Effective communication with candidates is a crucial part of the recruitment process, and uKnowva HRMS makes it easier to stay connected with potential hires.
Whether you need to send an email to a candidate from your talent pool, reach out to applicants for a specific job posting, or send an offer letter, uKnowva HRMS provides a streamlined approach to managing candidate interactions.
Instead of manually drafting individual emails, recruiters can send messages directly from the platform, ensuring quick and professional communication.
The ability to select multiple candidates at once further enhances efficiency, allowing HR teams to engage with multiple prospects simultaneously.
Additionally, the system provides flexibility by enabling recruiters to modify offer letters before sending them and even send them via WhatsApp for faster communication.
By using these email functionalities, recruiters can maintain a smooth hiring workflow, improve response rates, and create a positive candidate experience.
Let’s proceed to know each way of sending emails below.
1. Emailing Candidates from the Talent Pool
The Talent Pool sub-menu in uKnowva HRMS acts as a centralized repository where recruiters can store and manage profiles of potential candidates who may be suitable for future job openings.
These candidates might have been sourced from job portals, employee referrals, networking events, or past applications. Keeping in touch with these candidates is essential to maintaining an engaged talent pipeline.
Instead of reaching out to each candidate individually through external email clients, uKnowva HRMS allows recruiters to send emails directly from the system.
To email a candidate from the Talent Pool, navigate to the Recruitment menu in the side navigation panel and select Talent Pool.
Here, you will find a list of candidates along with their details.
If you wish to send an email, select the candidate by clicking on the checkbox next to their details. Multiple candidates can also be selected.
Once selected, click on the email icon located in the top-right section of the page.
This action opens a pop-up where you can enter the subject and message of the email.
After drafting your message, click the Send button to deliver the email or the Cancel button to discard the action.
This feature ensures that recruiters can quickly connect with candidates for follow-ups, interview invitations, or general updates.
2. Emailing Job Applicants
Job applicants are candidates who have expressed interest in a specific job opening by submitting their applications.
Keeping these applicants informed throughout the hiring process is crucial for maintaining a positive candidate experience.
Whether recruiters need to acknowledge receipt of an application, schedule interviews, request additional documents, or update candidates on their application status, email communication plays a vital role.
uKnowva HRMS provides a dedicated My Applicants sub-menu that displays all candidates who have applied for open positions.
Instead of manually drafting individual emails, recruiters can use the built-in email feature to reach out to applicants directly from the system.
To access this, go to the Recruitment menu in the side navigation panel and select My Applicants.
This section displays a list of candidates who have applied for job openings, making it easier for recruiters to track applicants. Similar to the Talent Pool, recruiters can select one or multiple candidates by clicking on the checkbox next to their names.
Once selected, click on the email icon in the top-right area of the page.
It will open a pop-up where the subject and message of the email can be entered. You can also customize the message for each applicant.
Click on the Send button to send the button or the Cancel button if you want to discard the action.
This functionality is particularly useful for sending interview schedules, assessment details, or updates on application status, ensuring that applicants are kept informed throughout the hiring process.
3. Sending Offer Letters via Email
Once a candidate has successfully completed the recruitment process and is selected for a role, the next step is to formally extend an offer.
The offer letter is a crucial document that outlines the terms of employment, including salary, job responsibilities, benefits, and joining details.
uKnowva HRMS simplifies the process of sending offer letters by allowing recruiters to email them directly from the platform.
Within the Offer Letters sub-menu, recruiters can review candidate details and generate offer letters with ease.
To do this, navigate to the Recruitment menu and select the Offer Letters sub-menu.
This section displays a list of candidates who are at the offer stage and status of their offer letter.
To send an offer letter, locate the candidate and click on the email icon under the Action column.
This opens a pop-up where recruiters can review and modify the details of the offer letter with the accept offer and deny offer buttons within the draft before sending it.
Additionally, a toggle option is available for those who wish to send the offer letter via WhatsApp, providing an alternative communication channel for faster and more direct engagement.
Once everything is finalized, clicking the Send button will deliver the offer letter, while clicking Cancel will discard the action. This feature ensures that candidates receive their offers promptly and with the necessary details for their review.
Communicating with candidates efficiently is a key part of the recruitment process, and uKnowva HRMS provides a comprehensive solution for managing candidate interactions via email.
Whether reaching out to potential hires in the Talent Pool, engaging with job applicants, or sending offer letters, the system streamlines the process, saving time and ensuring professionalism in every interaction.
By allowing recruiters to select multiple candidates at once, personalize messages, and even send offer letters via WhatsApp, uKnowva HRMS enhances the recruitment workflow and improves the overall candidate experience.
These features not only increase efficiency but also help organizations maintain strong communication with their talent pipeline. If you have any questions or need additional support, feel free to contact us at helpdesk@uknowva.com.