Adding applicant autoresponders for groups and subgroups

You can now add applicant autoresponders for specific groups and subgroups, allowing you to tailor your applicant messaging and branding as required.

You can also use them alongside the global account autoresponders which are used by default for all users. They will simply be overridden if you add a group or subgroup responder for the users allocated there. 

You will need to have created your users groups / subgroups prior to creating your autoresponder.  If you do not have any groups/subgroups created, then follow the steps in this article

Adding a group or subgroup autoresponder

1. Go to ‘Settings’ and click on ‘Candidate engagement suite’.

2. Click ‘Create new message’ 

3. In step 1, give your message a clear and simple title. It's a good idea to reference the type of responder, and the Group or Subgroup you will be using.

Click 'Done' on the right to move to the next step.

4. In step 2, from the drop down list on the left, select either the green, amber or red traffic light responder as required.

5. From the drop down list on the right, select the Group or subgroup you would like to allocate the autoresponder to.

IMPORTANT: You cannot set up more than one responder of the same type for a group or subgroup. If you do not see any groups/subgroups listed in the drop down, it is either because responders have already been created and allocated, or no groups/subgroups currently exist.

6. Select email in step 3

7. In step 4, you can now create and edit your responder message, or insert HTML if you have a custom branded message already created - exactly as you would with any other engagement message.

IMPORTANT: For standard text, if you have drafted this already using another application, then we recommend copying this into a plain text tool like notepad before copying this into the message field. This will avoid any formatting errors or discrepancies in the email received by the candidate.

Also, 'Vacancy owner' is the default selection, and is what we would recommend in most situations. See below under 'What happens if another user processes an applicant?'

8. If you wish to review the message before setting it live, then click ‘Send test mail’.

9. When you are happy with your message, click ‘Done’.

10. When you are ready for the responder to be set live, activate it in the message list by changing the switch from red to green.

If you have a number of responders set up for different groups or subgroups, you can easily identify these in the message list where it says ‘Applies to’. 

What happens if another user processes an applicant?

If the responder is set to be sent from the vacancy owner:

This is the most common set up for autoresponder messages. In this scenario the vacancy owner will be the user we use to determine the correct group/subgroup. 

We will therefore send the responder which has been set up for the group/subgroup that the vacancy owner belongs to.

(If the vacancy owner does not belong to a group/subgroup with a responder set, then the global responder will be used instead).

If the responder is set to be sent from a specific user:

Because this workflow is sometimes used with a generic posting profile, the logic we use here is slightly different. In this scenario the person processing the applicant using the traffic light buttons, will be the user we use to determine the correct group/subgroup. 

We will therefore send the responder which has been set up for the group/subgroup that the processing user belongs to.

(If the processing user does not belong to a group/subgroup with a responder set, then the global responder will be used instead).

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