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    Can shortlisted candidates be notified automatically?

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    OrangeHRM Administrator
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    No. The built-in Candidate Shortlisted email notification goes to the vacancy's hiring manager and event manager, not to the candidate. To let a shortlisted candidate know, create a document template for the Shortlisted stage. Then send it to the candidate from their profile. Sending is a manual step for each candidate.

    Why this happens

    Each recruitment notification under HR Administration > Configuration > Email Notifications has its own fixed set of default recipients. Some notifications include the candidate, such as Candidate Assigned to Vacancy, Candidate Offered Job, Candidate Hired and Candidate Rejected. Candidate Shortlisted only tells your internal hiring team that a candidate was shortlisted. You can add subscribers by employee, user role or email address. However, the candidate being shortlisted is not one of the subscriber options, so you cannot turn this notification into a candidate-facing email.

    How to email shortlisted candidates using a document template

    You need a role that can manage recruitment configuration, such as Admin, to create the template. Then:

    Step 1 - Go to Recruitment > Configuration > Document Templates and click +.

    Step 2 - Enter a Name and Description. For example, "Shortlisting confirmation".

     

    Step 3 - Under Link to Email Template, choose an email template. The document is sent with this email.

    Step 4 - Select the vacancies the template applies to, or select Link to all vacancies.

    Step 5 - Under Link to the stage, select the Shortlisted stage. The template then appears only for candidates at that stage.

    Step 6 - Write the message in the text area. Insert tokens from the token list to fill in details automatically. Then click Save.

    Step 7 - After you shortlist a candidate, open their profile from Recruitment > Candidates and click Create Document. The list shows only the templates for the candidate's current stage.

    Step 8 - Click Preview on your template and make any edits. Then click Email Document.

    The candidate's email address is already in the To field. Review the subject and body, add any CC recipients, and send.

    Things to note

    • This is not an automatic email. Someone has to send it from each candidate's profile after shortlisting. Automatically emailing candidates when they are shortlisted is not currently supported.
    • To find emails you have already sent, open the candidate profile and go to the Email History tab.
    • To review or change who receives the internal Candidate Shortlisted notification, go to HR Administration > Configuration > Email Notifications and open the notification's subscribers.
    • The Candidate Rejected notification does go to the candidate, but it is disabled by default. You need to enable it before it sends anything.

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