Submit Applications to the System via Email – with CV Parsing
You can easily assign applications received via email directly to a job in your softgarden system—including automatic data extraction using the CV parser.
Using the ➕ icon ("Add application"), you can manually add candidates or forward applications via email to the following addresses:
Case A: Application from a candidate
send-in@[your-company-name].softgarden.io
Case B: Application via a recruitment agency
proposal@[your-company-name].softgarden.io
You can find the specific email addresses for your system directly within the job under "Add application."
For manually added applications, the entry channel is automatically recorded as "Manually added."
In the Customization → Automated emails section, you can specify which acknowledgment of receipt candidates should receive. If no custom template is active, the standard acknowledgment email is sent.
Important Requirements for Correct Assignment
To ensure the application is processed automatically and assigned to the correct job, the following requirements must be met:
1️⃣ Email Subject Line
The subject line must include the specific job reference number (Job ID) in square brackets:
Example:
[#775279]
For Talent Pool Profiles, use:
[talentpool]
2️⃣ Email Content
The email must contain *only* the following mandatory information—without any additional text or signatures:
First name
Last name
Email address
Gender (f or m)
Language (de, en, fr, nl, es, pt, sv, it, zh)
Application type (optional: internal)
3️⃣ Email Format
The email must be sent as plain text.
HTML emails cannot be processed.
Note: Many modern email programs send messages in HTML format by default.
4️⃣ File attachments
Maximum file size: 10 MB
The CV filename must start with "CV_"
The CV must contain selectable text
The CV must not contain any other documents (no transcripts, certificates, etc.)
The CV parser can only correctly read the application if these specifications are met.
Acknowledgment of Receipt for Manual Applications
For manually added applications, the entry channel is recorded as "Manually added."
Under Customization → Automated emails, you can specify whether applicants should receive an acknowledgment of receipt.
Recommendation: The acknowledgment should clearly state that the application has been successfully registered in the system.
Sample text:
"We acknowledge receipt of your application and would like to inform you that your documents have been successfully transferred to our applicant management system, softgarden. Your application will be considered there as part of our selection process."
Recommendation: Create the Application Directly in the System
Email forwarding is primarily intended for individuals who do not have access to softgarden.
For reliable and automated data transfer, we recommend:
Creating the application directly in the system and using the CV parsing function via the interface.
This is significantly more stable and less prone to errors.
You can find this function for the job at the top right under:
“+ Add application”
ℹ️ The CV parsing function (Textkernel) may need to be activated in the Marketplace by a user with the Administrator role.