Send candidates a rejection email
Creating a Zapier automation to send rejection emails to candidates can significantly streamline your recruitment process. This guide is designed to help you set up a Zap (an automated workflow) that triggers when a candidate is marked as rejected in the Willo application, sending them an automated email via your email provider. The process is broken down into simple steps for ease of understanding and implementation.
Requirements
- A Zapier account (free or paid, depending on your needs).
- A paid Willo account with appropriate permissions.
- Access to your business email account (e.g. Gmail, Outlook or Zoho.)
Step-by-Step Guide to Set Up Your Zap
Step 1: Create a New Zap
- Select your email provider from the list below:
Step 2: Confirm the Trigger Steps
- Click through the pre-defined steps and check everything is set up the way you want it.
Step 3: Set Up the Action
- Click through the pre-defined steps and check everything is set up the way you want it.
- Review the email content and feel free to amend it to suit your employer-brand and tone of voice.
Step 4: Test Your Zap
- Run the test within Zapier.
Step 5: Activate Your Zap
- If the tests are successful, name your Zap and turn it on.
Now whenever you reject a candidate within Willo an email will be automatically sent to them within 15 minutes.
You can refine your process by incorporating additional steps: For instance, you could consider sending them an SMS notification. This would provide a more immediate and direct way to communicate important information. Another option could be logging the details in a spreadsheet. By doing so, you can easily track and organize the data for future reference.
Additional Tips
- Personalization: Use dynamic fields to personalize the emails. This can include the candidate’s name, the position they applied for, etc.
- Add a delay: Add a Zapier delay step if you dont want the email going out straight away.
- Monitoring: Regularly check the Zap’s history to ensure it’s running smoothly.
- Privacy: Ensure that your automated process complies with data privacy laws and regulations.
Getting Help
If you encounter any issues or need further assistance:
- Check Zapier’s Help Center for detailed guides and FAQs.
- Contact Willo’s support team for assistance with Willo-specific configurations.
- For complex Zaps, consider consulting with a Zapier expert.
This automation will save you time by handling a routine task, allowing you to focus more on engaging with your top candidates. Remember, a well-crafted rejection email can leave a positive impression on candidates, preserving your company's reputation.