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Available with all plans: Automated Follow-ups work with Free Forever, Starter, Pro, and Premium plans.

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Automated Follow-ups Overview

Never miss a candidate follow-up again! Hirempire’s automated email system handles professional candidate communication based on status changes, ensuring consistent and timely responses throughout your hiring process.

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How Automated Follow-ups Work

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Trigger-Based Communication

Automatic Email Sending:
  • Status-Based Triggers: Emails sent when candidate status changes
  • Professional Templates: Pre-written, branded email templates
  • Instant Delivery: Emails sent immediately upon status updates
  • Consistent Experience: Same professional tone for all candidates

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Email Types

Sent When: Candidate status changed to AcceptedEmail Contents:
  • Congratulations message
  • Next steps information
  • Company contact information
  • Professional, welcoming tone
Sent When: Candidate status changed to “Rejected”Email Contents:
  • Professional, respectful rejection message
  • Thanks for their interest and time
  • Encouragement to apply for future roles
  • Maintains positive employer brand
  • Optional feedback inclusion
Sent When: Candidate status changed to “Interview Scheduled”Email Contents:
  • Interview confirmation
  • Calendar booking link
  • Interview preparation information
  • Contact details for questions
  • Meeting logistics

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Setting Up Automated Follow-ups

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Initial Setup Process

Step-by-Step Activation:
  1. Navigate to Follow-ups: Go to Auto Follow-ups
  2. Add Calendar Link: Enter your scheduling URL (e.g., Calendly, Acuity, etc.)
  3. Click “Activate”: Enable the automated system
  4. Confirmation: Receive setup confirmation

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Calendar Integration Requirements

Compatible Services:
  • Calendly: https://calendly.com/yourname
  • Acuity Scheduling: Your Acuity booking link
  • Book Like a Boss: Your BLAB scheduling URL
  • SimplyBook.me: Your booking page URL
  • Any scheduling service: That provides a direct booking link

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Managing Automated Follow-ups

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Activation Status

Current Status Display:
  • Active: Green indicator showing follow-ups are working
  • Inactive: Red indicator showing follow-ups are disabled
  • Setup Required: Yellow indicator showing calendar link needed

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Deactivating Follow-ups

When to Deactivate:
  • Taking a break from hiring
  • Switching to manual communication
  • Calendar link no longer valid
  • Testing different communication strategies
Deactivation Process:
  1. Go to Auto Follow-ups
  2. Click “Deactivate”
  3. Confirm deactivation
  4. Follow-ups stop immediately

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Updating Calendar Information

Changing Your Calendar Link:
  1. Navigate to Profile Settings
  2. Update calendar booking URL
  3. Save changes
  4. New link applies to future follow-up emails
Pro Tip: Test your calendar link regularly to ensure candidates can successfully book appointments.

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Email Template Examples

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Acceptance Email Sample

Subject: Congratulations! Next Steps for [Position Title] at [Company Name]

Dear [Candidate Name],

Congratulations! We're excited to move forward with your application for the [Position Title] role at [Company Name].

We were impressed with your qualifications and believe you'd be a great addition to our team.

Next Steps:
Please use the link below to schedule your next interview:
[Calendar Booking Link]

If you have any questions, feel free to reach out to us directly.

We look forward to speaking with you soon!

Best regards,
[Company Name] Hiring Team

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Rejection Email Sample

Subject: Thank you for your interest in [Position Title] at [Company Name]

Dear [Candidate Name],

Thank you for taking the time to apply for the [Position Title] position at [Company Name]. We appreciate your interest in joining our team.

After careful consideration, we have decided to move forward with other candidates whose experience more closely matches our current needs.

We were impressed with your background and encourage you to apply for future opportunities that align with your skills and experience.

Thank you again for your interest in [Company Name].

Best regards,
[Company Name] Hiring Team

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Best Practices

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Calendar Management

Availability Management: Ensure your calendar has sufficient availability slots for candidate interviews to avoid booking conflicts.
Buffer Time: Include buffer time between interviews in your calendar for preparation and note-taking.

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Communication Strategy

Status Updates: Update candidate statuses promptly to ensure timely automated communication.
Personal Touch: While emails are automated, consider adding personal notes for final-stage candidates.

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Follow-up Timing

Quick Response: Automated emails send immediately, providing fast candidate response times that improve candidate experience.

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Integration with Other Features

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Candidate Management Integration

Seamless Workflow:
  • Update candidate status in Candidates dashboard
  • Automated email triggers immediately
  • Candidate receives professional communication
  • Interview booking happens automatically

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AI Screening Integration

Enhanced Process:
  • AI screening identifies top candidates
  • Quick status updates to “Interview Scheduled”
  • Automated interview booking email with calendar link
  • Streamlined progression from screening to interview

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Troubleshooting

Common Causes:
  • Follow-ups not activated
  • Invalid calendar link format
  • Candidate email address invalid
  • Status not properly updated
Solutions:
  • Check activation status in Auto Follow-ups page
  • Verify calendar link format (must include https://)
  • Test with known good email address
  • Confirm status change was saved
Potential Causes:
  • No available time slots
  • Calendar link leads to error page
  • Email went to spam folder
  • Candidate changed mind about position
Solutions:
  • Increase calendar availability
  • Test booking process yourself
  • Follow up personally with high-priority candidates
  • Check email deliverability

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Advanced Features

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Email Customization

Coming Soon:
  • Custom email templates
  • Company branding in emails
  • Personalized message additions
  • Multiple email sequence options

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Benefits of Automated Follow-ups

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Time Savings

Efficiency Gain

Save hours per week on manual candidate communication and follow-up emails

Consistency

Ensure every candidate receives professional, timely communication

Never Miss Follow-ups

Automatic system ensures no candidate is forgotten or left waiting

Professional Image

Maintain consistent, professional communication that enhances employer brand

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Candidate Experience Benefits

  • Fast Response Times: Immediate acknowledgment of status changes
  • Professional Communication: Consistent, well-written emails
  • Personal Connection: Recruiter notes make candidates feel heard and valued
  • Constructive Feedback: Even rejections include helpful, encouraging notes
  • Respectful Process: Professional communication maintains positive relationships

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Next Steps

After setting up Automated Follow-ups:
  1. Manage Candidates - Update candidate statuses to trigger automated emails
  2. Enable AI Screening - Combine automation with AI insights (paid plans)
  3. Optimize Job Postings - Create better job descriptions to attract quality candidates