Send emails to candidates
Easily email candidates from within JOIN using email messaging. Whether you’re reaching out to schedule an interview or following up on an application, your conversations will stay organised and centralised.
When should I use JOIN to email candidates?
The email messaging feature is ideal for all day-to-day communication with the candidates during the hiring process. Here are a few good use cases:
Send an interview invite or rescheduling update
Share details about the role or hiring timeline
Request additional documents or availability
Sending the offer letter
JOIN is not designed for sending bulk marketing or transactional emails like newsletters, job alerts, or system notifications. All messages are sent directly through JOIN’s system and no additional setup is required.
Composing an email from the ‘Inbox’ tab
To send a new email:
Go to 'Mailbox' in the left sidebar
Click the blue Compose icon (✏️) in the top right
→ This opens a new email window on the right side of your screen
In the To field, start typing the recipient’s name or email
→ A dropdown will appear with matching candidates from your database — select the correct one
Use the Cc or Bcc fields to add additional recipients. For security reasons, you can only add team members who are already part of your hiring workspace in JOIN
Add a subject and write your message
a. Use the formatting toolbar to format your message or add links
b. Click the paperclip icon 📎 at the bottom to attach files
c. Click the template icon 📝 (next to the attachment icon) to insert a saved email template
Click Send when you’re ready
Composing an email from a candidate's profile
Open the candidate profile you’d like to contact
You’ll find two ways to start composing an email:
a. On the left panel, just below the candidate’s personal information, click ‘Compose email’
b. Or, go to the ‘Emails’ from the top menu bar of the profiles and click ‘Compose email’ from the centre of the screen
Clicking Compose email opens a new email window in the lower-right corner of your screen. The candidate’s email address will be auto-filled
Use the Cc or Bcc fields to add additional recipients
→ You can only add team members who are already part of your hiring workspace in JOIN
Add a subject and write your message
Use the formatting toolbar to format your message or add links
Click the paperclip icon 📎 to attach files (max. 8.5 MB)
Click the template icon 📝 (next to the attachment icon) to insert a saved email template → Don’t have templates yet? Read more on how to create and use email templates here
Click ‘Send’ when you’re ready
Formatting your message
When writing an email in JOIN, you can use the formatting toolbar to structure and style your message for clarity and impact. Here’s a breakdown of the available options:
Text styles: Choose between normal text and different heading or list styles to structure your message. → When you click ‘Text’, you’ll see these options: Text, Heading 1, Heading 2, Heading 3, Bulleted list, Numbered list, and Quote
Bold (B): Highlight important words or phrases by making them bold
Italic (I): Use italics to emphasise text or indicate titles
Underline (U): Underline specific words for added emphasis
Strikethrough (S): Cross out words that are no longer relevant or to show edits
Highlight: Add a background colour to selected text to draw attention
Alignment: Align your text to the left, centre, or right
Insert link: Add a clickable hyperlink to your text
Insert variable (
{...}): Insert dynamic variables like candidate name, sender name, job title, company name etc. (particularly useful in templates or mass messages)
Adding attachments to your email
Need to send a document, image, or form? You can attach files directly to your email from the compose window.
To add an attachment:
Click the paperclip icon 📎 at the bottom of the compose window
Select the file you want to upload from your device
The file will appear below the email
To remove an attachment, hover over the name and click X to remove it if needed
File guidelines:
- Maximum file size: 8.5 MB
- Supported formats: .pdf, .doc, .docx, .rtf, .txt, .jpg, .png
Viewing and managing emails
All your messages are stored in two places:
'Mailbox' → 'Inbox' or 'Sent' to browse general conversations
'Candidate profile' → 'Emails' tab to see individual candidate threads
Click any thread to view the full conversation, including replies and attachments.
JOIN also groups related replies and forwards into a single thread for better context.
Email notifications for new replies
You will not receive separate email notifications when a candidate replies to your message. Instead, you’ll see a red dot on the 'Mailbox' tab and a blue unread badge next to threads in your 'Inbox'. These visual indicators help you spot new messages as soon as you log in. You can also:
Filter your 'Inbox' by 'Unread' to view only new messages
Click the refresh icon at the top of your Mailbox to load the latest replies manually
Your sender email address
Send from your JOIN recruiter address
When sending an email, you can choose which sender address to use.
By default, your name@companydomain.com address will appear in the 'From' field — but candidates will always see your JOIN recruiter address instead. This follows the format:
firstName.lastName@companyName.msg.join.com
This keeps your personal work email private and ensures all replies stay within JOIN, keeping your conversations organised and secure.
Send from your no-reply address
You can also choose to send from your company’s no-reply address, like:
no-reply@msg.join.com
How email messaging works for candidates
Candidates no longer use JOIN’s in-app messaging. All communication now happens via regular email — just like any standard email exchange.
Here’s how it works:
When you send an email from JOIN, it’s delivered to the candidate’s personal email inbox
Candidates reply directly from their email client (e.g. Gmail, Outlook), i.e. they do not need to log in to JOIN
Their reply is automatically added to the same email thread in your JOIN Mailbox
You’ll see the full conversation under 'Inbox' or in the 'Emails' tab of the candidate’s profile