How to Set Up an Automatic Response to Candidates

Automatic response emails let candidates know their application was received successfully. You can use these emails to acknowledge receipt of an application, provide next steps, or share additional information with candidates.

Read below or check out this eLearning course on Trakstar Academy to learn how!

Who Receives Automatic Responses?

Automatic responses are sent only to candidates who apply through:

Your Hosted Careers Site
A Job URL
Your website using the Trakstar Hire Jobs Widget

Automatic responses are not sent to candidates who are added by:

Single candidate upload
Bulk resume upload
Email forwarding
The Hire API
An External Recruiting Agency
Employee Referral submissions

How do I set up auto-responses?

Set Up an Automatic Response

Automatic responses are configured individually for each opening and are disabled by default.

To enable an automatic response:

From the left navigation menu, click Openings.
Select the opening you want to configure.
Open the Job Settings tab.
Select Auto response email to applicants.
Enable the automatic response or create a new one.
Configure the email by:
- Writing a custom message or selecting an email template.
- Adding attachments, if needed.
- Including questionnaires, if applicable.
- Selecting the sender that will appear on the email.
Click Create to save the automatic response.

After saving, a confirmation message appears indicating the automatic response has been successfully created. The opening will also display that the automatic response is Enabled. You can return to this setting at any time to edit, enable, or disable the automatic response.

Preview the Automatic Response

You can send a test text message to yourself to preview how the automatic response will appear to candidates before enabling it.

View Sent Automatic Responses

All automatic response emails sent to candidates are available in the Candidate Messaging section of the candidate's profile.

What Happens if a Candidate Replies?

If a candidate replies to an automatic response:

The reply appears in the Candidate Messaging section of the candidate's profile.
The reply is also delivered to the email inbox of the user selected as the message sender.