# Recruitment automations

What Recruitment does by itself: no scheduled job, four e-mail templates sent by stages and refusals, the notices to interviewers, and the changes made when an applicant is hired or a position archived.

Recruitment runs no scheduled job and no automation rule. What it does by itself happens when someone saves an application or a position, or when an e-mail reaches the address of a position. Its options are explained in [Recruitment settings](recruitment-settings).

## E-mail templates {#templates}

### Recruitment: Application Acknowledgement {#acknowledgement}

- **When:** an application enters a stage that carries this template, **New** as installed: an application typed in, received by e-mail or created from a talent.
- **What it does:** tells the applicant that the application was received, with a **Job Description** button, the recruiter as contact and the address of the job. The e-mail also shows in the chatter.
- **How to stop it:** clear the **Email Template** of the **New** stage: [Customize stages and refuse reasons](customize-stages-and-refuse-reasons#email-template).

### Recruitment: Interest {#interest}

- **When:** only once you put it on a stage; no stage carries it as installed.
- **What it does:** tells the applicant that the résumé was reviewed and short-listed for a call or an interview, and names the recruiter who will make contact.
- **How to stop it:** clear it from the stage.

### Recruitment: Refuse {#refuse}

- **When:** an application is refused with **Does not fit the job requirements**, **Job already fulfilled**, **Duplicate** or **Spam**, and **Send Email** stays on.
- **What it does:** tells the applicant that the application was not selected and that the résumé is kept for future openings.
- **How to stop it:** switch off **Send Email** in the refuse dialog, or clear the template of the reason.

### Recruitment: Not interested anymore {#not-interested}

- **When:** an application is refused with one of the two reasons that start with **Refused by applicant**, and **Send Email** stays on.
- **What it does:** thanks the applicant for the interest and the time.
- **How to stop it:** as for the refusal e-mail above.

## Notices and changes made on save {#on-save}

- **An interviewer is added** to an application: he receives a notification that he has been assigned, unless he added himself, and gets the **Interviewer** access right if he has no right on **Recruitment**. The right is removed once he is named nowhere.
- **An applicant reaches a hired stage**: the **Hire Date** is set and the **Target** of the position drops by one; leaving that stage reverses both.
- **An applicant changes stage**: the state goes back to **In Progress** and the move is logged in the chatter.
- **A position is archived**: its applications are archived with it.
- **The recruiter of a position changes**: its ongoing applications move to the new recruiter.
- **An employee is created** from an application: the chatter of the application notes it.

## Incoming e-mails {#incoming}

An e-mail sent to the address of a position creates an application in its first stage, with the sender's name and address. When it comes from an address listed under **Job Boards**, the name is read from the text and no contact is set.

## Actions started by hand {#actions}

- **Send Email**, in the **Actions** menu of the list or the pipeline once applications are selected, writes one e-mail to each of them and creates the applicant's contact when needed.
- **Load sample data** is offered to officers on the job positions screen while no position exists, and loads an example recruitment.

The periodic digest e-mail of the platform also gains a **New Employees** figure, the employees created over the period, sent only to recruitment officers.

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- Source: https://jaah.app/docs/recruitment/recruitment-automations
- Updated: 2026-10-28
- Version: Recruitment 19.0.1.1