Emailing candidates

Relevant for: Recruiters

How do I email candidates from Leapsome?

Connect your mailbox, then open a candidate and click 'Email', or select several candidates in 'Recruiting' > 'Candidates' and click 'Send email'. To send emails automatically when a candidate enters a stage, add an 'Email candidate' activity to that stage.

Emails go out through your own connected mailbox, so candidates see your address and their replies come back to your inbox. Leapsome syncs the conversation to the candidate profile, so your whole hiring team sees the same history.

• Individual emails: For follow-ups, scheduling questions, personal messages, and replies.
• Bulk emails: For updates to a group, e.g., everyone in a stage or everyone matching a filter.
• Automated emails: For emails that should always go out at a certain stage, e.g., confirmations, rejections, or self-booking invitations.

Table of Contents:

• How do I connect my mailbox?
• How do I email one candidate?
• How do I email several candidates at once?
• How do I send emails automatically?
• Who can email candidates?

How do I connect my mailbox?

Go to 'Settings' > 'Recruiting' > 'Candidate communications', open the 'Email accounts' tab, and click 'Connect Google' or 'Connect Microsoft'. You're redirected to Google or Microsoft to authorize access through Nylas, our email sync provider.

On the same tab, admins can set a 'Default email address for candidate communications', which is used for automated emails and offer letters, and turn on 'Enable email tracking by default'.

Note: Until you connect a mailbox, the 'Email' button on the candidate profile isn't available. Only emails received after you connect your mailbox are synced to Leapsome.

To learn more, see Connecting calendars and email.

How do I email one candidate?

1. Open the candidate and click 'Email'. If an application is selected, the email is linked to it.
2. Choose the mailbox to send from. The candidate's email address is filled in. You can add recipients, but the candidate must be one of them.
3. Write a subject and message, and add attachments if needed. If available, turn on open and link tracking.
4. Click 'Send email'.

The email appears in the candidate's 'Emails' section and activity. To answer a candidate, click 'Reply' or 'Reply all' on their message in 'Emails'. To learn more, see The candidate list and candidate profile.

How do I email several candidates at once?

1. In 'Recruiting' > 'Candidates', select candidates, or click 'Select all' to include everyone matching your filters.
2. Click 'Send email' in the bar above the pipeline.
3. Choose the sender, then write the subject and message. Insert variables to personalize the email with candidate, application, and job details, e.g., the candidate's name or job title.
4. Click 'Send email'.

Emails are sent in the background. 'Bulk action results' shows which emails were sent and which failed.

• You can email up to 1,000 applications at once. Leapsome sends one email per application, so a candidate with two selected applications gets two emails.
• If your mailbox disconnects while emails are being sent, the remaining emails fail.

How do I send emails automatically?

1. Open the job's 'Evaluation process' tab. To set defaults for every job that uses a process, go to 'Settings' > 'Recruiting' > 'Evaluation processes' instead.
2. Click 'Add activities' on a stage and add the 'Email candidate' step.
3. Choose to send from 'Leapsome notifications' or a connected mailbox.
4. Write the subject and message. Use variables such as the candidate's name, the job title, or the interview booking link.
5. Click 'Save'. The email now goes out to every application that enters the stage.

Please note:

• If the default sender is connected, automated emails use it. Otherwise, they're sent from 'Leapsome notifications'.
• An email with the interview booking link needs an earlier 'Schedule interview' step that lets candidates book their own slot. Otherwise, the email isn't sent.
• Archiving candidates as 'Rejected' or 'Withdrawn', also in bulk, runs that stage's automations, including emails.
• To reuse emails across jobs, set them as default activities on the evaluation process, or copy activities from another job.

To learn more, see Setting up evaluation processes and interview templates and Setting up automations on stages and jobs.

Who can email candidates?

• Sending individual or bulk emails requires email sync access and permission to manage all or assigned candidates.
• You send from your own mailbox. To send from a colleague's mailbox or a shared mailbox, you need permission to send on behalf of another account.
• Open and link tracking requires the email tracking permission.
• Setting up automated emails requires permission to manage the job's activities. Defaults on an evaluation process require the 'Manage ATS templates' permission.
• The hiring team sees emails sent to candidates on the candidate profile.

Note: You can't email a candidate who has no email address or no active application. Hired and archived applications can't receive emails. To learn more, see Moving, archiving, and restoring candidates.