Managing Your Inbox
Stay organized and responsive with your candidate communications. Learn how to manage messages, conversations, and maintain professional relationships with applicants.
Inbox Overview
Access your inbox by clicking Inbox in the main navigation or the message icon in the top bar. Your inbox is organized into several sections:
- All Messages: Every conversation in one place
- Unread: New messages requiring attention
- Starred: Important conversations you've marked
- Archived: Completed or closed conversations
- By Job: Filter messages by specific job postings
Use keyboard shortcuts for faster inbox management: 'E' to archive, 'S' to star, 'R' to reply, and 'Esc' to close a conversation.
Reading and Replying to Messages
Open Conversation
Click on any conversation in your inbox to view the full message thread. You'll see:
- Candidate's name and profile picture
- Job position related to the conversation
- Complete message history
- Candidate's application status
- Quick actions (schedule interview, move stage, etc.)
View Candidate Context
The right sidebar shows important candidate information:
- Resume/CV attachment
- Application details
- Previous interactions
- Notes from team members
- Tags and labels
Compose Reply
Type your response in the message box at the bottom:
- Use rich text formatting (bold, italic, lists)
- Add attachments (job descriptions, company info)
- Insert template responses for common questions
- Include calendar links for scheduling
- @mention team members to loop them in
Candidates who receive responses within 24 hours are 4x more likely to remain engaged. Set up email notifications to stay responsive.
Send Message
Click "Send" or press Ctrl/Cmd + Enter to send your reply. The candidate receives an email notification and can reply directly from their email or the platform.
Organizing Conversations
Starring Important Messages
Mark critical conversations for quick access:
- Click the star icon next to any conversation
- Access starred messages from the "Starred" filter
- Use for top candidates or urgent follow-ups
Archiving Conversations
Keep your inbox clean by archiving completed conversations:
- Select conversations to archive
- Click "Archive" button or press 'E'
- Archived messages are hidden from main inbox
- Access anytime from "Archived" section
- New replies automatically unarchive the conversation
Using Labels and Tags
Categorize conversations with custom labels:
- Priority: High, Medium, Low
- Stage: Screening, Interview, Offer
- Status: Hot Lead, Following Up, Waiting
- Custom Tags: Create your own categories
Create a consistent labeling system across your team. This makes handoffs seamless and ensures everyone understands conversation context at a glance.
Bulk Message Actions
Manage multiple conversations simultaneously:
Selecting Multiple Conversations
- Click checkboxes next to conversations
- Use Shift+Click to select range
- Select all visible with checkbox in header
Available Bulk Actions
- Mark as Read/Unread: Change read status
- Archive: Archive multiple conversations
- Star/Unstar: Bulk star management
- Apply Labels: Tag multiple conversations
- Assign to Team Member: Delegate conversations
- Move to Job: Reassociate with different position
Search and Filters
Find specific conversations quickly with powerful search:
Basic Search
Search by:
- Candidate name
- Message content
- Job title
- Date range
Advanced Filters
Combine multiple criteria:
- Status: Read, Unread, Starred, Archived
- Job: Filter by specific job posting
- Date: Today, This Week, This Month, Custom
- Has Attachment: Conversations with files
- Assignee: Messages assigned to specific team members
- Labels: Filter by tags
Saved Searches
Save common filter combinations:
- Apply your filters
- Click "Save Search"
- Name the search
- Access from sidebar for quick filtering
Quick Reply Templates
Save time with pre-written responses for common situations:
Using Templates
- Click "Templates" button in message composer
- Select appropriate template
- Template inserts into message box
- Customize as needed
- Send
Common Template Types
- Application Acknowledgment: Confirm receipt of application
- Interview Scheduling: Propose interview times
- Request Additional Info: Ask for missing details
- Status Update: Inform about application progress
- Rejection (Respectful): Decline politely
- Offer Extension: Make job offer
Creating Custom Templates
- Go to Settings > Message Templates
- Click "New Template"
- Write your template with placeholders
- Use variables: {candidate_name}, {job_title}, {company_name}
- Save and categorize
Always review and customize template responses before sending. Generic, obviously templated messages can feel impersonal and reduce candidate engagement.
Team Collaboration Features
For team accounts, collaborate on candidate conversations:
Assigning Conversations
- Assign conversations to specific team members
- Assignee receives notification
- Shows ownership in inbox
- Prevents duplicate responses
Internal Notes
- Add private notes visible only to your team
- Share observations about candidates
- Document interview feedback
- Track next steps
@Mentions
- @mention colleagues in notes or messages
- They receive notification
- Keeps everyone in the loop
- Great for handoffs or questions
Inbox Settings and Preferences
Customize your inbox experience:
Display Options
- Conversation View: Threaded or individual messages
- Density: Compact, Normal, or Comfortable spacing
- Preview Length: How much message text to show
- Auto-Advance: Automatically open next conversation after archiving
Notification Settings
- Email notifications for new messages
- Desktop/push notifications
- Notification frequency (real-time, digest)
- Do Not Disturb schedule
Auto-Responses
- Set up vacation/out-of-office auto-replies
- Automatic acknowledgment for new messages
- Business hours response expectations
Inbox Management Best Practices
Inbox Zero Goal
Aim to clear your inbox daily by replying, archiving, or delegating. This prevents important messages from getting lost.
Respond Within 24 Hours
Even if it's just to acknowledge receipt, quick responses show professionalism and keep candidates engaged.
Use Labels Consistently
Establish a labeling system and stick to it. This makes searching and filtering much more effective.
Set Message Boundaries
Communicate your business hours and expected response times. This manages candidate expectations appropriately.
Archive Regularly
Don't let your inbox become cluttered. Archive completed conversations to maintain focus on active candidates.
Frequently Asked Questions
Can candidates see when I've read their message?
Yes, read receipts are enabled by default. Candidates see "Read" status with timestamp. You can disable this in Settings > Privacy if preferred.
What happens to messages when a job is closed?
All messages are preserved and accessible in your archived conversations. You can still reply to candidates even after a job is closed.
Can I delete messages permanently?
For compliance reasons, messages cannot be permanently deleted. However, you can archive them to remove from your active inbox view.
How do I export conversation history?
Open any conversation, click the three-dot menu, and select "Export Conversation." You can export as PDF or CSV for recordkeeping.