Hire
Email applicants from your own Gmail or Outlook
Connect your Gmail, Google Workspace, Outlook or Microsoft 365 account to HRGP. Emails to applicants then go out from your own address, and every one is saved with the applicant, next to your texts, notes and calls.
Start from a template, add the interview time or a link to pick a time, and send. With Outlook connected, applicant replies come back into HRGP too.
- Connect your mailbox
- Pick a template
- Add what this applicant needs
- Send and keep the record
- Read replies in one place
How email works in HRGP
Connect your mailbox
Connect Gmail, Google Workspace, Outlook or Microsoft 365. One connection per person, so each person sends from their own address.
Pick a template
Start from a starter template, with the applicant's name filled in.
Add what this applicant needs
Add to message offers the upcoming interview, an unfinished form or assessment, or their link to pick a time.
Send and keep the record
The email goes from your address and is saved with the applicant, with its subject.
Read replies in one place
With Outlook connected, applicant replies come back into the same conversation in HRGP.
Your address, not a no-reply
When you connect your mailbox, HRGP uses it to send the emails you ask it to send, such as messages and interview invitations to applicants. The applicant sees your name and address, and a reply goes to you like any other email.
You can remove HRGP's access at any time from your Google or Microsoft account settings.
Templates and the details applicants need
Starter email templates are ready on day one, with merge fields for things like the applicant's first name and your company name.
Add to message puts the right details in the email for this applicant, and only shows what fits: the time of an upcoming interview, a link to a form or assessment they haven't finished, or their link to pick an interview time. A link in an email does not send or complete the hiring step by itself.
Interview invitations
Interview emails to applicants can carry a calendar file, so the applicant can add the time to their own calendar in one tap. Invitations for outside assessments can also be sent from your connected Gmail or Outlook, and HRGP marks that hiring step as Invited.
Conversations and replies
Each email keeps its subject, and HRGP groups an applicant's emails into conversations, so you can follow one thread from the first message to the last reply.
With Outlook or Microsoft 365 connected, replies from your applicants show up in HRGP, in the same conversation. When you connect Outlook, HRGP asks for permission to read those replies. Replies to a Gmail account do not show in HRGP yet; they stay in your Gmail inbox as usual.
What HRGP reads, and what it doesn't
HRGP looks only at new messages, and opens and saves a message only if it is a reply from one of your company's applicants that the mailbox has already emailed through HRGP. It does not save other mail, does not read mail from before replies were turned on, and does not change or delete anything in your mailbox. Saved replies can be seen by people at your company who use HRGP.
Why it helps
- Applicants see a real person's name and address, not a no-reply address.
- Everything sent to an applicant is in one history your team can see.
- The right interview time or link goes in without copying and pasting.
- Applicants can add the interview to their own calendar.
- HRGP never reads the rest of your inbox.
Email questions
Which email accounts can I connect?
Gmail, Google Workspace, Outlook and Microsoft 365.
Will applicant replies show in HRGP?
Yes with Outlook or Microsoft 365. Replies to a Gmail account are not shown in HRGP yet; they arrive in your Gmail inbox as usual.
Does HRGP read my other email?
No. It opens and saves only replies from your company's applicants that the mailbox already emailed through HRGP, and it never changes or deletes anything in your mailbox.
Does it cost extra?
No. Email is part of the $99 plan.
Related
Email applicants from your own address
Part of HRGP, the HRIS for small business. $99 a month. No per-seat fees. 14-day free trial.