If a colleague is unable to send emails to applicants in softgarden, this is usually due to role and permission settings. Sending messages to applicants is linked to several permissions—and this is precisely where misunderstandings often arise.
This article explains which settings are relevant and why a role might sometimes still be able to send emails despite certain restrictions.
Email sending depends on role permissions
Every role in softgarden has defined permissions. For a user to send emails to applicants, the role must have the "Send emails to applicants" permission.
If this permission is disabled, the user cannot send messages via the applicant communication feature.
Important special case: The “reject applicant” authorization
Some admins overlook that the “Reject Applicant” permission also includes its own email function.
This means:
If a role should not be allowed to write emails, the “Reject applicant” permission must also be deactivated.
Why? Because when an applicant rejects a rejection email, a rejection email is always sent - and this function is technically independent of normal email sending.
What should I check if a colleague cannot send emails?
Go to Role Management and check:
A) Is the role permitted to send emails to applicants?
If yes → Email sending is enabled
If no → Email sending is disabled
B) Is the "Reject applicant" permission enabled?
If yes → The user can still send rejection emails
If no → The user cannot send rejections, and therefore cannot send rejection emails
Recommendation for Clear Role Logic
Goal | Setting |
Role should not be able to send any emails | Disable "Send emails to applicants" + disable "Reject applicants" |
Role should only be able to send rejections | Disable "Send emails to applicants" + enable "Reject applicants" |
Role should be able to send all messages | Enable both permissions |
Where do I customize the role?
Customization is done here:
Path: Settings → User Management → Roles
There, you can define the following for each role:
Permission to send emails to applicants?
Permission to reject applicants? (includes a dedicated email function!)
Other permissions such as access to jobs, access to applicants, etc.