The system provides the ability to schedule delayed rejection notification in the future. Often times hiring teams will process new applicants as they come in and sending the rejection email immediately might be undesirable. Additionally, there are times when you don't want to immediately send a rejection notice to an applicant such as following an interview or the preference of not sending out rejection notices on Friday afternoons, etc. Delaying the rejection notice will help to streamline applicant processing by allowing the User to select the email to be delivered on a certain day/time rather than having to remember to go back and do it later.
Schedule a Delayed Rejection
- Open an applicant file.
- Click Reject from the Stages tab.
- If the Disposition Code setting is activated, select an applicable code.
- From the Sending Details drop-down select Schedule Rejection and then choose the Send Date to "Send in 24 hours (default selection)", "Send in 48 hours", "Send in 72 hours" or opt to select a "Custom Date / Time".
- The delayed rejection email will be sent from the system in 24, 48, or 72 hours starting from when the User clicks the "Reject" button.
- When selecting a "Custom Date / Time" the delayed rejection will be sent exactly at the designated "Date" and the "Time" entered by the User.
- Use the panel to review the job's default rejection Message template or select another available rejection template from the drop-down.
- Note: The rejection notification template is created and stored in the message templates library. If you make changes to the email when rejecting an applicant, it will not alter the standard template. The changes will apply for that specific applicant only.
- To include one or more supporting documents, use the Add Attachment button.
- Click SCHEDULE REJECTION to send the rejection notification email to the candidate at the designated future time and the applicant will be immediately moved into the "Rejected Stage" for reporting.
When the email is scheduled, the following system actions will occur:
- The Applicant File will display a red badge noting "Rejection Scheduled" at the top right of the applicant profile highlighting a scheduled rejection email is pending.
- A Stream entry will be made listing when the rejection is scheduled to be delivered.
- At the time of sending, the email content will be logged in the "Applicant Messages" tab of the file and a Stream entry will be made listing when the rejection notification was sent by the system.
Cancel a Delayed Rejection
System Users with permission have the ability to cancel a scheduled rejection email before it is sent.
- Open any Applicant File in the current stage of Reject.
- Scroll to the bottom of the Stages tab and click Cancel Scheduled Rejection.
- Use the Move to Stage drop-down to select which Stage the reverted applicant should return to.
- Select Confirm to cancel the scheduled rejection notification.
- Once complete, a Stream entry will record the user and details of the action.
- The candidate will not be aware of any change in their application status, and they will not receive a notification.