Prevent Spam Applications with Email Filters

Public job postings can sometimes attract spam or automated (bot) applications. Trakstar Hire provides email filters that help reduce spam by automatically identifying future applications from known email addresses and keeping them out of your active candidate pool.

This article explains how to identify potential spam candidates, create email filters, and manage candidates that have already entered your account.

Identify Potential Spam Candidates

A single indicator does not necessarily mean a candidate is spam. However, if you notice several of the following warning signs on the same candidate profile, the application may not be legitimate.

Email Address Does Not Match the Candidate's Name

Compare the candidate's name with their email address.

For example, if the candidate applies as Elena Gilbert, but the email address belongs to Michael Scott, this may indicate a fraudulent application.

Application Answers Are Irrelevant or Repetitive

Review the candidate's responses to open-ended application questions.

Potential indicators include:

• Answers that do not address the question.
• Responses that are confusing or unrelated.
• The same answer repeated across multiple questions.

Multiple Applications from the Same Email Address

Spam or bot applicants often submit multiple applications using the same email address while changing the candidate name.

These profiles may initially appear to be duplicate candidates.

If you see the Duplicate indicator on a candidate profile, open the duplicate view to compare profiles that share the same email address. If several applications use the same email address with different names, they may be spam.

Prevent Future Spam Applications

If you determine that an applicant is spam, you can create an email filter to automatically mark future applications from that email address as spam.

To create an email filter:

1. Navigate to Settings > Filters for Incoming Emails.

   

2. Enter the sender's email address in the From field.

   

3. Select Mark as Spam.
4. (Optional) Apply a label such as Spam, Do Not Contact, or another label your team uses.
5. Save the filter.

After the filter is created:

• Future applications from that email address are automatically marked as spam.
• Those applications are excluded from your active candidate pool.
• You will no longer receive notifications for those applications.

Important: Email filters are not retroactive. Existing candidate records are not automatically marked as spam. You must update any previously received spam candidates individually. Once marked as spam, candidates can still reply to emails, but you will not receive notifications for those replies.

Help Prevent Spam

To reduce unwanted applications:

Avoid publicly sharing the Application Email address found on the Candidate Sources tab of a job opening.

This email address is intended for internal use, such as forwarding resumes into Trakstar Hire. Publishing it publicly increases the likelihood that automated tools or spammers will discover and misuse it.

Filter Persistent Candidates

Email filters are also useful for legitimate candidates who continue contacting your organization after the hiring process has ended.

Instead of marking these candidates as spam, consider creating a filter with a label such as:

• Do Not Hire

• Do Not Contact

  

Future applications or messages from that email address will automatically receive the selected label and remain out of your active candidate pool.

Frequently Asked Questions

• Can I block a candidate from applying?

No. Because candidates do not need a Trakstar Hire account to apply, you cannot prevent someone from submitting an application.

However, you can create an email filter that automatically marks future applications from that email address as spam, preventing them from appearing in your active candidate pool.

• What if the candidate is real but continues contacting us?

You can use the same email filter feature without marking the candidate as spam.

Apply a label such as Do Not Hire or Do Not Contact so your team can easily identify future applications or communications.

• What if I'm unsure whether a candidate is spam?

If you're uncertain whether an application is legitimate, contact Trakstar Hire Support for assistance before taking action.

• What should I do if applications become overwhelming or threatening?

If you're receiving a large number of spam applications or encounter threatening communications, contact Trakstar Hire Support immediately so they can help resolve the issue.

• Do spam candidates appear in reports?

Yes. Spam candidates are included in reports.

If you do not want them included, you can permanently delete the candidate record.

Warning: Deleting a candidate is permanent and cannot be undone. Use this option with caution.

• Can I remove an email filter?

Yes. Navigate to Settings > Filters for Incoming Emails and delete the filter if it is no longer needed.

You can always reach out to hire@trakstar.com if you have any questions!