Outbound Emails
Outbound Emails
This guide explains the different ways you can send emails to candidates from Marmend. Choose the option that best fits your workflow and privacy preferences.
Quick Comparison
| Option | Setup | Your Email Visible | Replies Go To | Status |
|---|---|---|---|---|
| Default (Marmend) | None | No ([email protected]) |
Nowhere | Available |
| Gmail Integration | Connect Google account | Yes (your Gmail) | Gmail + Marmend | Available |
| Microsoft Integration | Connect Microsoft account | Yes (your Outlook) | Outlook + Marmend | Planned |
Option 1: Default (No Setup Required)
What It Does
Emails are sent from Marmend's system address ([email protected]). This works immediately without any setup.
When to Use
- You're just getting started with Marmend
- Sending automated emails where replies aren't expected
- You don't need candidates to see your personal email address
How It Works
- Open a candidate profile or the vacancy board
- Click Send Email (or use bulk send from a pipeline stage)
- Compose your message using a template or AI
- Click Send
The candidate receives an email from [email protected].
Limitations
- Candidates see a generic Marmend address, not your personal email
- Candidates cannot reply to these emails
- No email threading — each email is a standalone message
Option 2: Gmail Integration
What It Does
Connect your Gmail account to send emails directly from your Gmail address. Emails appear in your Gmail "Sent" folder, and candidate replies sync back to both Gmail and Marmend.
When to Use
- You use Gmail or Google Workspace
- You want candidates to see your real email address
- You want replies to appear in both your Gmail inbox AND Marmend
- You want full email threading support
Setup Instructions
Gmail sending is automatically available when you connect your Google account:
- Go to Calendar in the left sidebar
- Click Calendar Settings
- In "Connected accounts," click Connect calendar
- Select Google and sign in
- Review and approve the requested permissions
- Click Allow
Once connected, your Gmail account appears as a sending option when composing emails.
Note: Your organization must have the Gmail Send feature enabled. If you don't see Gmail as a sending option after connecting, contact your administrator.
Choosing Gmail as Your Sender
When composing an email (from Send Emails page or candidate modal):
- Look for the email provider dropdown near the send button
- Select your Gmail account (shown as
[email protected]) - Your selection is remembered for next time
How It Works
Sending:
- Emails are sent directly through the Gmail API
- The email appears in your Gmail "Sent" folder
- Full email threading is supported — replies stay in the same thread
Receiving:
- When candidates reply, the email appears in:
- Your Gmail inbox
- Marmend's candidate communication timeline (if Gmail Sync is enabled)
Automatic Fallback
If your Gmail integration becomes unavailable (e.g., token expires, permissions revoked):
- Marmend automatically falls back to the default system sender
- A warning is logged
- You'll need to reconnect your Google account to use Gmail sending again
Privacy Note
Marmend only accesses emails that match candidates in your system. Personal emails are never accessed or stored.
Option 3: Microsoft Integration
Status: Planned — not yet available
Microsoft 365 / Outlook email integration is planned for a future release. This will allow you to send emails from your work Outlook address, similar to how Gmail integration works today.
In the meantime, you can use the Default (Marmend) sender or connect a Gmail account.
Choosing the Right Option
I just want to send emails quickly
→ Use Default (no setup required)
I want candidates to see my real email
→ Use Gmail Integration
I want all correspondence in one place
→ Use Gmail Integration — emails sync to both Gmail and Marmend
I use Microsoft 365
→ Microsoft integration is planned. For now, use Default or connect a Gmail account if you have one.
I want email threading (replies in the same thread)
→ Use Gmail Integration — the default sender does not support threading
Frequently Asked Questions
Q: Can I use multiple sending options?
A: You can have Gmail connected and still use the default Marmend sender. When composing an email, use the provider dropdown to choose which account sends it. Your preferred selection is saved automatically.
Q: How do I change my default email provider?
A: When you select a sending account in the email provider dropdown, that selection is remembered for your next email. To change it, simply select a different option the next time you compose.
Q: Will Marmend read all my emails?
A: No. Marmend only processes emails where the sender or recipient matches a known candidate in your system. Personal emails are never accessed or stored.
Q: Can I disconnect Gmail?
A: Yes. Go to Calendar Settings and click the delete button next to your Google account. This disconnects both Gmail and Google Calendar. Previously sent emails remain in the candidate's correspondence history.
Q: What happens to my sent emails if I disconnect?
A: Emails you sent through Marmend remain in the candidate's correspondence history. Future emails won't sync.
Q: Can team members see my email correspondence?
A: Team members with access to a candidate's profile can see all correspondence related to that candidate, including emails sent by other team members.
See Also
- Gmail Integration — Detailed Gmail setup and sync documentation
- Send Emails to Candidates — Step-by-step guide to composing and sending emails
- Candidate Correspondence — Viewing email history on candidate profiles
- Email Templates — Creating reusable email templates