How to Send Automatic Emails to Candidates at Each Pipeline Stage

Set up automatic emails to candidates when they move through your hiring pipeline.

How it works

When a candidate enters a specific pipeline stage, 100Hires can automatically send them an email using your connected mailbox and a template you choose.

Setting up automatic emails

1. Open a job
2. Go to the Workflow tab
3. Click the bolt icon on the stage where you want to send an email
4. Click Add Automation
5. Select **Send Email to Candidate **
6. Configure the email settings

Configuration options

Sender

Choose which connected mailbox sends the email. Use a personal recruiter email for better engagement.

Delay

• Immediately: Send when candidate enters stage
• After X minutes/hours/days: Wait before sending

Email Template

Select from your saved templates or create a new one. Templates can include variables like candidate name, job title, and company name.

Example automations

Applied Stage

Thank you email

• Delay: Immediately
• Template: "Thank you for applying"
• Purpose: Acknowledge receipt

Phone Screen Stage

Next steps email

• Delay: 15 minutes
• Template: "Next steps in our process"
• Purpose: Set expectations

Interview Stage

Interview prep

• Delay: 1 day before interview (use with scheduled interviews)
• Template: "Prepare for your interview"
• Purpose: Help candidate succeed

Offer Stage

Offer details

• Delay: Immediately
• Template: "Your offer from [Company]"
• Purpose: Share offer letter

Rejected Stage

Rejection email

• Delay: 3 hours (allows time to reconsider)
• Template: "Update on your application"
• Purpose: Close loop professionally

Tips

• Test automations with a test candidate first
• Use delays to avoid sending emails at inappropriate times
• Personalize templates with variables
• Review sent messages periodically in Messages section
• Monitor open rates to optimize subject lines

Updated on: 18/06/2026