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Candidate Correspondence

Updated March 13, 2026

Candidate Correspondence

Overview

The candidate correspondence timeline gives you a complete history of all interactions with each candidate — emails sent, bookings made, interview invitations, and internal team notes — all in one place on the candidate's profile.

Viewing the Communication Timeline

Where to Find It

  1. Go to Recruiting > Candidates (or open a vacancy board and click on a candidate)
  2. Open the candidate's profile
  3. Scroll to the Communication Timeline section

The timeline shows all events in chronological order, grouped by pipeline stage.

What the Timeline Shows

Event Type Icon Description
Email Sent ✉️ Emails you or your team sent to the candidate (via templates or AI composition)
Email Resent ✉️ Emails that were resent to a candidate (e.g., after no response)
Booking Confirmed 📅 When a candidate books a meeting via a booking link
Booking Cancelled ❌ When a booking is cancelled
No Response ⏳ When a candidate hasn't responded to an email (includes a "Resend" button)
Internal Note 📝 Notes added by team members (only visible to your team, not to candidates)

Reading Timeline Events

Each event in the timeline shows:

  • Event type with a colored icon
  • Timestamp — when the event occurred
  • Summary — a brief description of the event

Email Events

Email events include:

  • From — who sent the email (your team member's name and email)
  • Subject — the email subject line
  • Body preview — click to expand and see the full email content
  • The email body opens in an embedded viewer so formatting is preserved

Booking Events

Booking events show:

  • Booking type — the type of meeting that was booked
  • Date and time — when the meeting is scheduled
  • A View booking link to see full booking details

Internal Notes

Notes show:

  • Author — who wrote the note
  • Content — the note text (click to expand if collapsed)
  • Notes are only visible to team members with access to this candidate

Adding Internal Notes

You can add notes to the timeline to share context with your team:

  1. On the candidate's communication timeline, click Add note
  2. Type your note in the text field
  3. Click Save

Notes are visible to all team members who have access to this candidate's profile. Candidates never see internal notes.

Tip: Use notes to record phone call summaries, interview impressions, or important context that doesn't belong in an email.

How Emails Appear in the Timeline

Emails arrive in the timeline from multiple sources:

Manually Sent Emails

When you send an email from Marmend (via the Send Emails page or the candidate card), it automatically appears in the timeline with:

  • The template or AI-composed content
  • Your name and email as the sender
  • The email provider used (Gmail or Marmend system)

Automated Email Hooks

If your organization has email hooks configured, automated emails (e.g., interview invitations triggered when moving a candidate to a new stage) also appear in the timeline.

Gmail Sync

If your organization has Gmail sync enabled, emails sent to or received from the candidate via Gmail also appear in the timeline. This includes:

  • Emails you send from Gmail directly (not through Marmend)
  • Replies from the candidate to your Gmail address

Gmail-synced emails are matched by the candidate's email address.

Resending Emails

If a candidate hasn't responded to an email, a No Response event may appear in the timeline. You can:

  1. Click the Resend button on the no-response event
  2. The original email is resent to the candidate
  3. A new "Email Resent" event appears in the timeline

Team Visibility

All team members who have access to a candidate's profile can see the full communication timeline. This includes:

  • Emails sent by any team member
  • Bookings made with any team member
  • Notes added by any team member

This ensures everyone involved in the hiring process has complete context.

Tips

  • Check the timeline before interviews — review past emails and notes so you're up to speed
  • Add notes after calls — phone conversations aren't recorded in the timeline automatically, so add a note to capture key points
  • Use the timeline to spot gaps — if a candidate hasn't been contacted in a while, the timeline makes it obvious
  • Look for no-response events — use the resend feature to follow up with candidates who haven't replied

Requirements

  • The communication timeline is available on all candidate profiles
  • Gmail sync requires the Gmail Sync feature to be enabled for your organization
  • Email sending requires the Email Templates feature to be enabled

See Also

  • Send Emails to Candidates — How to send emails from Marmend
  • Email Templates — Creating and managing reusable email templates
  • Gmail Integration — Connecting Gmail for email sync
  • Booking Calendar — Setting up booking types and availability