Candidate Messaging

Email candidates from JOIN’s built‑in Mailbox. Send, receive, schedule and track replies in one thread, with relayed copies to your external email. Keep communication centralised and private.

Messaging in JOIN allows you to communicate with candidates directly through email. JOIN provides an inbuilt Mailbox where you can send and receive emails just like in your regular email client (e.g. Gmail or Outlook). All candidate conversations are stored and organised within JOIN, and replies are also relayed to your external mailbox so you can stay up to date. This keeps all hiring communication centralised while letting you use familiar email tools.

The email messaging feature is ideal for all day-to-day communication with the candidates during the hiring process. Here are a few good use cases:

• Send an interview invite or rescheduling update

• Share details about the role or hiring timeline

• Request additional documents or availability

• Sending the offer letter

JOIN is not designed for sending bulk marketing or transactional emails like newsletters, job alerts, or system notifications. All messages are sent directly through JOIN’s system and no additional setup is required.

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Viewing emails

You can view and manage messages in two places:

1. Mailbox → Use Inbox, Sent, or Scheduled tabs to manage all conversations

2. Candidate profile → Open the Emails tab to see one candidate’s history

Click a thread to open the full conversation with attachments. JOIN groups replies and forwards into a single thread for context.

You will not receive separate alerts/notifications when a candidate replies to your message. Instead, you’ll see a red dot on the Mailbox tab and a blue dot next to threads in your Inbox. These visual indicators help you spot new messages as soon as you login. You can also:

• Filter your Inbox by switching to the Unread tab to view unopened messages

• Click the refresh icon at the top of your Mailbox to load the latest replies manually

Tip: Make sure to check your Mailbox regularly to stay on top of all messages.

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Your sender email address

When sending an email, JOIN provides different sender address options.

1. Sending from your JOIN recruiter address

By default, candidates see your JOIN recruiter address instead of your personal work email in the From field. The format is: [email protected]

Example: If you send an email from [email protected], candidates will see it as coming from [email protected].

This keeps your personal work email private and ensures all replies stay within JOIN, keeping your conversations organised and secure.

2. Sending from a no-reply address

You can also choose to send an email from: [email protected]

This option is useful for automated or one-way messages (e.g. rejections) and signals to candidates that no response is expected.

Regardless of which sender you choose, candidates will only see a JOIN address — never your personal work email.

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Composing and sending emails

From Inbox

1. Go to Mailbox → Inbox.

2. Click the blue Compose icon > This opens a new email window on the right side of your screen.

3. In To, start typing a candidate’s name or email. A dropdown will appear with matching candidates from your database — select the correct one.

4. (Optional) Add Cc/Bcc to add additional recipients.

For security, you can only add team members who are already part of your JOIN workspace.

1. Add a subject and write your message.

   • Use the formatting toolbar to format your message or add links

   • Click the paperclip icon at the bottom to attach files

   • Click the template icon (next to the attachment icon) to insert a saved email template

2. Click the template icon to insert a saved template.

3. You can also set visibility while composing an email:

   • Click the Make private icon at the bottom of the composer if the message should remain visible only to you, the recipients, and System Admins

   • Click the Make public icon at the bottom of the composer if you want to keep the email public

4. Click Send.

From a candidate profile

1. Open the candidate profile.

2. Either click Compose email in the left detail sidebar, or open the Emails tab and click Compose email.

3. The candidate’s address is pre-filled. Add Cc/Bcc (team members only), subject, and your message.

4. Use the toolbar to format, add links, attach files (max 8.5 MB), or insert a template.

5. You can also set visibility while composing an email:

   • Click the Make private icon at the bottom of the composer if the message should remain visible only to you, the recipients, and System Admins

   • Click the Make public icon at the bottom of the composer if you want to keep the email public

6. Click Send.

All emails sent from JOIN are saved to the candidate’s profile and are visible to the users who have access to the particular candidate.

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Email formatting

When writing an email in JOIN, you can use the formatting toolbar to structure and style your message for clarity and impact. Here’s a breakdown of the available options:

• Text styles: Choose between normal text and different heading or list styles to structure your message. → When you click Text, you’ll see these options: Text, Heading 1, Heading 2, Heading 3, Bulleted list, Numbered list, and Quote

• Bold B: Highlight important words or phrases by making them bold

• Italic I: Use italics to emphasise text or indicate titles

• Underline U: Underline specific words for added emphasis

• Strikethrough S: Cross out words that are no longer relevant or to show edits

• Highlight : Add a background colour to selected text to draw attention

• Alignment : Align your text to the left, centre, or right

• Insert link: Add a clickable hyperlink to your text

• Insert placeholder or variable {...}: Insert dynamic variables like candidate name, sender name, job title, company name etc. (particularly useful in templates or mass messages)

• Attachments: Add via the paperclip at the bottom of the composer

  • Supported: .pdf, .doc, .docx, .rtf, .txt, .jpg, .png

  • Maximum size: 8.5 MB

  • Remove by hovering the file name and clicking

Tip: If you're sending multiple documents, you can attach them all before clicking Send.

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Schedule emails

Control exactly when your emails go out — whether you're sending a rejection, follow-up, or interview email. With this feature, you can schedule candidate emails to be sent at a time that works best for you (and your candidates).

Scheduling your emails helps you:

• Reach candidates during working hours — even across time zones

• Queue outreach or rejections outside business hours, without sending immediately

• Keep your communications structured and timely

To schedule an email

1. Go to the Inbox or click Compose email from a candidate profile

2. Write your message

3. Click the arrow next to the Send button

1. Choose a preset time (In 3 hours, Tomorrow morning (9:00), Next Monday morning) or Custom date & time

2. Click Schedule — and your message will be scheduled to go out at the selected time

Only one scheduled message can exist per candidate thread. To schedule another, cancel or send the existing one first. Once sent, the email appears in the Sent tab.

Manage scheduled emails

1. All scheduled messages appear under Mailbox → Scheduled. Here, you can:

   • View all emails set to go out

   • Cancel the sending of the scheduled email

   • Edit the scheduled email

   • Send the scheduled email immediately

1. You can also manage a scheduled message from:

   • the Candidate Profile

   • the email thread itself in the Mailbox tab

In the message view, you'll see:

• A grey banner showing the scheduled time

• Options to Send now, Edit, or Delete

Only users with Admin roles can change the send time of a scheduled message.

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Private Emails

You can control who within your organisation can view specific email threads. This makes it easier to keep sensitive topics — such as compensation discussions or internal coordination — private, while keeping general communication visible to your hiring team.

Each email thread can be either:

• Private: Only the sender, recipients (including CC’d team members), and System Admins can view it. Other users won’t see it in their Inbox, Sent, or the candidate’s Emails tab.

• Public: Visible to all team members who have access to the candidate’s profile.

System Admins can view all conversations, regardless of visibility status.

Making an email private when composing

When writing a new email, you can choose whether to make it private before sending:

1. In the email composer, click the icon to lock the conversation and make it private.

2. The icon becomes highlighted to indicate that the message will be sent as a private conversation.

3. To switch the email back to public, click the icon.

4. Click Send when ready.

Once sent, the conversation will show a Private badge, and only participants and System Admins can view it.

Changing visibility for existing email threads

If you’re the original sender or a System Admin, you can switch an existing conversation between private and public. To change the access to an email thread:

1. Open the thread in Mailbox or in the candidate’s Emails tab.

2. Click the menu icon (top right of the thread view) to open a dropdown menu.

3. Choose either:

   • Make private to restrict access

   • Make public to share with your team

4. A confirmation banner will appear to indicate the updated status.

When a thread is private, a icon appears next to the timestamp or subject line to indicate that it is a Private conversation.

Viewing who has access to a private email

For private conversations, click the Private icon to open the a modal that will show a list of all the conversation members.

You’ll see all participants who can access the thread — including System Admins. From here, you can switch the conversation back to public using the Make public button.

Only the author of the email thread or a System Admin can change a conversation’s access to private or public. Other team members who aren’t part of the private conversation won’t see this option to change.

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Email messaging for candidates

All communication now happens via regular email — just like any standard email exchange.

Here’s the process:

1. You send an email from JOIN → it arrives in the candidate’s personal email inbox

2. The candidate replies from their own email client (e.g. Gmail, Outlook)

3. Their reply is automatically added to the same email thread in JOIN

4. You can see the full conversation in your Inbox or under Emails tab in the candidate’s profile

Candidates no longer use JOIN’s in-app messaging. All communication now happens via regular email — just like any standard email exchange.

Private and public emails behave the same for candidates as they always receive messages in their personal inbox. Email visibility settings only affect who in your company can view the conversation inside JOIN.

Candidates can no longer use JOIN’s in-app messaging. This feature has been deprecated.

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Relayed emails and reply syncing

JOIN shows you all candidate replies directly in your JOIN Mailbox. At the same time, JOIN also sends you a copy of that same conversation to your attached work email (for example, Gmail or Outlook address that you used to sign up on JOIN). This way, you are always informed, whether you log into JOIN or just check your normal email.

Here’s what this means in practice:

• When a candidate replies, JOIN saves the reply inside the conversation thread in your JOIN Mailbox.

• JOIN also forwards (copies) the same reply to your work email so you can read it there.

You then have two options for replying:

Option 1: Reply inside JOIN Open the conversation in your JOIN Mailbox and click Reply. This is the easiest way, and JOIN automatically keeps everything organised.

Option 2: Reply from your linked work email Open the copied message in your work email (e.g. Outlook or Gmail). If you click Reply directly on that copied message, JOIN will record your answer and add it to the candidate’s thread in JOIN. Both the JOIN Mailbox and your external email will stay in sync.

Example

You sent an offer letter via email to a candidate. The candidate replies to your email to accept. You now see emails in both your JOIN Mailbox and your linked email account

Now you want to request some documents. You can either:

• Reply inside JOIN on the same offer letter thread, OR

• Reply in your external mailbox by clicking Reply on the same copied thread you received there.

Both replies will be synced to JOIN.

When email syncing will fail

If you start a new email in your email client instead of replying on the same thread, JOIN cannot connect it to the existing conversation.

Example: You create a brand‑new email in Outlook, type “Requesting new documents” as the subject, and send it to the candidate’s email address. JOIN cannot link this new message to the ongoing thread, so it will not appear in JOIN.

On the candidate side, the same rule applies:

• If the candidate replies directly to your message, everything stays synced.

• If instead they start a new message, type in your JOIN recruiter address, eg: [email protected], and send it as a separate email, that message will not be linked to their application in JOIN.

Best practices

• Always reply to existing messages — whether in JOIN or from the copied message in your email client.

• Do not create new threads in your external mailbox.

• Remind candidates to reply to your emails rather than composing new ones.

By keeping conversations in the same thread, JOIN can reliably sync everything and give you a complete record of communication in the candidate’s profile.

To ensure replies remain synced, always respond directly to the relayed message or reply from within JOIN. Ask candidates not to compose a new email to your JOIN address from their personal mailbox, as this could cause discrepancies in your JOIN account.

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FAQs

Do candidates need to log into their JOIN account to read or reply to emails?

No. Candidates receive your messages in their usual email inbox and reply from there. Their responses sync automatically with JOIN.

Will I be notified when a candidate replies?

No, JOIN does not send separate alerts. You’ll see new replies marked with a red dot in the Mailbox and unread messages marked with blue dots in your Inbox.

What happens if I reply from my external email account?

Replies will sync to JOIN only if you respond directly to the relayed candidate message. Threads that are newly composed from your external email client will not appear in JOIN.