Trakstar Academy: Candidate Communication

Overview

Effective communication is one of the most important parts of creating a positive hiring experience. Throughout the hiring process, candidates rely on timely updates, clear expectations, and professional interactions to stay engaged.

This Trakstar Academy lesson introduces the communication tools available in Trakstar Hire and highlights best practices for managing candidate interactions throughout the hiring process.

Note: The webinar associated with this lesson was originally recorded when Trakstar Hire was named Recruiterbox. Although the product name has changed, the concepts and workflows remain applicable.

What Candidates Can See

While Trakstar Hire stores a complete record of hiring activity, candidates do not have access to their candidate profile or your internal recruiting information.

Candidates cannot view:

• Their current hiring stage
• Internal comments
• Interview evaluations
• Hiring team discussions
• Other internal recruiting activity

Candidates only receive communications that your organization intentionally sends, such as emails, questionnaires, interview invitations, and other candidate-facing messages.

Why Use Trakstar Hire for Candidate Communication?

Managing communication within Trakstar Hire helps keep your hiring team aligned while maintaining a complete communication history for every candidate.

Benefits include:

• A centralized record of all candidate communications
• Visibility for recruiters and hiring team members with access to the candidate profile
• Protection of personal email addresses through email masking
• Built-in email templates for consistent messaging
• Bulk email capabilities for communicating with multiple candidates
• Integrated interview scheduling and calendar connections
• Support for questionnaires and EEOC forms

Using Trakstar Hire as your primary communication tool helps create a more organized and consistent candidate experience.

View Candidate Emails

All emails sent through Trakstar Hire are stored within the candidate's profile.

To review previous communications:

1. Open the candidate's profile.
2. Select the Emails tab.
3. Review messages that have been sent by you or other members of your hiring team.

Having a complete communication history makes it easier for recruiters and hiring managers to collaborate without losing context.

Send Candidate Emails

When sending an email from a candidate profile, you can:

• Compose a new message
• Use an email template
• Schedule the email to send later
• Create a follow-up reminder
• Choose whether to send from your Careers email address

You can also configure an email signature so that every message includes your standard signature automatically.

Automatic Application Responses

Trakstar Hire supports an automatic email that can be sent when a candidate submits an application.

This acknowledgement can be used to:

• Confirm receipt of the application
• Explain the next steps
• Set expectations for hiring timelines
• Include questionnaires
• Include an EEOC form

Automatic responses help reassure candidates that their application has been received successfully.

Monitor Candidate Response Times

The Candidates page includes an aging indicator that shows how long a candidate has remained in their current hiring stage.

Monitoring these indicators helps identify candidates who may need follow-up communication and reduces the risk of candidates remaining inactive for extended periods.

Learn more about the candidate aging icon here.

Continue Learning

This Academy lesson provides an introduction to candidate communication within Trakstar Hire.

For detailed instructions and feature-specific guidance, refer to the related documentation for:

• Email templates
• Bulk email
• Interview scheduling
• Candidate questionnaires
• EEOC forms
• Candidate reminders and follow-up workflows
• Candidate experience best practices