In order for emails from applicants to be displayed correctly in the applicant management system and assigned to the appropriate application, it is important that you always respond directly to the email sent via softgarden.
This is the only way the system can recognize the connection to the application and automatically assign the answer to the correct position and application ID.
Background
The direct link is contained within the sender address, which includes encoded information such as the application ID and the specific job posting.
However, many email programs (e.g., Outlook) display only the display name in the sender line. The actual sender address remains in the background and is not visible at first glance.
Example:
Visible sender address:
[email protected]Actual sender address:
[email protected]
The long sender address contains the necessary encoded information to allow the system to correctly assign the reply.
Common reasons why emails fail to arrive
1. New message instead of a reply
If applicants manually copy the address (e.g.,
[email protected]) and compose a new message, the encoded information is missing.Consequence: The email cannot be automatically matched and does not appear in the system.
2. Deleted or moved application
If the application has been deleted from the system, a reply can no longer be matched to it.
3. Incorrect handling of forwarded messages
Forwarded messages do not always contain the necessary metadata. Only direct replies can be clearly matched.
Tip
Applicants should be informed that only direct replies to a message ensure receipt in the system.