> For the complete documentation index, see [llms.txt](https://help.join.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.join.com/message-candidates/candidate-messaging/automated-emails.md).

# Automated emails

See which emails JOIN sends candidates automatically, from application confirmations to interview and rejection emails, and change the templates they use.

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. Most automated emails are sent from your no-reply address: `no-reply@msg.join.com`, so candidates can't reply to them. The exception is a `Send email` [pipeline automation](/review-candidates/automations.md) whose template uses the recruiter address as its sender: it's sent from the recruiter whose action triggered it. If no recruiter triggered it, it's sent from your no-reply address.

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

{% hint style="info" %}
Application confirmation and auto-reject are a special case: they're not fixed system behaviour like the rest of this article. They're configurable per pipeline stage. See [Automations](/review-candidates/automations.md) for how they work and how to set them up.
{% endhint %}

{% hint style="warning" %}
All automated messages use templates with the [type](/message-candidates/candidate-messaging/email-templates.md#create-an-email-template) 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.
{% endhint %}

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

***

## Application confirmation template

Application confirmation is no longer configured in the Job Editor. It's now the default `Send email` automation on the `Applied` stage of your pipeline template, configured in `Settings` > `Pipelines`, under `Templates`. See [Automations](/review-candidates/automations.md).

This email is sent automatically and immediately when a candidate applies to a job. JOIN uses the `Application Confirmation` template configured on the `Applied` stage of the pipeline assigned to that job.

**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` > `Emails`, under `Templates`.

***

## 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` and select `Career page` under `Recruiting`.
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`.

***

## Auto-reject template

Auto-reject is no longer a single toggle on a pipeline. It's now an `Auto-reject application` automation you add to a stage of type `Application review`, up to one per stage. See [Automations](/review-candidates/automations.md#auto-reject-application) for how to add one and for the current delay options.

When a candidate stays in an `Application review` stage for too long, an `Auto-reject application` automation, if one is configured on that stage, automatically rejects them and sends an email using the template set on that automation.

Only templates of type Rejection Confirmation can be used here. Auto-reject rejections are based on how long a candidate stays in the stage. They're not triggered by answers in the application form or when you manually reject a candidate.

***

## 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 `Emails`. 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` > `Emails`.
2. Find the template type `Consent Request`.
3. Edit subject and body text.
4. Click `Save`.

***

## 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 at 10:00 on the next working day from the `no-reply@msg.join.com` address — no manual action is required

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

<details>

<summary>Where to configure knockout questions?</summary>

* 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.

See [Custom questions in Job creation](/create-and-manage-jobs/job-creation.md#custom-questions).

</details>

**Updating the existing default rejection template**

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

1. Go to `Settings` > `Emails`.
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` > `Emails`.
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.

***

## 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` > `Emails`.
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](/message-candidates/candidate-messaging/email-templates.md#use-placeholders) are included:
   * Booking link for interview invitations
   * 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` > `Emails`.
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](/message-candidates/candidate-messaging/email-templates.md#use-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-and-hire/interview-scheduling.md#add-interview-details).
* `Interview Reschedule` and `Interview Cancellation` templates are automatically triggered and sent based on the default template you’ve assigned.


---

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