Integration: Send Candidate Emails from Your Company Gmail Account

If your organization uses Gmail, you can configure Trakstar Hire so candidate emails are sent from your company's email address (for example, username@yourcompany.com) instead of a Trakstar Hire email domain.

Once enabled, users continue sending and receiving candidate messages from within Trakstar Hire, while candidates see emails coming from your organization's domain. Sent messages also appear in the user's Gmail Sent folder and are synchronized with the candidate's profile in Trakstar Hire.

Before You Begin

To use this feature:

A Super Admin must enable the feature for the entire account.
Each user who communicates with candidates must connect their own Gmail account.
The Gmail address connected by each user must match the email address they use to sign in to Trakstar Hire.

Important: This is an account-wide feature. After it is enabled, users must connect their Gmail account before they can send candidate emails.

Step 1: Enable the Feature

A Super Admin can enable Gmail sending by:

Navigate to Settings > Apps & Integrations > Gmail integration.
Enable the Gmail integration for the account.

After the feature is enabled, users will be prompted to connect their Gmail account before sending candidate emails.

Step 2: Connect Your Gmail Account

Each user who sends candidate emails must complete their own connection.

Navigate to Settings > Connected Applications.
Select Connect Gmail.
Sign in to your Google account.
Review and accept the requested permissions.
Return to Trakstar Hire to complete the setup.

If a user attempts to send an email before connecting Gmail, Trakstar Hire prompts them to complete the connection first.

How the Integration Works

After Gmail is connected:

Candidate emails are sent from your company email address.
Candidates reply directly to your company email address.
Messages sent from Trakstar Hire appear in your Gmail Sent folder.
Email conversations continue to be available on the candidate's profile within Trakstar Hire.
You can continue initiating and replying to candidate emails directly from Trakstar Hire just as you did previously.

Gmail Labels

When Gmail is connected, Trakstar Hire automatically creates (or reuses) a Gmail label for synchronized conversations.

Depending on your account version, the label may be named:

Hire, or
Recruiterbox.

If a candidate conversation begins outside of Trakstar Hire, you can add the appropriate label to that Gmail thread. Trakstar Hire will automatically import the conversation into the candidate's profile.

Important Notes

Keep the following limitations in mind when using this feature:

The connected Gmail address must exactly match the user's Trakstar Hire login email.
The candidate's email address in Gmail must exactly match the email address on their candidate profile.
If you include recipients who are not Trakstar Hire users in a Gmail conversation, those recipients are not included if the conversation continues from within Trakstar Hire.
Trakstar Hire only synchronizes emails that remain in your Gmail Inbox. Messages automatically moved out of the Inbox by filters or rules cannot be synchronized.
Email synchronization is not immediate. New Gmail messages typically appear in Trakstar Hire within 10–15 minutes.

Existing Email Activity

If there is a delay between enabling the account-wide feature and individual users connecting their Gmail accounts:

Candidate replies continue to be received normally.
Automated acknowledgment emails continue to be sent as configured.

Users simply need to connect Gmail before sending future candidate emails from their company domain.

If you need assistance configuring Gmail integration or troubleshooting email synchronization, contact the Trakstar Hire Support team.