Emails and notifications

By default, emails go out from the HumanEQ address with your organization's name, and replies go to the reply-to address in your brand kit. To send from your own address instead, choose Your own email account and pick your provider: Gmail, Google Workspace, Microsoft 365 / Outlook, Zoho Mail, a sending service (SendGrid, Brevo, Amazon SES) or Other email (SMTP) for any other host. The server settings are filled in for you. Press Step-by-step guide (or Where do I find these? next to the account fields) for a simple guide for that provider: what to have ready, every click on the provider's site, what to type in each box, and fixes for common problems.

1. 1Enter the address to send from and the password. Gmail and Google Workspace need a 16-letter app password (2-Step Verification on, then myaccount.google.com/apppasswords); your normal password won't work. Microsoft 365 needs “Authenticated SMTP” turned on for the mailbox.
2. 2Optionally set the sender name, where replies go, and a daily sending limit (Gmail allows about 500 a day, Google Workspace about 2,000).
3. 3Press Save and send test. Your account is used for candidates only once this test email goes through. Until then, mail keeps going out from the HumanEQ address.

The password is stored encrypted and never shown again; leave it empty when editing to keep it. Changing the server, login, password or address makes the account wait for a new test email.

If your account stops working (password changed, provider limit reached), you get a dashboard notification and an email. With If my account can't send, use the HumanEQ address on (the default), candidates still get every update on time; turn it off to hold emails until your account works again. Team invitations always go out. When your account sends again, it is used again automatically. The email log shows which address each email was sent from.

Every built-in email is grouped by moment: application, screening call, assessment, AI interview, interview with the team, video interview, outcome, joining and induction, and more. Optional emails can be switched off; emails candidates need to take the next step are always on.

Edit a template's subject, inbox preview, heading, body, button label and closing on the Words tab. In the body, a blank line starts a paragraph, double asterisks make text bold, “- ” starts a list, and a line that is only a link becomes a button. Click a variable such as {{first_name}} or {{interview_link}} to insert it.

• Delivery: switch off, branded or plain design, sender name, reply-to, CC and BCC.
• Role versions: different wording for particular roles.
• History: the last 30 saved versions, to preview or restore.
• Preview on desktop, phone or text only, and Send me a test.
• Use the default restores the original.

New creates your own template, which you can send from a pipeline's Send email step. The Variables tab holds reusable values such as {{hr_phone}} (up to 60), available in every template.

Sent log shows every email with its status: Queued, Sent, Failed or Skipped. Failed emails are retried up to three times, and managers can Retry. Skipped means the template is switched off, the email no longer applies (for example the test was already done), or the address is a test address.

The bell shows what needs your team: a remark needed, a candidate waiting in the video waiting room, a panel score in, an interview that needs a check, a campaign that paused, a usage limit nearly used up, overdue onboarding steps and more. Each member only sees notifications for the sections they can open.