Email

Overview

The Email settings control who receives Kraken Careers notifications and which sender and reply addresses are used.

Go to Careers → Settings → Email.

Use the links below to jump to a section:

Global Email Controls

The Global Email Controls section provides default values for internal notifications.

Send To Email

Enter the email address or addresses that should receive internal notifications.

Separate multiple addresses with commas.

From Name

Enter the name recipients should see as the sender.

From Email

Enter the authorised email address used as the sender.

Use an address on your website’s domain where possible. A sender address from another domain can reduce delivery success or trigger sender verification rules.

Reply To

Enter the address that should receive replies.

This can be different from the From Email address.

Global values can be reused by notification sections through the default placeholders shown in the settings fields.

Candidate and Reference Notifications

The candidate and personal reference sections control sender information for messages sent outside the internal staff group.

These sections include notifications such as:

  • Thank You For Applying
  • Candidate Evaluation
  • Candidate Offer
  • Candidate Hired
  • Candidate Rejection
  • Candidate Communication Reply
  • Schedule Interviews
  • Interview Information
  • Interview Message Reply
  • Reference Questionnaire Request
  • Reference Questionnaire Reminder

For each available notification, you can set:

  • From Name
  • From Email
  • Reply To
  • BCC, where provided

The message wording and subject are managed under Templates.

Changing a sender or reply address does not change the subject or message body.

BCC

Use BCC to send a hidden copy to another address when the field is available.

Separate multiple addresses with commas.

Use BCC carefully. Every address receives a copy of the notification, which may contain private candidate or reference information.

Internal Staff Notifications

Internal staff notifications are sent to users or configured recipients when activity occurs in the recruitment workflow.

These include:

  • New Candidate Received
  • Interviewer Added
  • Interviewer Evaluation Reminder
  • Reviewer Added
  • Reviewer Removed
  • Reviewer Activity
  • Job Closed / Expired
  • Interview Schedule Completed
  • Reference Questionnaire Completed

Each notification uses sender and reply settings from the Email page. Some notifications also have their own recipient controls.

The email template for each notification is managed under Templates.

New Candidate Notification Recipients

New Candidate Received uses notification rows to define who receives new application alerts.

Each row can contain:

  • Label
  • Send To Email
  • From Email
  • From Name
  • Reply To
  • BCC

The first notification row is locked as the default row. You can add additional notification rows when different jobs need different recipient groups.

To add a notification row:

  1. Open Careers → Settings → Email.
  2. Expand New Candidate Received.
  3. Select Add Notification.
  4. Enter an admin label.
  5. Enter the recipient and sender details.
  6. Select Save Settings.

After creating a notification row, select it under Candidate Notification when editing a job.

The job setting determines which new candidate notification configuration receives that job’s applications. It does not assign reviewers.<h2 id=”notification-specific-email-details”>Notification-Specific Email Details</h2>

Most notification sections inherit the global sender values by default. You can replace those defaults with notification-specific values when a particular workflow needs a different sender or reply address.

Use notification-specific settings when:

  • A separate department should receive replies.
  • Interview messages should use a recruiting address.
  • Reference requests should come from a verified HR address.
  • Internal alerts should use a different sender identity.

The following behaviour is fixed by the workflow and is not controlled by sender settings:

  • Interviewer Added is sent to each attendee listed for the interview.
  • Interviewer Evaluation Reminder is sent for an unfinished, active, unexpired evaluation.
  • New Candidate Received recipients are selected through the job’s Candidate Notification setting.
  • Reviewer Added and Reviewer Removed are sent when reviewer assignments change.
  • Reviewer Activity covers new notes and candidate communication responses.
  • Candidate and reference messages use their private links generated for that recipient.

The Interviewer Evaluation Reminder is scheduled for three days after the interview ends when the evaluation remains unfinished, active, and unexpired. Delivery also depends on WordPress scheduled tasks and email queue processing.

Save and Test Email Settings

Select Save Settings after changing email controls.

Then test the workflow that uses the changed notification:

  • Submit a test application for Thank You and New Candidate notifications.
  • Send a candidate communication to test candidate messages.
  • Send interview information to test candidate and interviewer messages.
  • Assign a reviewer to test reviewer notifications.
  • Send a reference questionnaire to test reference messages.

Check the From Name, From Email, Reply To, recipient list, subject, message links, and BCC delivery.

Use a real test address that you can access. Do not send private candidate information to an address that should not receive it.

Troubleshooting

No Email Is Sent

Check that the relevant workflow was completed and that the notification is enabled by its workflow settings.

Then review the email queue and the site’s WordPress email delivery configuration. Saving Email settings does not send a test message.

The Email Goes to the Wrong Recipient

For internal new-candidate alerts, check both locations:

  1. Careers → Settings → Email → New Candidate Received
  2. The job’s Candidate Notification setting

For other notifications, check the workflow recipient, such as the interview attendee, reviewer, candidate, or reference.

The Sender Is Wrong

Review the notification-specific From Name and From Email fields.

If they contain the global placeholders, check Global Email Controls. A notification-specific value overrides the global value.

Replies Go to the Wrong Address

Check the notification’s Reply To field.

If it uses the global Reply To placeholder, update the global value. If it contains a specific address, edit that notification directly.

Emails Are Not Delivered

Use a From Email address authorised by your website’s domain.

Then check the site’s mail delivery service, DNS sender authentication, spam folder, and email queue. Kraken Careers can queue a message successfully even when the receiving mail server later rejects it.

New Candidate Emails Are Not Sent for One Job

Open the job and check Candidate Notification.

Make sure a valid notification row is selected. Then confirm that the selected row has a recipient address under New Candidate Received.

Candidate Emails Use the Wrong Wording

Edit the relevant message under Careers → Settings → Templates.

Email settings control delivery addresses and sender details. Templates control the subject and message content.

The Interviewer Evaluation Reminder Has Not Arrived

Check that:

  • The interviewer has an email address.
  • An evaluation was assigned to the attendee.
  • The evaluation is unfinished, active, and unexpired.
  • At least three days have passed since the interview ended.
  • WordPress scheduled tasks and email queue processing are working.

The reminder is scheduled after the interview ends and may not arrive at an exact minute.

An Interviewer Did Not Receive the Evaluation Button

Confirm that the attendee was added under Attending Interview, an evaluation was selected for that attendee, and Send Interview Information was used.

The Candidate Evaluation button is added automatically for an unfinished assigned evaluation. It is not manually added through the Email settings.

A BCC Recipient Received Private Information

Review every BCC field, including the notification-specific sections.

Remove addresses that should not receive candidate, interview, offer, evaluation, or reference information, then save the settings.

Changes Do Not Appear in a Sent Email

Email settings changes apply to future messages. They do not change an email that has already been sent or queued with its original details.

Check the email queue and send a new test message after saving the updated settings.