduled email, you have several control options:

  Send Immediately

  1. Click "Send Now" button

  2. Result: Email sends immediately, bypassing the 24-hour buffer

  3. Use Case: When you want to expedite the process

• Pause Email

  1. Click "Pause" button

  2. Result: Email is prevented from sending

  3. Status: Email moves to paused state

  4. Use Case: When you need to review the candidate further or make changes

• Restore Paused Email

  1. Click "Restore this email" button (appears after pausing)

  2. Result: Email is rescheduled for 24 hours from restoration time

  3. Use Case: When you decide to proceed with the rejection after pausing

• Copy Email Content

  1. Click the copy icon in the bottom right corner of the email preview

  2. Result: Full email text is copied to clipboard

  3. Use Case: For record-keeping or using content elsewhere

• Understanding the 24-Hour Buffer

  Purpose of Delay:

  • Allows additional review time before emails are sent

  • Creates better candidate experience by avoiding immediate rejections after application

  • Provides opportunity to make changes or corrections

• Timeline Example:

  • Setup time: June 4th at 8:22 AM

  • Scheduled send: June 5th at 8:22 AM (exactly 24 hours later)

• Email Personalisation Details

  How Failed Requirements Work:

  1. System identifies mandatory requirements the candidate didn't meet

  2. Email references these specific failed requirements

  3. Provides constructive feedback to help candidate understand the decision

  4. Example: "We gave preference to candidates who clearly mentioned that they have experience working with a P&L"

• Verification Process:

  • Check candidate's analysis tab to see which requirements they failed

  • Confirm the email correctly references these specific failings

  • Ensure personalisation accurately reflects the analysis results

• Best Practices

  Email Review Process

  • Always preview emails before the 24-hour send window expires

  • Verify that personalised content accurately reflects analysis results

  • Check that job board links are working and relevant

  • Ensure the tone remains professional and constructive

• Timing Considerations

  • Use the 24-hour buffer for thorough review

  • Send immediately only when confident about the decision

  • Pause emails if any doubt exists about the candidate assessment

• Quick Reference

  Setup Process: Actions → Add Action → If Rejected → Send Email → Configure Personalisation → Save and Action

  Management Options:

  • Send Now: Immediate delivery

  • Pause: Stop scheduled email

  • Restore: Reschedule paused email

  • Copy: Export email content

• Review Location: Candidate Profile → Rejection Tab