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Send Emails to Candidates

Updated March 10, 2026

Send Emails to Candidates

Overview

Send emails to candidates directly from the recruiting pipeline. You can send to multiple candidates at once from a pipeline stage, or send to a single candidate from the vacancy board or candidate list.

Choose from your saved email templates, or write a new email with AI assistance. Optionally attach a booking link so candidates can schedule an interview.

Bulk Send: Email Multiple Candidates

Getting Started

  1. Open a vacancy board (Recruiting > Vacancies > click a vacancy)
  2. Find the pipeline stage with your candidates
  3. Click the three-dot menu (⋯) on the stage header
  4. Select Send mail

You'll be taken to the Send Emails page showing all candidates in that stage.

Step 1: Select Candidates

  • Individual selection: Click the checkbox next to each candidate you want to email
  • Select all: Click Select all to select everyone in the stage
  • Deselect: Click again to remove a candidate from the selection

Candidates who already have a confirmed booking are shown at reduced opacity and cannot be selected (they've already been scheduled).

The "Send emails (N)" button shows how many candidates are selected.

Step 2: Choose How to Compose

Switch between two tabs:

Templates tab:

  1. Browse your saved email templates
  2. Click a template to select it
  3. Preview the subject and body in the card below
  4. If the template includes a {{booking_link}} variable, a booking link selector appears (see Booking Links below)

Write with AI tab:

  1. Type your instructions in the prompt field (e.g., "Write a friendly interview invitation")
  2. Or click a suggested prompt to get started quickly
  3. Or use the microphone to dictate your instructions
  4. The AI generates a complete email with subject and body
  5. Refine with quick-action chips: Rewrite opening, Make shorter, Softer tone, Make formal
  6. Edit the subject or body directly by clicking on the text
  7. Use inline editing — select text and type a micro-instruction to improve just that part
  8. Optionally click Save as template to save the composed email for future use

Step 3: Select Sending Account

Use the email provider dropdown to choose which account sends the email:

  • Gmail accounts — If you've connected Gmail with sending permissions, your accounts appear here
  • Marmend — The default system sender ([email protected])

Your selection is remembered for next time.

Step 4: Send

Click "Send emails (N)" to send the email to all selected candidates. A confirmation message shows how many emails were sent successfully.

Single Send: Email One Candidate

From the Vacancy Board

  1. On the vacancy board, find the candidate card
  2. Click the email icon or the send email option
  3. A modal opens with the same composition options (template or AI)
  4. Select your sending account
  5. Click Send email

From the Candidate List

  1. Go to Recruiting > Candidates
  2. Find the candidate and click the send email action
  3. The same modal appears
  4. Compose your email and click Send email

Attaching a Booking Link

When you select a template that contains the {{booking_link}} variable:

  1. A "Add booking link" checkbox appears below the template preview
  2. Check the box to enable it
  3. Select a booking type from the dropdown (these are your personal booking types from the Booking Calendar)
  4. When the email is sent, a unique booking link is generated for each candidate
  5. The candidate can click the link to schedule a meeting at an available time

If you're using AI composition, you can include {{booking_link}} in your email body to get the same functionality.

Choosing an Email Provider

The email provider selector lets you pick which account sends your emails:

Option Description
Gmail ([email protected]) Sends from your connected Gmail account. The email appears in your Gmail "Sent" folder. Requires Gmail integration with sending permissions.
Marmend Sends from the system address ([email protected]). Always available.

If you have multiple Gmail accounts connected, each appears as a separate option.

Your preferred provider is saved automatically and restored on your next visit.

Communication Timeline

All sent emails (both template and AI-composed) are automatically recorded in the candidate's communication timeline. You can view them on the candidate's profile under the correspondence section.

Each email record includes:

  • Subject and body
  • Sender and recipient
  • Date and time sent
  • Whether it was sent from a template or composed with AI

Tips

  • Use templates for recurring emails — Interview invitations, rejections, and follow-ups save time when reused
  • Use AI for unique situations — Custom messages benefit from the AI's ability to draft professional content quickly
  • Attach booking links — Skip the back-and-forth scheduling by including a booking link
  • Select the right sending account — Gmail sends appear in your personal mailbox; Marmend sends come from the system address
  • Save AI emails as templates — If you compose a great email with AI, save it for future use

Requirements

  • The Email Templates feature flag must be enabled for your organization
  • For Gmail sending: Gmail integration must be connected with sending permissions (gmail.send scope)
  • For booking links: You need at least one booking type set up in the Booking Calendar

See Also

  • Email Templates — Creating and managing reusable email templates
  • Vacancy Management — Managing job openings and pipeline stages
  • Candidate Correspondence — Viewing email history on candidate profiles
  • Booking Calendar — Setting up booking types and availability
  • Gmail Integration — Connecting Gmail for email sending
  • Outbound Emails — Email provider options overview