Staying in touch with your candidate sources and updating them on a candidate's milestones in the hiring process is one of the keys to successful collaboration with recruiting agencies. Below, you can find the types of updates that can be sent out from Recruit to a candidate's sources and the necessary settings to automate the process.

Please note that the following notifications will be sent to referrers as well as to recruiting agencies.

1. Notify sources on duplicate candidate

In some cases, the agency might offer a candidate who already exists in your system. One of the steps of duplicate candidate resolution is to decide which candidate profile to continue with and which one to reject. When stopping one of the processes, Recruit will prompt you to notify the selected source about the duplication.

2. Update sources on candidates' progress

Hiring processes might take time, during which Recruit sends periodic updates to the candidates to notify them that they are still in progress for a specific position. The source can be copied on these notifications, so the update is also sent to the source.

To set this rule:

1. In Recruit, navigate to Templates > Compliance: Periodic update template.

2. Next to the candidate email, select CC or BCC.

3. Click the relevant option:

   • Candidate source

   • Recruiting assistant/s

   • Recruiter/s

4. Click Save.

   

3. Notify sources of candidate rejection

There are two ways to notify sources when a candidate is rejected: manually or automatically.

Notify sources manually (one-off)

Use this option if you want to control when the message is sent, or if only some rejections should be shared with the source. 

From the candidate profile, contact the source directly.

Notify sources automatically (recommended for consistent updates)

Use this option if you want source notifications to happen consistently without relying on manual follow-up.

1. Go to the Templates page and filter search rejection templates. 
2. Configure the rejection templates so that a Send notification step is created.
   1. Select Create “send notification step” from the dropdown options.

   2. Check the Candidate source option in the CC/BCC fields.

      

3. Go to Settings > Hiring setup > Automation and assign the Send notification step to the relevant role in the position.

   

4. In the position’s Team tab, make sure the relevant teammate is assigned the role you selected for Send notification.
5. Once configured, the assigned teammate will see these items under My Tasks, grouped under Send notification.

4. Notify source on hired candidate

Hiring the candidate is great news for all parties involved. Notify your sources about this fact by sending them a notification:

To ensure the notification is being sent, select one of the sending options in Templates > To Sources > Candidate: Hired template:

Have more questions? Contact us at recruit.support@sparkhire.com