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Send Email from the Message Module

Summary

 The Message Module within Plumm's Hire section allows you to manage communication with candidates for specific jobs. Once you have the required permissions, this module provides easy access to candidate profiles, email interactions, and the ability to send messages to candidates directly from the platform.


In this article

  • Before you begin
  • Step 1: Access the Candidate's Profile
  • Step 2: Compose and Send an Email
  • Step 3: Attach Files and Use Placeholders
  • Frequently Asked Questions (FAQ)

Before you begin

  • You must have access to the Message Module within the Hire section.
  • You must have the necessary permissions to send messages within the Message Module.
  • Make sure that your email system (e.g., Outlook) is integrated with Plumm if you want to send and track replies directly through the platform.

Step 1: Access the Candidate's Profile

  1. Navigate to the Hire section in the menu.
  2. Click on Messages to access the Message Module.
  3. In the Message Module, you will see a list of all active job openings and the candidates associated with each job.
  4. Click on a specific job listing to view all candidates who have applied.
  5. From the candidate list, click on the desired candidate's profile to open their communication thread.

Step 2:  Compose and Send an Email

  1. Open the candidate’s profile within the Message Module.
  2. In the Messages section, you can view all the emails sent to and received from the candidate, including system-generated emails such as interview reminders, screening schedules, etc.
  3. To send a new email, click on the New Message button.
  4. Compose your email by filling in the following details:
    • Subject: Enter a subject for the email.
    • Body: Write the content of your message to the candidate.
  5. Once you have completed your email, click Send to send the message to the candidate.
  6. The email will appear in the candidate’s communication history, and if your email system is integrated, it will also be saved in the sent folder of your email account.

 

Step 3:  Attach Files and Use Placeholders

  1. Attach Files:
    • To attach files such as the job description, click on the Attach Files button in the email composer.
    • Select the file from your device and upload it to the email.
  2. Use Placeholders:
    • To personalise your message, you can use placeholders in the email body (e.g., Candidate’s Name, Job Title). These placeholders will automatically populate with the candidate’s details when the email is sent, ensuring a personalised touch.
  3. Send the Email:
    • Once you've composed the email and attached any necessary files, click Send to deliver it to the candidate. The email will be visible in the candidate's profile and the Message Module, and you can also track replies (if email integration is set up).

Frequently Asked Questions (FAQ)

1. How do I send an email to a candidate from the Message Module?

To send an email, open the candidate's profile within the Message Module, click the New Message button, compose the email, attach any necessary files, and click Send. You can also use placeholders to personalise your message.

2 . How can I personalise the emails I send to candidates?

You can personalise your emails by using placeholders in the email body. For example, placeholders such as {Candidate's Name}, {Job Title} will automatically populate with the relevant details when the message is sent.

 

3. Can I attach files to my email?

Yes, you can attach files such as the job description or other documents by clicking the Attach Files button in the email composer and selecting the file you wish to upload.

4. What happens if I don’t have email integration set up?

If email integration is not set up, you will be unable to see the replies to your messages within the platform. To ensure smooth communication, integrate your email system (e.g., Outlook) with Plumm.

5. Can I see the email replies from candidates?

Yes, email replies from candidates will appear in the Message Module under the candidate's profile. If your email system is integrated, replies will also be visible in your email inbox.

6. Can I modify or delete a message once sent?

 No, once an email is sent, it cannot be modified or deleted. If a correction is needed, you will need to send a follow-up email to the candidate.

7. Can I view messages for all candidates within a specific job?

 Yes, within the Message Module, you can view all candidate communications for a specific job. Simply select the job and navigate to the Candidate section to view all messages.

8. How can I ensure my email is correctly personalised?

To ensure proper personalisation, double-check that you have inserted the placeholders (e.g., {Candidate's Name}, {Job Title}) in the email body. These will be automatically filled in with the candidate's details when you send the message.