How to Set Up Automated Hiring Emails in Hiring Process [2024]

Hiring new employees can be a busy process, with lots of details to manage. One of the best ways to keep things running smoothly is by automating your email communications with candidates. This ensures that candidates are kept informed at every stage without requiring you to send each email manually.

In this blog, we’ll show you how to set up automated emails sent out when a candidate is hired.

We’ll guide you through the steps to configure your email settings and create automatic triggers, so you can save time and focus on finding the right person for the job.

Step 1: Configuring Your Email Server

Before you can send candidate hire emails, it’s important to ensure that your email server is properly configured. Below is an example of a typical email configuration form, which you can follow to set up your server.

To read more about setting up a mail server in Horilla HRMS, refer to our blog How to Set Up Mail Server in Horilla HRMS

Setting up your mail server is a crucial step in automating email notifications for your hiring process.

Follow these simple steps to configure your mail settings:

1.     Access Settings:

○       Click on the Settings icon (gear icon) located in the top right corner of the screen (marked as 1 in the image).

2.     Navigate to Mail Server:

○       In the settings menu on the left, scroll down and select Mail Server under the General section (marked as 2 in the image).

3.     Create a New Configuration:

○       Click on the Create button in the top right corner (marked as 3 in the image) to open the Mail Server configuration form.

Email Server Configuration Fields

1. Email Host:
   Enter the SMTP server address provided by your email service provider. This is typically in the format of smtp.example.com.
   
2. Email Port:
   Specify the port number your SMTP server uses. Common ports are 587 for TLS and 465 for SSL.
   
3. Default From Email:
   This is the email address that will appear as the sender of your emails. Make sure to use a professional and recognizable email address, such as hr@yourcompany.com.
   
4. Email Host Username:
   Provide the username associated with your email hosting account, often the same as your email address.
   
5. Email Authentication Password:
   Enter the password linked to the email host username. This allows the system to authenticate and send emails on your behalf.
   
6. Display Name:
   This is the name that will appear in the recipient’s inbox. For example, you might use “Your Company HR” or simply “Your Company.”
   
7. Use TLS / SSL:
   Choose whether to use TLS or SSL for secure email transmission. TLS (Transport Layer Security) is more commonly used and should be enabled by switching the toggle.
   
8. Fail Silently:
   Enable this option if you don’t want to receive notifications for email sending failures. However, it’s generally recommended to leave this off so you can troubleshoot any issues that arise.
   
9. Primary Mail Server:
   If you have multiple mail servers, specify whether this server is the primary one. Enable this option if it is.
   
10. Email Send Timeout (seconds):
    Set the time in seconds that the system will wait for a response from the mail server before timing out. A common setting is 60 seconds.
    
11. Company ID:
    This field is pre-populated with your company’s ID, ensuring that the emails sent are linked to your company’s account.

Once you have filled in all the required fields, click the Save button to apply the settings.

Example Configuration

Here’s an example of how the fields might be filled out:

• Email Host: smtp.yourcompany.com
• Email Port: 587
• Default From Email: hr@yourcompany.com
• Email Host Username: hr@yourcompany.com
• Email Authentication Password: ********
• Display Name: Your Company HR
• Use TLS: Enabled
• Use SSL: Disabled
• Fail Silently: Disabled
• Primary Mail Server: Enabled
• Email Send Timeout (seconds): 60
• Company ID: YourCompanyID

Step 2: Setting Up Automated Hiring Emails

To streamline communication with candidates during the hiring process, you can configure an automation that sends an email automatically when a candidate is moved to the “Hired” stage. Below is a guide to setting up this automation using the provided form.

This guide walks you through configuring an automated email for interview schedules.

• Navigate to the Configuration section in the left sidebar.
• Select Mail Automation under the configuration menu.
• Click on the + Create button to set up a new automation.

Step-by-Step Guide to Configuring Mail Automation

1. Activate the Automation:
   At the top of the form, ensure that the Is Active toggle is switched on. This ensures the automation is enabled and ready to send emails when triggered.
   
2. Title:
   Provide a descriptive title for the automation, such as “Interview Mail” or “Hired Candidate Notification.” This helps you identify the purpose of the automation at a glance.
   
3. Model:
   Select the appropriate model that this automation will be applied to. In this case, choose InterviewSchedule, which relates to the candidate’s interview and hiring process.
   
4. Mail to:
   Specify the recipient of the email. Here, choose the Candidate mail field to ensure that the email is sent directly to the candidate’s registered email address.
   
5. Mail Details:
   Choose Candidate from the dropdown. This links the mail automation to the candidate’s profile and ensures all relevant details are included.
   
6. Trigger:
   Set the trigger to On Create. This means that the email will be sent automatically as soon as the candidate’s status is updated to “Hired.”
   
7. Mail Template:
   Select the template you want to use for the email. For instance, you might use an “Offer letter” template that includes all the necessary details about the job offer.
   
8. Template Attachments:
   If you need to include any attachments with the email, such as a contract or additional forms, you can upload them here. Leave this field empty if no attachments are needed.
   
9. Condition:
   Define the conditions that must be met for the email to be sent. In this example, the condition is set to trigger when the Stage field for the candidate equals Hired. This ensures that the email is only sent when the candidate has officially been hired.
   
   Code: The code C1 represents the first condition.
   
   Field: Select the Stage | Candidate field.
   
   Condition: Set the condition to == (equals).
   
   Value: Enter Hired as the value.
   
   Logic: The logic field is used to add more conditions if needed. In this case, it’s kept simple with one condition.
   
10. Save the Automation:
    After configuring all the fields, click the Save button to finalize and activate the automation.

Example Scenario

When a candidate is moved to the “Hired” stage in your system, this automation will automatically send them an email using the specified template. The email will be sent to the address registered in their profile, ensuring prompt communication and a smooth onboarding process.

To read more about setting up mail automation feature in Horilla HRMS Software, refer to our blog How to Set Up Mail Automation Feature in Horilla HRMS Software

Conclusion

Automating your candidate emails can make a big difference in your hiring process. By setting up these simple triggers, you ensure that candidates are promptly informed when they’re hired, saving you time and reducing the risk of communication delays.

With the steps outlined in this guide, you can easily configure your email server and set up automation to streamline your workflow. This not only enhances the candidate experience but also helps you stay organized and focused on what matters—finding the best talent for your team