How can I send an email to an applicant?

With softgarden, you can easily and efficiently send new emails to applicants directly from the system – for example, to send information letters, invitations to interviews or individual notifications. This means that all communication steps are centrally documented and can be traced at any time.

Requirements

👉 You need the appropriate ‘Send email’ permission within softgarden, which is available from the ‘Recruiter’ role onwards. If you are unable to send emails, please contact your softgarden administrator.

Step-by-step instructions: Send a new email

1️⃣ Select application

Open the application you want to send a message to in applicant management.
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2️⃣ Select Send email

Click on the email icon or the ‘Write email’ button in the top right-hand corner.

3️⃣ Select an email template or compose your own message

Select a predefined template (e.g. confirmation of receipt or request for additional documents) or create a customised message in the editor.

💡 Tip: Use email templates to send repetitive messages in your corporate design and tone more quickly.

4️⃣ Customise email content
Customise the subject line and message text. You can use placeholders (such as name or job title) to personalise the message.

5️⃣ Add attachments (optional)

If necessary, you can attach documents or additional information below.

6️⃣ Send

Check the email again and then click on ‘Send email’. The email will be sent directly to the applicant and documented in the system.

7️⃣ Send emails at a later time

With softgarden, you can also send emails at a later time. This allows you to determine when your message will reach the applicant – for example, the next morning instead of immediately. Simply click on ‘Send email later’, select the date and time, and the email will be sent automatically at the desired time.

8️⃣ Save emails as drafts

You can save your email as a draft at any time if you want to finish it later or check it again. Simply select ‘Save as draft’. This ensures that no important information is lost and that you only send messages when everything is ready.