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Candidate Assignees: Fine-Tune Email Notifications to Users and Clients
Candidate Assignees: Fine-Tune Email Notifications to Users and Clients
Updated over 9 months ago

Candidate Assignees is a feature designed to cut through the noise of non-essential email notifications, providing you with precise assignment control of internal users and clients directly to candidates. This ensures email notifications reach only those who need them, enhancing the relevance and effectiveness of communication.

This article will guide you through the most common use cases, functionalities, rules, and steps to make the most of this powerful feature.


Common use cases for candidate assignees:

Adding/Removing Internal Users as Candidate Assignees:

In collaborative workflows where multiple users are involved in the same list, the inflow of unnecessary email notifications can be overwhelming. With Candidate Assignees, you can now customize notifications by assigning relevant team members to specific candidates. This ensures that candidate-related notifications, such as messages, candidate status changes, candidates marked as Ready or AE rejected, CV requests, and reveals, are directed only to those who need the information, streamlining communication.

Example πŸ“š: in a Split Desk Workflow scenario, each recruiter may want notifications only for their own assigned candidates and notify the account executive selectively when they mark the candidate as Ready, instead of notifying every colleague assigned to the list. With Candidate Assignees, you can customize notifications to meet each user's needs. To learn more about how our Split Desk Workflow works, visit our Help Center article.

Adding/Removing Client Contacts as Candidate Assignees:

When sharing a list with multiple client contacts, not all clients may need to be notified of every candidate-related activity. Assign those client contacts who need to receive candidate-related updates and remove those who do not require detailed notifications, ensuring a more personalized and efficient communication flow.

Example πŸ“š: the CEO may prefer high-level updates, while the hiring manager may want to be involved in detailed candidate interactions. With Candidate Assignees, you can tailor notifications to meet each client contact's needs.

Functionality and Rules

Here's a breakdown of email notifications received by users and clients organized by its recipients - Candidate Assignees, List Assignee/s (internal users), and Clients (list shared to):

Candidate Assignees will receive the following email notifications:

Email Type

Recipient

Internal/External

Notes

Messenger messages + stage changes

Candidate Assignees

Internal & External

Email to inform list assignees, list owner & clients of messages/stage changes via messenger

Candidate marked as Ready

Candidate Assignees

Internal

Email to all list assignees and list owner, except the user marking the candidate Ready

Candidate marked as AE Rejected

Candidate Assignees

Internal

Email to all list assignees and list owner, except the user marking the candidate as AE Rejected

CV Requested

Candidate Assignees

Internal

Auto-assign clients requesting the CV if not already assigned

CV Revealed

Candidate Assignees

External

Auto-assign clients revealing the CV if not already assigned

List Assignee/s (internal users) will receive the following email notifications:

List shared to client/s - inform colleagues

List Assignee/s (internal users)

Internal

Email other list assignees/owners about who shared the list (excluding the sharer)

Client visited the list

List Assignee/s (internal users)

Internal

Notify list assignees & owner when a client visits a list

Client contacts a list has been shared with will receive the following email notifications:

List invite

Clients (list shared to)

External

Email with the list link

Candidate added/removed from a list

Clients (list shared to)

External

Notify when candidates are added/removed

Unseen Candidates: Follow-up (Automatic follow-up emails)

Clients (list shared to)

External

For clients subscribed to list updates & automated follow-ups

Keep in mind the following important rules:

  • Clients will be eligible for candidate assignments only if they have access to the respective list.

  • For internal users, the candidate assignment dropdown will present all company users; if a user who is not already associated with the list is selected, they will be automatically added to the list but won't be assigned to any other existing candidates on the list by default.

Important πŸ’‘: Sharing a list with clients will automatically assign them to all candidates within that list, except for those who have the "Unsubscribed from list updates" selected, who won't be subscribed to any individual candidates. This means they have unrestricted access to view the list but won't receive any notifications.

How to use Candidate Assignees

We've streamlined the process of managing assignees. Follow these simple steps:

  1. Navigate to the Review & Update or Edit modal on the candidate

  2. Scroll down to find the colleagues and clients receiving notifications

  3. Adjust candidate assignees as needed


Additionally, you can manage assignees from the messenger section, by following these simple steps:

  1. Navigate to the messenger section

  2. Click the empty avatar icon

  3. Adjust candidate assignees as needed
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πŸ‘‹ We are always here for you if you need us!

Remember, our whole team is around, almost 24/7 to support you! In fact, you can simply press the messenger button on the bottom right of this page to start chatting with us!

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