Add Resumes from Email into Trakstar Hire

If you receive resumes by email, you can forward them directly into Trakstar Hire to automatically create candidate profiles. This is useful for resumes sent directly to recruiters, forwarded from a shared recruiting mailbox, or automatically forwarded from supported job boards.

When a resume is forwarded to Trakstar Hire, the system creates a candidate profile and parses the candidate's:

Name
Email address
Phone number
Resume attachment

You can forward resumes either to your general applications email address or to an opening-specific email address, depending on where you want the candidate to appear.

Important: Do not publicly share these email addresses as a way for candidates to apply. Doing so can expose your account to spam. Instead, share the job's application URL or career site so candidates can apply through the standard application process.

Option 1: Forward to the General Applications Email Address

Use the general applications email address when you want incoming resumes to be created as Unassigned candidates (unless email filters automatically route them to a specific opening).

Find Your General Applications Email Address

Click Settings.
Scroll to Filters for Incoming Emails.
Locate your company's general applications email address.

The address uses the following format:

yourcompany@applications.hire.trakstar.com

Forward Resumes

Forward resume emails to your general applications email address.

When the resume is received:

A candidate profile is created.
The resume is attached to the profile.
Candidate details are parsed from the resume.
The candidate is created as Unassigned, unless email filters route them elsewhere.

Unassigned Candidate Ownership

Candidates who are not assigned to an opening are assigned to the user designated to manage unassigned candidates.

Account Super Admins can change this assignment in the account settings under User responsible for unassigned candidates.

Option 2: Forward to a Specific Opening

Each opening has its own unique application email address.

Forwarding resumes to this address automatically creates the candidate and assigns them to that opening.

Find an Opening's Email Address

Select Openings.
Open the desired job opening.
Select the Candidate Sources tab.
Locate the opening's application email address.

Forward resumes to this address to automatically add candidates to that opening.

Duplicate Candidate Detection

After a resume is processed, Trakstar Hire automatically checks for potential duplicate candidates.

If another candidate already exists with the same email address:

A duplicate indicator appears next to the candidate's name.
You can select the duplicate indicator to review the potential matches.

Viewing Imported Candidates

If candidates are imported into an opening that you do not manage, they may not immediately appear in your default candidate list.

To view them:

Open the Candidates page.
Select All Active Candidates from the filter menu.

Automatically Forward Resumes from a Shared Recruiting Mailbox

If your organization receives resumes at a shared email address (for example, careers@yourcompany.com), you can configure your email provider to automatically forward incoming resumes to your Trakstar Hire applications email address.

You can also configure email filters within Trakstar Hire to automatically:

Route candidates to specific openings.
Apply candidate sources.

Forwarding Applications from Indeed

If you receive Indeed applications through email forwarding, Indeed must be configured to include resumes as email attachments.

If resumes are not attached:

Open your Indeed Email Preferences.
Enable the option to include resume attachments with application notifications.

After updating this setting, future forwarded applications will include the candidate's resume and can be processed correctly by Trakstar Hire.

You can change this setting here: https://ads.indeed.com/account/email-preferences

Note: Trakstar Hire also supports a direct Indeed integration. If you'd like to use the integration instead of email forwarding, you can check this help article or contact Trakstar Support at hire@trakstar.com for assistance.