Configuring Default Company Email Notifications

Managing email notifications effectively is crucial for maintaining smooth communication and collaboration within your recruiting team. As an administrator, setting up default company email notifications in SmartRecruiters ensures that all users receive relevant updates, streamlining workflows and improving overall efficiency.

In SmartRecruiters, administrators can configure default email notifications for various events, ensuring that the right people are informed at the right time. These settings impact how your team collaborates and stays updated on candidate progress.

These notifications can be managed in the Settings page, under Administration, in the Global notifications page.

It's important to note that while administrators can set default notifications, individual users retain the ability to customize their own preferences. This means that users can override the defaults to suit their specific needs. The settings configured here serve as a baseline, ensuring that essential notifications are enabled for everyone, unless they choose otherwise.

There are several categories of notifications you can configure:

1. Interviews: This category includes notifications about invitations, reminders, and updates related to interviews and event sessions.
2. Candidates: Here, you can select to notify the hiring team when a new candidate applies, when a candidate receives a rating of three or more stars, for upcoming interviews, when a candidate withdraws or defers their application, or when a candidate is ready to re-engage. These notifications ensure that the team stays informed about candidate activity and can respond promptly.
3. Offers and hires: These preferences apply to the five standard hiring team roles within SmartRecruiters. You can set notifications for when new hiring team members are added to a job, when candidates enter the offer stage, and when a new hire is made.
4. Assessments: This category allows you to send notifications for assessment results and assessment updates. Keeping your team informed about assessment outcomes helps in making timely decisions about candidates.
5. Collaboration: Unlike the other categories, this section allows you to choose if all users should receive notifications based on specific events. These events include when a colleague sends a message to a candidate the user has interacted with, when the user is added to a hiring team, when someone comments on the user's posts, or when someone comments on a post the user is mentioned in. These settings promote team collaboration and ensure that everyone stays in the loop.
6. Digest: You can enable a weekly digest that summarizes new candidates, their current stage, and any new comments on their applications. Simply click the checkbox under the appropriate role to enable the desired notification. Note that some checkboxes may be grayed out for certain roles due to permission conflicts. It is recommended to keep all boxes checked for more satisfactory hiring team collaboration.

After setting the default notification preferences, you may encounter users who are not receiving certain notifications or are receiving too many. In such cases, guide them to review their own email preferences to ensure they are receiving the notifications they need.

For each notification event, you may see up to three columns:

• Slack
• Teams
• Email

A checked box means that notifications for that event are enabled for that channel.

Global and personal notification settings work together in the following way:

• Global notifications define:
  • Which events exist.
  • Which channels are available for each event.
  • The default state (on/off) for each event and channel.
• Personal notifications allow each user:
  • Adjust their own preferences where personal edits are allowed.
  • See only the events and channels that the admin has enabled globally.

If an event is turned off globally for a channel, users cannot enable it for themselves. If a channel is not integrated (for example, Slack is not connected), that column will not appear on user pages.

SmartRecruiters supports configuring notifications that are sent to both default and custom hiring team roles.

To do this, in either Global notifications or Notifications, in the row of the notification you want to configure, click Define per hiring team role and select each role as necessary.

Because custom roles and access configurations can vary widely from one customer to another, the system only checks whether a notification can be sent when the event actually occurs. It cannot always predict in advance whether a specific user and role combination will be eligible for a given notification.

If someone expects a notification but does not receive it, admins should perform the following actions to troubleshoot:

• Confirm the user is on the hiring team for the relevant job, with the correct role.
• Check Global notifications to verify that the event and channel are enabled and that the relevant default and custom roles are selected.
• Confirm that the user has connected Slack or Teams (if they are expecting notifications on those channels).

Watch the video below for more information on configuring company email settings.

This video is for demonstration purposes. Any references made in this video to previous or later videos in this course (including titles, numbers, links, or sequence) may differ from the current course structure. Additionally, some functionalities shown may have evolved over time due to ongoing enhancements or business decisions.

• Administrators can configure default email notifications for hiring team roles.
• Notifications are categorized into Interviews, Candidates, Offers and hires, Assessments, Collaboration and Digest.
• Users can override default settings to customize their notification preferences.
• Admins set events, channels, and defaults; users edit only within global settings.
• Channel columns depend on Slack/Teams integration; some events email-only; critical emails can’t be disabled.