Send a candidate a pre-written email from a saved template.
Why it exists Sends consistent, on-brand messages with no writing.
Most candidate correspondence is one of about six recurring messages: acknowledgement, invitation to interview, request for availability, rejection at each of a couple of stages. Rewriting them by hand is slow and produces drift, so the same candidate journey feels different depending on who was on shift. Template mode makes the standard message the path of least resistance. The trade-off is deliberate: templates send as written, with no per-candidate edits, which is exactly what guarantees consistency and exactly why it is the wrong mode for anything sensitive.
How to use it
Open the applicant's "Emails" tab under Activity.
Click "Compose" then choose the "Template" mode.
Pick a template in "Choose a template...".
Check the "Preview" pane — it updates as you change the template.
Note it is sent as-is without modifications.
Click "Send Email".
Good to know
Templates send exactly as written — if you need to change a word for this candidate, use Custom mode instead.
Always check the Preview pane; it shows merge variables filled with this candidate's real details.
A wrong template sent to the wrong person cannot be recalled, so read the name in the preview.
Templates are built and maintained under Settings → Custom Emails.
Why it exists Handles situations no template covers.
The messages that matter most are the ones no template anticipates: negotiating an offer, explaining a delay, responding to a difficult question, or turning down someone who deserves a personal note. Custom mode is for those. The sender choice deserves attention — sending from your connected mailbox means the candidate sees a real person, can reply naturally, and is far less likely to be filtered as automated mail, which is a large part of why the email integrations exist at all.
How to use it
Open the applicant's "Emails" tab.
Click "Compose" then choose the "Custom" mode.
Type the "Subject".
Type the "Message" body.
Watch the "Preview" pane showing exactly what will be sent.
Choose the sender: your connected mailbox, or Canvider mail (notifications@canvider.com).
Click "Send Email".
Good to know
Prefer your connected mailbox for anything personal — replies come back to you and deliverability is better.
The Canvider address (notifications@canvider.com) works without any integration, but reads as system mail.
Sending from a connected mailbox requires Google or Microsoft to be connected and tier 2 or higher.
The message is recorded in the candidate's email history either way, so the thread stays complete.
If you are writing the same custom message repeatedly, turn it into a template.
Full thread of outgoing and incoming candidate emails.
Why it exists Keeps the whole conversation attached to the application.
When correspondence lives in individual mailboxes, nobody else can see it — so a colleague picking up a candidate has no idea what was promised, and a candidate who has already replied twice can be chased as if they had gone silent. Keeping the thread on the application makes the conversation a team asset. It is also the practical answer to "did anyone ever reply to this person?", which is the question behind most candidate-experience failures.
How to use it
Open the applicant's "Emails" tab.
Click "History" to see the message list.
Filter with the "Outgoing" / "Incoming" toggles.
Filter by sender channel using "Integrated" / "Canvider".
Click a message to expand it and read From, To and "Sent via" details.
Opening an unread incoming message marks it as read.
Good to know
Check here before chasing a candidate — a colleague may already have replied.
"Sent via" tells you whether a message went out from a connected mailbox or from Canvider's own address.
Incoming mail capture depends on having an email integration connected.
Opening an unread message marks it read for everyone, so it stops appearing as needing attention.
Email every applicant in a chosen status for one job.
Why it exists Notifies whole candidate groups in a single action.
After a role is filled there are usually dozens of people owed an answer, and the reason they so often do not get one is purely mechanical: sending forty individual emails is an hour of work with no visible reward. Bulk communication reduces that to a minute, which is the difference between a company with a reputation for closing the loop and one without. It is also the right tool for genuine group updates — a delayed decision, a change in the process — where silence generates far more anxiety than the news itself.
How to use it
Open the job's details page.
Click "Bulk Communication".
Choose the group in "Select Application Status".
Pick an "Email Template" or select "Custom Message".
Enter the "Email Subject" and the message body.
Review the "Email Preview" with its placeholder fields.
Tick "Send notification emails to candidates".
Click "Send Emails".
Good to know
Scoped to one job and one status, which is the main protection against emailing the wrong people.
Check the Email Preview carefully — a mistake here goes to every candidate in the group at once and cannot be recalled.
Nothing sends until "Send notification emails to candidates" is ticked.
Write for the group, not for an individual: merge fields personalise the name, not the circumstances.
For a batch that also needs a pipeline update, Bulk Status Update can change status and notify in one step.
Build reusable candidate email templates with merge variables.
Why it exists Saves time on repetitive candidate correspondence.
Templates are where your candidate experience is actually designed. Every applicant to your company receives some combination of these messages, so the tone you set here is your employer brand at scale — far more so than the careers page, because more people read a rejection than a job advert. The merge variables are what keep a mass-produced message from reading like one: a candidate who sees their own name and the role they applied for perceives a personal message even when the body is standard.
How to use it
Go to Settings and click the "Custom Emails" card.
Click "New Template".
Enter a template name (e.g. apologetic_rejection).
Enter the email subject line.
Write the body using the Bold, Italic, Underline and Insert Link toolbar buttons.
Click a variable button to insert {candidate_firstname}, {candidate_lastname}, {applied_position} or {company_name}.
Click "Save".
Use "Load Selected" to edit later, or "Delete Selected" to remove a template.
Good to know
Available variables are {candidate_firstname}, {candidate_lastname}, {applied_position} and {company_name} — insert them with the buttons rather than typing them, so the spelling is exact.
Always send yourself a test through a real candidate flow before rolling a template out; a broken variable is visible to every recipient.
Name templates descriptively (apologetic_rejection, interview_invite_round2) — you will be picking from a dropdown under time pressure.
Templates are company-wide, so edits and deletions affect your teammates' sends too.
Cover the recurring messages first: acknowledgement, interview invitation, and rejection at each stage.
System emails for applications, status changes, invitations and mentions.
Why it exists Keeps candidates and teammates informed without manual work.
Some messages must be immediate to be worth sending at all. An application confirmation that arrives two days later tells the candidate their application went into a void; arriving instantly, it does the opposite. The same applies internally — a mention notification that waits for someone to check the app is not a notification. These messages are automatic precisely because their value is in the timing, and because no one can reliably send them by hand at the moment they matter.
How to use it
No setup required — these send automatically.
Candidates receive an application confirmation when they apply.
Candidates receive a status-change email when you enable notification on a status change.
Teammates receive an invitation email when you invite them.
Teammates receive a mention email when you @mention them in a comment.
Users receive account deactivation and reactivation notices.
Good to know
Status-change emails are the one exception: they only go out if you tick the notification toggle when changing status.
Application confirmations are automatic and immediate, which is why manually added candidates do not receive one.
Mention emails are how teammates find out they were tagged, so an @mention is more reliable than a comment alone.
If a candidate says they heard nothing, check their email history and whether the notification toggle was on.
Tag a teammate in an internal comment to notify them.
Why it exists Pulls the right colleague into a candidate discussion.
The alternative to mentions is switching to Slack or email to say "can you look at this candidate?" — at which point the discussion leaves the ATS and the reasoning behind the decision is lost with it. Mentioning keeps the request and the answer attached to the candidate while still reliably reaching the person, because it sends a real email rather than depending on them noticing a comment. It is the mechanism that makes internal comments a working conversation instead of a place notes go to die.
How to use it
Open the applicant's "Internal Comments" tab.
Start typing your comment.
Type "@" — an autocomplete list of active teammates appears.
Select the teammate you want to notify.
Finish your comment and click "Post Comment".
The mentioned teammate receives an email notification.
Good to know
Only active teammates appear in autocomplete — deactivated users are excluded, so nobody tags someone who cannot reply.
Ask a specific question in the comment. "@Sarah thoughts?" gets a slower answer than "@Sarah does this portfolio meet the bar for senior?".
The notification email is sent on posting and cannot be unsent, even if you delete the comment.
Mentions are internal only; the candidate never sees comments or mentions.