Using Email Scheduling

When communicating with your applicants, timing can be everything. JazzHR allows you to send messages right away, delay them for a specified period of time, or save them as a draft to revisit at a later date.

Delaying email messages can be especially important when sending a rejection to candidates. No candidate wants to get a rejection email as they're walking out the door, but you shouldn't have to schedule a reminder to send the email at a more appropriate time either. With scheduled emails in JazzHR, you can draft the email as soon as your decision is made, and have it sent later.

In addition, there may be times when you may want to send scheduled emails not only to candidates, but to your hiring team as well. If you want to write an email today and send it a few days later, or even a week later, the scheduled email feature allows you to do just that. You'll be able to check an item off your "to-do" list and know you don't have to worry about it later. 

This article tells you how to send scheduled emails to both candidates and hiring team members. Sending scheduled email messages makes it easier to maintain relationships with candidates and improve communication with your hiring team members. 

Saving an Email Draft

If you create an email and still need to make some edits before sending, you can save it as a draft.  When you close an email, JazzHR will prompt you to either save the message or not.

Once saved, the draft will be listed in the EMAILS tab of the candidate profile.  

You can revisit and revise the draft before sending by selecting it from the list and clicking the edit icon.

Sending Scheduled Emails to Candidates

Using scheduled emails is very similar to sending any email through JazzHR.  You can set up workflow helpers to trigger or schedule an email when a candidate's workflow status is changed. To set these up, see this article.

When it comes time to change a candidate's workflow stage to one with an email workflow helper attached, you'll be prompted to send that email. To complete the change and send your email, select Now to send the email immediately, or choose one of the following options to schedule your message later:

  • 24 hours
  • 48 hours
  • 3 days
  • 5 days
  • 7 days
  • 14 days

Once you've selected your time frame, click Confirm Status Change. Your email is now scheduled!

If you want to schedule an email independent of a workflow status change, follow these steps:

  1. Click the candidate's name.
  2. Click the + NEW EMAIL button to send a message.
  3. Compose your message or select a template.
  4. Select the timeframe from the drop-down menu to schedule your message.
  5. Click Send.

Your email is now scheduled to send at the appropriate time.

Sending Scheduled Emails to Hiring Team Members

Sometimes you want to send an internal email message, but not immediately. If you'd like to schedule an email to a hiring team member or members, you can use workflow helpers. When setting up the workflow helper, you'll have the option to choose the recipient now:

  • User Triggering the Task (the person moving the candidate from one workflow stage to another)
  • Hiring Manager
  • Hiring Team

Or choose from the following lists when you're scheduling the email:

  • Hiring Team Member(s)
  • User(s)

Viewing Scheduled Emails

You can see any messages that are scheduled in a Candidate's EMAILS tab. If a message has been sent, it will show the date and time at which it was sent.  If the email is still scheduled, you'll see Scheduled where the date and time typically appears.

Canceling Scheduled Emails

Don't worry if you want to cancel a scheduled email. (Circumstances may have changed in the interim or you may have made a mistake.)

Follow these steps to cancel a scheduled message:

  1. Click on the candidate's name.
  2. Click Emails.
  3. Click on the message you wish to cancel. (It must say Scheduled.)
  4. Click the trashcan to cancel the message.

Scheduling emails helps you to improve the efficiency of your process while also ensuring you maintain a positive relationship with candidates. In addition, scheduling emails also helps ensure that everyone on your hiring team stays on the same page.
If you have any additional questions on scheduling emails in JazzHR, contact our JazzHR support team!



Will JazzHR send my Out of-Office/Away message to Candidates and JazzHR email senders?

For Gmail users, your availability will show up on the JazzHR calendar, but your vacation responder will not send messages to candidates or JazzHR email senders.

As for Outlook users, the "Out of Office" availability status will not show up on the JazzHR calendar, but the "Busy" status will. Outlook auto-response emails will not be relayed through JazzHR. Please plan accordingly due to these settings.

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