Below is a compiled list of all default emails that can originate from Greenhouse Recruiting and the intended recipient of each email.
User management emails
| Recipients | Configurable | |
| User invitations | Designated user | Yes |
| Password reset SSO | Designated user | No |
| Permission changes (if checkbox is selected on Permissions page) |
Designated user | No |
| Hiring plan permissions change | Designated user | No |
| New hire summary | Users who are entered in the modal after Offer Marked as Accepted | No |
| Email verification | Designated user | Yes |
| Bulk user import | The user who uploaded bulk import | No |
| Global email address verification | The global email address being verified | No |
| Default Job Admin welcome message | User invited | Yes |
| Default Site Admin welcome message | User invited | Yes |
Approval emails
| Recipients | Configurable | |
| @mention on approval notes | User @mentioned | Partially |
| Bulk update of Greenhouse approval flows confirmation | The user who bulk-updated approval flows | No |
| Job approval request | Users on the approval chain | No |
| Job approval rejection | Hiring Managers, Recruiters, and users who requested approval | No |
| Job approved/opened | Hiring Managers, Recruiters, and users who requested approval | No |
| Job approved/officially opened (if using 2-stage job approvals) |
Hiring Managers, Recruiters, and users who requested approval | No |
| Offer approval | Hiring Managers, Recruiters, and users who requested approval | No |
| Job approval, begin recruiting approval, offer approval |
The person requesting approval | No |
| Offer/job rejection | Hiring Managers, Recruiters, and the person requesting approval | No |
Application and referral emails
| Recipients | Configurable | |
| Bulk resume receipt (notification of upload and potential errors) |
The user who initiated the action | No |
| Bulk print resume (.pdf of files) | The user who initiated the action | No |
| Bulk print resume failure | The user who initiated the action | No |
| Bulk print resume error | The user who initiated the action | No |
| New candidate added to a job | Users added to notification setting for new candidates or new agency submissions | No |
| New referral added to a job | Users added to notification setting for new referrals | No |
| New candidate referral receipt | The user who submitted the referral | No |
| New prospect referral receipt | The user who submitted the prospect | No |
| Notification that an application was not processed | Candidate | No |
| Exported resumes - success/confirmation | The user who performed this action | No |
| Exported resumes - failure alert | The user who performed this action | No |
| Delete exported resumes - success/confirmation | The user who performed this action | No |
| Delete exported resumes - failure alert | The user who performed this action | No |
| Notifies a user when a note has been submitted by an agency recruiter | The recruiter and coordinator on the job | No |
| Default candidate referral receipt | The user who submitted the referral | Yes |
| Default prospect referral receipt | The user who submitted the prospect | Yes |
Candidate and interview emails
| Recipients | Configurable | |
| Calendar invite failed - there was no invitation attached | The user who scheduled the invite | No |
| Calendar invite failed - you are not a member of that org | The user who scheduled the invite | No |
| Interview reminder | Interviewers on invite | No |
| Unknown interviewers | The user who scheduled the invite | No |
| Interviewers don’t have access to candidate | The user who scheduled the invite | No |
| Scorecard update | The user who signs up for the email in Job Setup | No |
| @mention on scorecard | User @mentioned | Partially |
| @mention on note | User @mentioned | Partially |
| Candidate stage transition | Users added to notification setting for stage transitions | No |
| Follower update when candidate moved | Users who elected to follow the candidate | No |
| Someone submits a take-home test, but the stage no longer exists | Users who created the test | No |
| Take-home test, grading request | User labeled as the grader on the take home test | No |
| Take-home test received | Users who sign up for the email in Interview Kit (graders, Recruiter, Coordinator, other users) | No |
| Notification that a candidate filled out a form | The user who sent the candidate the form | No |
| Candidate status change (rejected/marked as hired) |
Agency user who added the candidate | No |
| Candidate stage change | Agency user who added the candidate | No |
| Notification to agency user that candidate has changed stage/state | Agency user | No |
| Sends an email with the post-candidate experience survey to the candidate | Candidate | No |
| Candidate availability received | The user who requested availability | No |
| Default candidate interview confirmation message | Candidate selected | Yes |
| Default candidate availability request message | Candidate selected | Yes |
| Default candidate rejection | Candidate selected | Yes |
| Default extending offer | Candidate selected | Yes |
| Default interviewer invite | User/interview invited | Yes |
| Default scorecard reminder | The recipient of the reminder | Yes |
| Team email re: candidate packets | Users selected | Yes |
| Default candidate auto-reply | Candidate who replied | Yes |
Report emails
| Recipients | Configurable | |
| Weekly Recruiting Report | Users who sign up for the email in Job Setup | No |
| Weekly Recruiting Report (SHED Button) | Users who sign up for the email in Job Setup | No |
| Send an email with an attachment of an embedded report | The user who is set to receive the report | Yes |
| Sends an email with a link to an unembedded report | The user who is set to receive the report | Yes |
| Report email delivery failed (non-scheduled) | The user who sent the report | No |
| Scheduled report delivery failed | The user who created the scheduled report | No |
| Scheduled report email recipients changed | The user who created the scheduled report | No |
Integration emails
| Recipients | Configurable | |
| Slack notification failed because Slack disconnected | The user who set up Slack notification | No |
| Notification of completing a Docusign doc | The sender of the Docusign envelope | No |
| Workday®️ integration credential failure notification | User with Workday®️ permissions | No |
| A notification that the sender of Maildrop is not in Greenhouse | The sender of the maildrop (nonuser) | No |
| A notification that the sender of a Maildrop is an agency user (and cannot use Maildrop) | The sender of the maildrop (nonuser) | No |
| Maildrop success/confirmation receipt | The user who performed this action | No |
| Notification that the email address for the candidate sent by Maildrop is no good | The sender of the Maildrop | No |
Other emails
| Recipients | Configurable | |
| Daily recruiting email | Users who sign up for the email in My Info | No |
| Follow-up reminder | All users added to follow-up reminder | Partially |
| Job advertisement expiration | The user who created the job ad | No |
| The email you sent has bounced (failed to deliver) | The user who sent the email | No |
| GDPR data to be deleted | The user designated as GDPR Data Protection Officer | No |
| GDPR notification email | The candidate whose data was added to Greenhouse Recruiting | Yes |
| Notifications that an agency user was added to an organization | The agency user who has been invited | No |
| After a user exports data to a spreadsheet, if the export was successful, an email is sent with a spreadsheet link | The user who requested the export | No |
| Webhook failure notification | Email address set as webhook error recipient | No |
| Default EEOC data request | Candidate selected | Yes |
| Default Event prospect auto-reply | Prospect who applied via the Event app | Yes |
Note: Greenhouse Recruiting is not sponsored by, endorsed by, or affiliated with Workday®️.