Automatic emails and approvals
In Settings → Email → Email automation, pick a template for when an application arrives, when an interview is scheduled, and when a candidate is archived as a rejection. Application confirmations and rejections wait on the Automated emails page for someone to approve them, unless an admin turns on Send without approval.
Choose what’s sent#
| Setting | What it does |
|---|---|
| When an application arrives | Sends the template you pick to everyone who applies. A role can choose its own, or none, on its page. |
| When an interview is scheduled | Sends the template with the interview’s calendar file attached. |
| When a candidate is archived as a rejection | Sends the template after the Rejection delay (hours), 48 to begin with. |
Set each to Off or a template, and choose Save automation. New workspaces start with application and interview emails on, and rejections off.
Approving before they go#
Application confirmations, rejections and sequence emails wait on the Automated emails page (linked from Settings → Email and Sequences). Choose Approve or Don’t send on each, or Approve all. In OpenATS Cloud, Scout brings them to you too, in its panel and in Slack.
Admins can turn on Send without approval for each kind. It’s off to begin with.
- A rejection never goes before its delay, and unarchiving the candidate drops it.
- Someone who applies again doesn’t get a second confirmation.
- Once approved, an email goes from the approver’s own Gmail if it’s connected with sending on; otherwise from OpenATS in your workspace’s name (from your own domain, if you’ve set one up), with replies going to that person.
Reminders to your team#
Each interviewer who hasn’t left a scorecard gets one reminder, about 20 hours after the interview’s start time, once it’s marked completed. These are always on.
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