Automated Emails

Learn how JOIN sends automated emails to candidates, from application confirmations to rejections. See which templates are used, how to set them, and how language handling works.

JOIN automatically sends certain emails to candidates at key stages of the hiring process. These ensure candidates receive timely updates without requiring manual effort from your team. Automated emails are always sent from your no-reply address: [email protected]. This means that candidates cannot reply to these emails.

A default template is provided for all automated actions, but you can always edit or replace them.

All automated messages use templates with the type matching the action (e.g. Application Confirmation, Rejection Confirmation, Interview Invitation). Make sure each template includes at least one complete language version (subject + body) — otherwise, it can’t be used.

Continue reading to learn about the key automated messages JOIN sends to candidates and the logic behind each of these.

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Application confirmation template

This email is sent automatically and immediately when a candidate applies to a job. JOIN uses the Application Confirmation template you select while creating your job.

Set up in a new job:

1. Go to Jobs → Create job.

2. In the job editor, open the Workflow tab.

3. Toggle ON Auto-confirm application.

4. Select the desired email template.

5. Continue creating your job.

Update in an existing job:

1. Go to Jobs → Active.

2. Open the job and click the three dots (•••).

3. Select Edit → go to the Workflow tab.

4. Toggle ON Auto-confirm application and select the template.

Notes:

• If the selected template includes the placeholder {jobTitle}, JOIN will insert the title of the job the candidate applied to.

• The system sends the email in the same language as the job application form.

  • If that language is missing in the template, JOIN falls back to English.

  • If English is also missing, JOIN will randomly choose one of the available languages in the template.

• Edit templates anytime in Settings → Email Templates.

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Spontaneous application confirmation template

This email is sent automatically when a candidate submits a Spontaneous Application (i.e. not linked to a specific job) via your company’s Career Page. JOIN uses the Spontaneous Application Confirmation template you select in your Career Page settings.

Set up or update the template:

1. Go to Settings → Career Page.

2. Scroll to the Spontaneous Application section under Visibility options.

3. Toggle ON the feature.

4. Use the dropdown to select a template.

5. Click Save changes.

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Auto-reject template

When candidates stay in the Screening stage of a job’s hiring pipeline for too long, our Auto-reject feature automatically rejects them and sends an email using a selected template.

To assign a template to an Auto-reject rule:

1. Go to Settings → Pipelines.

2. Create or edit a pipeline.

3. Scroll down to Auto-reject applications.

4. Toggle ON.

5. Under Email Templates dropdown, select the Rejection Confirmation template you want to send.

6. Choose after how many days/weeks the rejection happens.

7. Click Save changes.

Important:

Only templates of type Rejection Confirmation can be used here. Auto-reject rejections are based on the duration a candidate stays in your job's pipeline. These are not triggered by answers in the application form or when you manually reject a candidate.

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Consent request template

This email is sent automatically when a recruiter manually adds a candidate to JOIN. This ensures compliance by asking the candidate to confirm further communication. JOIN uses the Consent Request template stored in Email Templates. A default template is already provided in your account — you can edit it to suit your communication style or create a new template of the type Consent Request.

Update the template:

1. Go to Settings → Email Templates.

2. Find the template type Consent Request.

3. Edit subject and body text.

4. Click Save.

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Knockout question rejection confirmation template

This email is sent automatically when a candidate is rejected after they select an answer to a knockout screening question in the job application form that disqualifies them based on your criteria.

For example: A start date that’s too late or a lack of work permit.

The email is sent the next day from the [email protected] address — no manual action is required

JOIN uses the Rejection Confirmation template that is marked as default in your Email Templates tab. A default version is already available in your account, but you can edit or replace it with a new one at any time.

Where to configure knockout questions?

• In the job editor, go to Application Form.

• Add a screening question.

• Mark it as Knockout and define rejection criteria.

  • Example:

    • Q: “Do you have a valid work permit for Germany?”

    • Rejection criteria: Answer = “No”.

Candidates who don’t meet this requirement will automatically be rejected and sent the configured default rejection template.

Read more

Updating the existing default rejection template

If you want to keep the current default and just change its wording:

1. Go to Settings → Email Templates.

2. In the table, find the Rejection confirmation template marked as Default.

3. Open it and edit the Subject or Body.

4. Click Save changes.

The updated default is used automatically for all knockout-based rejections.

Creating a new default rejection template

If you want to replace the current default with a new one:

1. Go to Settings → Email Templates.

2. Click + Add template (top right).

3. Set Email type to Rejection confirmation.

4. Write the Subject and Body.

5. Tick Use this template by default for this type of email.

6. Click Save changes.

You can’t delete a template that’s set as Default. To remove it, first set a different template as the default.

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Interview email templates

Interview scheduling emails are automatically sent to candidates when interviews are scheduled, confirmed, rescheduled, or cancelled. These templates ensure candidates receive all relevant interview information without manual follow-up.

These templates are triggered automatically based on actions in the interview scheduling flow. You don’t need to manually send these emails — JOIN selects the appropriate template depending on whether an interview is created, confirmed, rescheduled, or cancelled.

Updating existing default interview email templates

If you want to keep the current default interview templates but adjust their wording or content:

1. Go to Settings → Email Templates.

2. Find one of the following templates marked as Default:

   • Interview Invitation

   • Interview Confirmation

   • Interview Reschedule Confirmation

   • Interview Cancellation Confirmation

3. Open the template.

4. Edit the subject and/or body text as needed.

5. Make sure all required placeholders are included:

   • Booking link for interview invitations, confirmations and reschedules

   • Interview date, time, and location for confirmations, reschedules, and cancellations

6. Click Save changes.

The updated template will automatically be used for all future interview-related emails of that type.

Creating a new default interview email template

If you want to replace the existing default with a new interview template:

1. Go to Settings → Email Templates.

2. Click Add template (top right).

3. Select one of the interview-related email types:

   • Interview Invitation

   • Interview Confirmation

   • Interview Reschedule Confirmation

   • Interview Cancellation Confirmation

4. Write the subject and body content.

5. Add all required placeholders for that email type:

   • Booking link for invitation emails

   • Interview details (date, time, location, meeting link) for confirmations, reschedules, and cancellations

6. Tick Use this template by default for this type of email.

7. Click Save changes.

Once saved:

• Interview Invitation and Interview Confirmation templates can be selected and previewed in the interview scheduling modal.

• Interview Reschedule and Interview Cancellation templates are automatically triggered and sent based on the default template you’ve assigned.