How can I add resumes from my email into Trakstar Hire?

Before you had Trakstar Hire you probably had an email inbox full of resumes. Don't worry, we don't judge! We've made it easy for you to forward resumes from your email into Trakstar Hire.

You also can use the email address to auto-forward resumes from certain job boards, such as LinkedIn and Career builder.

When resumes are forwarded to Trakstar Hire, a candidate is created containing the resume, along with candidate's name, email address and phone number, as parsed from the resume.

You have two options when forwarding resumes - you can forward to your general applications email address, and the candidate will be created and listed as "Unassigned to an opening," (or to wherever you have them routed via Email filters ), or you can forward to the opening specific email address - and the candidate will be created and assigned to a specific opening. We'll go over both ways.

Please note that it is not advisable to share these email addresses publicly as a means to collect resumes. This will open your candidate pool up to spam emails. If you'd like to publicly share a job, sharing the Job URL is best. You can even create a custom application form to collect any desired information from your candidates via the job URL!

Forwarding to the general applications email address

Your general applications email address is (your company name)@applications.recruiterbox.com. You can verify this email address in the settings menu:

Click on "Settings" icon in the bottom left corner of your Trakstar Hire screen
Scroll down to "Filters for Incoming Emails" - here you will see your general applications email address displayed.
Now that you have your general applications email address, you can begin forwarding resumes to this address. Forwarding to this address will create candidates who are "Unassigned" to any openings (unless you have set up email filters to filter them to a specific opening)
Candidates who are unassigned to an opening will be assigned to the user in charge of candidates who are unassigned. Any account Super Admin can modify who this user is on their settings page under "User responsible for unassigned candidates"
The candidates profiles created will contain the candidate's resume, along with the candidate's name, email address and phone number, as parsed from the resume
The system automatically marks duplicates after uploading the candidates. If any of the candidates have the same email address, a red duplicate marker will display beside the candidate's name indicating the potential of duplicates. You can click on this red marker to see the potential duplicates.
If the candidates were not added to an opening that you are managing, you will have to click on "All active candidates" on the filtering side menu of the candidate dashboard to see these candidates.

What if we collect resumes to a generic company email address such as "careers@ourcompany.com ?"

Setting up an automatic forward inside this careers email address is a handy way to forward these resumes to your Trakstar Hire email address. You can also set up email filters to then filter these resumes to the proper opening, or to add a source.

What if I'd like to forward resumes to a particular opening?

Each opening in Trakstar Hire has unique email address associated with it. You can use this email address to send candidates to a specific opening.

First we will locate the opening specific email address.

Click " Openings " on the left bar of your Trakstar Hire screen
Your openings dashboard will display. Click on the name of the opening that you'd like to find the application email address for:

The opening details will display. Choose the tab that says "CANDIDATE SOURCES":

Scroll down just below the top chart to find the application email address:

Now that you have your application specific email address, you can begin forwarding resumes to this address. Forwarding to this address will create candidates who are assigned to this specific opening.
The candidates profiles created will contain the candidate's resume, along with the candidate's name, email address and phone number, as parsed from the resume
The system automatically marks duplicates after uploading the candidates. If any of the candidates have the same email address, a red duplicate marker will display beside the candidate's name indicating the potential of duplicates. You can click on this red marker to see the potential duplicates.
If the candidates were not added to an opening that you are managing, you will have to click on "All active candidates" on the filtering side menu of the candidate dashboard to see these candidates.

What if I'm forwarding in emails from Indeed specifically?

If you are accepting Indeed applications via email forward, you will need to update your Indeed email settings to include a resume attachment to your email notifications. (Indeed has recently made a change to this setup to not include attachments by default.)

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

Once changed, future applications should have the resume as an attachment, which will solve this issue!

As a side note: We do have a process to directly sync with Indeed, instead of having applications forwarded in via email. If you'd like to explore this workflow instead, please email us at hire@trakstar.com to get started.