Discover methods for declining candidates, including email templates, selecting the appropriate sender and retracting a decline.
Enabling the decline confirmation modal
To use various decline options, first enable the decline confirmation modal in recruitment project settings (located under the dropdown arrow next to the project name). It will activate the decline modal window once you click the decline button.
Setting up decline email templates
Setting up a decline email template can be a great way to reduce the time spent writing emails and ensure that any declined applicant receives a decline email automatically. In the email template, you can delay sending this email and specify a date or number of days.
The decline email template can be set up per project or as a default for all your projects in the corporation settings under the Reply message section → To declined candidate/applicant.
You can apply your email templates to both manual and automated decline communications. Add them under your profile or in Template settings → Message templates, and select Usage area All or Rejection email applicant. After that, share it with co-workers, including your own. Read more about template settings in this article.
Leaving both templates empty will prevent emails from being sent when declining applicants, which is great for those who want to provide professional feedback or a personal touch to their candidates.
Editing or composing the decline email when rejecting
When rejecting an applicant, you can also edit the pre-set decline email template and set a delay directly within the decline modal.
When decline emails weren't set up in advance, you can use the email composition feature. Here you can also select from available templates or compose a custom message.
Choosing the sender
When declining candidates, you can choose whether the email is sent from your account or a shared branded company address. You can set a default decline email template at the project level in settings. If no decline template is set, the default corporate decline email will be sent. You can also make a choice when declining specific candidate(s).
Managing Shared Sender Emails
Shared sender emails are configured globally in the system settings by a superadmin. To set up or modify shared email addresses, go to the System settings → Email → Domain → Shared sender emails. For more details, visit this article.
Setting an internal decline reason
It is possible to indicate the reason for the decline with an additional description. It's designed for internal use only and cannot be seen by applicants. This has to be added first in the System settings → Recruiting → Decline reasons. Read more about this option here.
Undoing a decline
You can undo a decline, which helps ensure no qualified candidate is accidentally removed from consideration, or re-engage with promising applicants if circumstances change. Access this functionality directly from the applicant drawer by hovering over the Declined status button, which will switch to the Undo button. The applicant's status will change from Declined back to Untreated.