Emails

The Email Center in HRGP allows you to send and manage email communications with applicants and employees directly from the platform.

It is commonly used during the hiring process to provide updates, answer questions, and share important information. You can compose new emails, use templates, attach files, and schedule messages without leaving HRGP.

Connecting Your Email

Before sending emails through HRGP, you must connect your email account.

HRGP currently supports Google Gmail integration.

If you do not use Gmail, you can create a free Gmail account and connect it to HRGP for sending messages. Your Gmail account will be used only to send and synchronize emails through the platform.

To connect your email:

1. Go to Emails.

2. Click Connect Gmail.

3. Sign in to your Gmail account and authorize access.

4. Once connected, your email status will display as Connected.

After connecting your email account, you will be able to send emails directly from HRGP.

Sending an Email from the Email Center

To send an email from the Email Center:

1. Open Emails from the main menu.

2. Click Compose to start a new email. (The compose screen opens automatically when entering the Email Center.)

3. Search for recipients by name, email address, or tags, then select one or more recipients.

4. Write your email subject and message, or choose an Email Template.

5. Click Send Now to send the message immediately, or Schedule to send at a later time.

Emails are sent using your connected Gmail account.

Gmail Synchronization

Emails sent from HRGP are delivered through your connected Gmail account. Because of this, messages you send from HRGP will also appear in your Gmail inbox.

These emails include a special HRGP tag in Gmail that allows the conversation to stay synchronized between Gmail and HRGP.

This means:

• Emails sent from HRGP will appear in your Gmail account

• Replies sent from Gmail will automatically appear in HRGP

• The full conversation stays synchronized in both systems

You can reply either from HRGP or directly from Gmail, and the conversation history will remain consistent in both places.

Accessing Emails from the Applicant Dashboard

You can also access the Email Center directly from the Applicant Dashboard.

To email a specific applicant:

1. Go to ATS → Applicants.

2. Locate the applicant you want to contact.

3. Click the email address listed for that applicant.

Clicking the email address opens the Email Center with the applicant automatically selected as the recipient.

This provides a quick way to contact candidates while reviewing their application.

Using Email Templates

Email templates allow you to reuse commonly sent messages.

Templates are helpful for messages such as:

• Application updates

• Follow-up messages

• Onboarding information

• General communication

To use a template:

1. Open the Email Template dropdown.

2. Select the template you want to use.

3. The template content will automatically populate the subject and message body.

Adding Attachments

You can attach files to emails when needed.

To add an attachment:

1. Click Browse Files or drag files into the upload area.

2. Select one or more files.

3. The files will be included in your email.

Attachments are useful for sharing documents, onboarding materials, or other files.

Email Conversations

The Conversations tab allows you to view past email threads with applicants and employees.

This helps you keep track of communication history directly inside HRGP.

Scheduled Emails

The Scheduled tab shows emails that are waiting to be sent in the future.

From this page, you can review upcoming emails and manage scheduled messages.

Best Practices

• Use email templates for messages that are sent frequently.

• Keep subject lines clear and descriptive.

• Verify recipient selections before sending emails to multiple people.

• Use scheduled emails to send messages at appropriate times.

• Review conversations to stay organized and track communication history.

• Use templates to maintain consistent communication with candidates.

• Avoid sending large attachments when possible.