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Candidate messaging

Send emails to candidates from JOIN Messaging. Send, receive, schedule and track replies in a single thread, with a copy to your external email. Available on desktop only.

Messaging in JOIN lets you communicate directly with candidates by email. JOIN provides built-in Messaging where you can send and receive emails just like in your usual email client. All conversations with candidates are recorded and organised in JOIN, and replies are also relayed to your external mailbox.

Relevant use cases:

  • Sending an interview invitation or a rescheduling update

  • Sharing details about the role or the hiring timeline

  • Requesting additional documents or availability

  • Sending the offer letter

Viewing emails

You can view and manage messages in two places:

  1. Messaging → Use the Inbox, Sent or Scheduled tabs

  2. Candidate profile → Open the Emails tab

You won't receive separate alerts or notifications when a candidate replies. You'll see a red dot on the Messaging tab and a blue dot next to threads in your Inbox. You can filter your Inbox by switching to the Unread tab to show unopened messages.

Your sender email address

1. Send from your JOIN recruiter address

By default, candidates see your JOIN recruiter address: firstname.lastname@companyname.msg.join.com. This keeps your personal professional email address private and ensures all replies stay within JOIN.

2. Send from a no-reply address

You can also choose to send an email from no-reply@msg.join.com. This option is useful for automated or one-way messages.

Whichever sender address you choose, candidates will only see a JOIN address, never your personal professional email address.

Writing and sending emails

From the Inbox

  1. Go to Messaging → Inbox.

  2. Click the blue Compose icon.

  3. In To, start typing a candidate's name or email. Select the right person.

  4. Optional: add Cc/Bcc to add additional recipients (JOIN team members only).

  5. Add a Subject and write your message. Use the formatting toolbar, attach files or insert a saved email template.

  6. You can set visibility: Make private or Make public.

  7. Click Send.

From a candidate's profile

  1. Open the candidate's profile.

  2. Click Compose email in the left sidebar or in the Emails tab.

  3. The candidate's address is pre-filled. Add Cc/Bcc, the subject and your message.

  4. Use the toolbar to format, add links, attach files (max. 8.5 MB) or insert a template.

  5. Set visibility if needed.

  6. Click Send.

Email formatting

When writing an email in JOIN, you can use the formatting toolbar:

  • Text styles (Normal, Heading 1/2/3, Lists, Quote)

  • Bold, Italic, Underline, Strikethrough

  • Highlight, Align text

  • Insert a link

  • Insert dynamic variables {...} (candidate name, sender name, job title, etc.)

  • Attachments: .pdf, .doc, .docx, .rtf, .txt, .jpg, .png formats — max size 8.5 MB

Scheduling emails

Control precisely when your emails are sent.

  1. Write your message

  2. Click the arrow next to the Send button

  3. Choose a preset time: In 3 hours, Tomorrow morning (9:00), Next Monday morning, or Custom date and time

  4. Click Schedule

Only one scheduled message can exist per candidate thread. All scheduled messages appear in Messaging → Scheduled.

Private emails

Each email thread can be:

  • Private: only the sender, recipients and System Admins can see it.

  • Public: visible to all team members who have access to the candidate profile.

To make an email private while composing, click the open padlock icon in the compose window. To change the visibility of an existing thread, open the thread, click the menu at the top right, and choose Make private or Make public.

Only the author of the email thread or a System Admin can change a conversation's access.

Candidate-side email messaging

  1. You send an email from JOIN → it arrives in the candidate's personal inbox

  2. The candidate replies from their own email client

  3. Their reply is automatically added to the same email thread in JOIN

  4. You can see the full conversation in your Inbox or in the candidate's Emails tab

Relayed emails and reply syncing

JOIN also sends a copy of the conversation to your connected professional email address. You have two options for replying:

  • Option 1: reply within JOIN

  • Option 2: reply from your linked professional email address (JOIN records your reply and adds it to the candidate's thread)

If you start a new email in your email client instead of replying within the same thread, JOIN cannot link it to the existing conversation.

Best practices:

  • Always reply to existing messages, whether in JOIN or from the copied message in your email client.

  • Don't create new threads in your external mailbox.

  • Remind candidates to reply to your emails instead of composing new ones.

FAQ

Do candidates need to log into their JOIN account to read or reply to emails?

No. Candidates receive your messages in their usual inbox and reply directly. Their replies sync automatically with JOIN.

Will I be notified when a candidate replies?

No, JOIN does not send separate alerts. You'll see new replies flagged with a red dot in Messaging and unread messages flagged with blue dots in your Inbox.

What happens if I reply from my external email account?

Replies will only sync with JOIN if you reply directly to the relayed candidate message. Threads newly composed from your external email client will not appear in JOIN.

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