To ensure that responses from applicants reliably appear in the softgarden system and are automatically assigned to the correct application, certain technical requirements must be met. The following points explain how this assignment works and the conditions that must be fulfilled.
1. Direct reply to the original message
A reply can only be correctly matched if applicants respond directly to the email sent via softgarden. Only a genuine reply ensures that all the technical information required for matching is preserved.
2. Encoded information in the sender address
The sender address contains encoded metadata, e.g.:
the unique application ID
the associated job posting
This data enables the automatic matching of the reply.
3. Example of a reply address & note on visibility in email clients
Many email clients display only the display name (e.g., "softgarden Team") rather than the actual address. The actual sending address only becomes visible when applicants click on the sender's name.
A typical example of a valid reply address is:
reply-33152432-12c4-7467–[email protected]
This address contains the encoded tracking information.
Applicants must click on the sender's name to view this address.
If applicants copy the visible display name instead, the technical data is lost, making it impossible to attribute the reply correctly.
4. Do not compose a new message
If applicants:
write a new email or
copy the address manually,
the data required for matching is completely missing. Consequently, the message does not appear in the system.
5. Forwarded messages often contain incomplete metadata
Forwarded messages frequently alter the structure of the original email. As a result, the system cannot clearly identify the link to the application.
Only direct replies can be clearly matched.
6. Application must exist in the system
If an application:
has been deleted or
moved to a different job,
an incoming reply can no longer be matched.
Important note: “notification@…” is not a valid recipient address
If applicants write to an address such as:
[email protected] or similar variants, the message cannot be assigned. These addresses are used exclusively for sending automated system notifications and do not receive replies from applicants.
Additional tips for applicants
Clients can share these pointers with applicants to facilitate the matching process:
Use the "Reply" function instead of "New Message"
Do not alter the recipient address
Leave the subject line unchanged
Include attachments directly in the reply
Do not forward to third parties
Check the spam folder
Reply directly again if issues arise
Instructions to share with applicants
Please reply directly to our message without manually copying the recipient address or creating a new email. Only a direct reply ensures that your message can be automatically linked to your application. If you wish to submit additional attachments, please include them in your reply as well. If your email program displays only a name, please click on the sender's name to view the actual reply address.