Recruiters can send emails to candidates at any stage of the recruitment process in JobCloud ONE. They can contact an individual candidate or send the same email to several candidates at once.
Recruiters can create and reuse message templates to communicate consistently and save time. Templates are shared with all recruiters in the same workspace. JobCloud ONE records sent emails in the relevant job application, helping recruiters track communication with candidates.
This feature supports outgoing emails only. Emails are sent from noreply@jobcloud.ch. JobCloud ONE displays emails sent to candidates, but it does not display or track replies from candidates.
Typical use case
Recruiters can use this feature to keep candidates informed throughout the recruitment process. For example, they can confirm that an application is under review, provide an update on next steps, invite candidates to an interview or inform them that the recruitment process has ended.
Templates are useful for emails that recruiters send regularly. They help maintain consistent communication and reduce manual work. For example, recruiters can create templates for application confirmations, interview invitations, recruitment updates and rejection messages.
The existing standard rejection email, including its available translations, remains available. Recruiters who do not need custom templates can continue to use it.
Instructions:
Contact applicants by email
- Open the relevant job ad and select the job application or job applications you want to contact.
- Start a new message.
- Select an existing message template or write a new message.
- Check the subject line and email content before sending.
- When contacting several candidates, make sure that every selected candidate should receive the same communication.
- Send the message.
JobCloud ONE sends the email from noreply@jobcloud.ch. Candidates may reply to the email, but their replies are not displayed or tracked in JobCloud ONE. Include an alternative contact method if you expect or require a response from a candidate.
Create and manage message templates
- Open the list of message templates in the JobCloud ONE candidate management area.
- Create a new template.
- Add a clear template name that helps other recruiters understand when to use it.
- Add an email subject line.
- Write the email body and tailor it to the relevant situation.
- Review the template carefully.
- Save the template to make it available to all recruiters in the workspace.
Recruiters with access to candidate management can view, edit and delete shared templates. Review templates regularly and delete any that are obsolete.
Review sent emails
JobCloud ONE displays sent emails in the relevant job application. Each entry includes:
- the name of the recruiter who sent the email;
- the date and time it was sent; and
- the email content.
Use this history to confirm what information a candidate has received and to avoid sending duplicate emails. The history only includes emails sent from JobCloud ONE. It does not include replies from candidates.
Data protection
Job applications can contain sensitive personal data, including CVs and contact details. Only send emails that are relevant to the recruitment process. Only share information with authorised recipients.
Recruiters are responsible for processing candidate data in line with the Federal Act on Data Protection (FADP) and the GDPR. Delete candidate data when it is no longer needed for the recruitment process. At the latest, delete the data after a hired candidate has successfully completed their probation period.