Email Configuration Guide

Learn how to set up your organization’s email system to handle job application notifications automatically and professionally.

Why Set Up Your Own Email Provider?

Using your own email provider through SMTP offers several advantages:

  • Professional Branding: Emails come from your organization’s domain
  • Reliable Delivery: Better deliverability rates than generic email services
  • Full Control: Manage all aspects of your email communication
  • Tracking: Monitor email delivery and engagement
  • Scalability: Handle any volume of job applications

What is SMTP?

SMTP (Simple Mail Transfer Protocol) is the industry standard for sending emails. It’s:

  • Universal: Works with all major email providers
  • Reliable: Proven technology used by millions of organizations
  • Secure: Supports encryption for secure email transmission

SMTP Flow Diagram

Supported Email Providers

We support several popular email providers through SMTP:

  • Modern email API platform
  • Excellent deliverability
  • Simple setup process
  • Setup Guide

Resend Logo

  • Comprehensive email platform

  • Great for marketing teams

  • Robust analytics

  • Setup Guide

    Mailchimp Logo

  • Enterprise-grade email service
  • High-volume capability
  • Advanced analytics
  • Setup Guide

Sendgrid Logo

Note: Loops.so is not currently supported as they don’t offer SMTP services.

Setting Up Your Email System

  1. Navigate to your organization’s dashboard
  2. Go to Settings > Email Configuration
  3. Look for the SMTP configuration section

Email Settings Page

Enter your email provider’s SMTP details:

  • SMTP Host: Your provider’s SMTP server address
  • SMTP Port: Usually 587 or 465 for secure connections
  • SMTP Username: Your email account username
  • SMTP Password: Your email account password
  • From Email: The email address that will send notifications
  • From Name: The name that appears in recipients’ inboxes

SMTP Configuration

  1. Find the “Test Email Configuration” section
  2. Enter a test email address
  3. Click “Send Test Email”
  4. Check your inbox for the test message

Test Email Section

How It Works

Automatic Job Application Notifications

When someone applies to a job posting:

  1. The application is received and processed
  2. An email notification is automatically generated
  3. The job poster receives an email containing:
    • Job title and reference
    • Applicant’s name
    • Application timestamp
    • Link to view full application
    • Applicant’s resume (if attached)

Application Email Example

Email Template

Our standard email template includes:

  • Your organization’s branding
  • Translated automatically to your job board’s language
  • Clear subject line
  • Professional formatting
  • Important application details
  • Direct links to take action

Email Template

Best Practices

  • Use a dedicated email address for job applications
  • Choose a professional From Name
  • Test configuration thoroughly before going live
  • Keep SMTP credentials secure
  • Monitor email deliverability
  • Update SMTP credentials when they change
  • Regularly test email functionality
  • Keep email templates up to date

Troubleshooting

Common issues and solutions:

  1. Emails not sending

    • Verify SMTP credentials
    • Check server ports aren’t blocked
    • Confirm email limits haven’t been reached
  2. Emails in spam

    • Use your organization’s domain
    • Set up proper SPF/DKIM records
    • Maintain good sending practices
  3. Configuration errors

    • Double-check all SMTP settings
    • Ensure password is current
    • Verify SSL/TLS settings

Need help? Contact our support team for assistance with your email configuration.

Security

Your email configuration is protected by:

  • Encrypted credential storage
  • Role-based access control
  • Secure SMTP connections

Conclusion

A properly configured email system ensures reliable communication with job applicants and maintains your organization’s professional image. Take time to set it up correctly, and don’t hesitate to reach out for support if needed.