WHAT IS THE EMAIL AND CALENDAR FUNCTIONALITY?
The email and calendar function allows you to connect or sync your own email account to JTGO. Emails can be sent from your email address, within JTGO, and candidates can reply directly to your email address.
Candidate's replies can automatically appear against their record in JTGO, keeping all your email correspondence together within the system.
If a candidate sends a speculative enquiry by email, you can convert the candidate into an applicant in JTGO or add them to a talent pool straight from the email received.
You can also view your inbox and calendar from within JTGO.
What's included in this guide:
- Sending an email
- Viewing candidates' replies in JTGO
- What if the Reference Number isn’t included in the Email Subject?
- Converting a candidate to a role:
- Adding an interview to your personal calendar:
- FAQs
Can everyone see my calendar and emails?
No, only the JTGO user account synced with your own email account has visibility of your full email inbox and calendar.
However, if a candidate replies to an email, other HR Superusers will be able to view the ‘Received Emails’ against the candidate's record for that job.
How do I set up the email and calendar function?
Whilst logged into JTGO, on the right-hand side, click on the circle icon with your initials.
Select User Settings.
Click on ‘Account’ and enter the email address that you would like to sync with JTGO. Now ‘Save’.
Your email provider will then present various screens directing you to login to your email account. Follow the on-screen instructions to give permission to sync your email account with JTGO.
You also have the option to add a signature. If you're sending JTGO emails from your own email address, the email signature will automatically populate from the signature entered here.
We recommend you add a signature to save time later when sending emails.
 | Once you have connected your email account, your email inbox and Calendar can be accessed from the Quick Links menu.
‘Quick Links’ can be opened from any page in JTGO by clicking on the 9-dot grid icon in the top left-hand menu. |
If you wish to unlink your email account with your JTGO account, simply click ‘Unlink’ next to the email address text box.Sending an email
Once you have synced your email account with your JTGO login, any emails that you send via the Communicate menu will automatically appear ‘from’ your own email address.
- Please note the merge field displayed in the email subject. If you want candidate's replies to automatically update the candidate's record in JTGO, the job reference number must be included in the email subject.
- All standard emails from JTGO automatically include the Job Reference merge field in the subject, but you should consider adding this merge field if you create new email templates from now on.
- Any automated system emails will continue to be sent ‘from’ your default system email address chosen at implementation, this includes.
- Acknowledgement emails to confirm receipt of a new application.
- Any emails connected to a status change like ‘Reject after application + email’.
- Replies to these emails will be directed to your defaulted system email inbox, however, unless this is the same as your own email address that you have synced with JTGO, candidate replies to these emails will not automatically update within JTGO.
Viewing candidates' replies in JTGO
- If a candidate sends an email or replies to your synced email account (provided that the Email Subject includes the Job Reference Number) the email will automatically update in the candidate's record against the job in JTGO.
- An ‘unread email’ icon appears in the list of candidates to indicate that a new email message has been received.
To view the email within JTGO, click on the candidate's name, ‘History’ and ‘Received Emails’.
- Emails are displayed in the Received Emails table.
- Click on the Email Subject to view the email content and any attachments.
Once a user has clicked to view the email in JTGO:
- The ‘Read on’ column displays the date the email was read.
- The ‘Read by’ column displays the name of the user who read the email.
Any HR Superuser can view Received Emails from the candidate record. JTGO will record the name of the first user that reads the email.
What if the Reference Number isn’t included in the Email Subject?
The ‘Add to Candidate’ feature allows you to attach an email to an existing candidate, even if the email doesn’t include a job reference.The system will notice that the candidate has a profile on the system from their email address.
Select Add to Candidate
Once the system has noticed which candidate profile the email address is related to, you will be presented with a list of jobs that the candidate has applied for.
You will then be able to select the job reference of the role that the email is relating to. Once selected, the email will be added to Received Emails in the candidate record against the job.
If a candidate has not applied for a role, when you select ‘Add to candidate’ option, you will be presented with an error message that states, “No candidate exists in the system with this email address”.Converting a candidate to a role:
Go to ‘My Emails’ and locate the email that the candidate has sent and click ‘Convert to candidate’.
When you have clicked Convert to Candidate, the ‘from’ email address used in the email is automatically used as the email address of the candidate record.
The candidate's first and last name is also populated (based on their email address) however you may need to correct this.
Use the radio buttons to choose to add the candidate to a job or a talent pool and use the ‘Select’ to find which job or talent pool to add the candidate to.
If the candidate has emailed attachments, this information will also be displayed, and you can select which document to add as the candidate's CV or Cover Letter.
Once saved, the system will then add the candidate to the selected job as an incomplete application.
The candidate will receive an email advising how to log in and complete their application.
Convert to candidate can only be used for candidates who are not already registered in the system.
You will receive a prompt if the candidate’s email address already exists and can then choose to add their application to another job or talent pool.
Adding an interview to your personal calendar:
When setting up interviews, you are presented with the option to ‘Add to Personal Calendar’.
Any interviews arranged where the ‘Add to my Personal Calendar’ option has been selected, will automatically create an event in the calendar of your connected email account.
| Once you have connected your email account, your Calendar can be accessed from the Quick Links menu. ‘Quick Links’ can be opened from any page in JTGO by clicking on the 9-dot grid icon in the top left-hand menu. |
FAQs
Who will my emails be ‘from’?
It depends on how you send the email.
If you have connected your own email account to JTGO and then use Communicate > Send Email to send an email to candidates, the email generated will be ‘from’ your connected email account.
Any automated system emails will continue to be ‘from’ your default system email address chosen at implementation, this includes.
- Acknowledgement emails to confirm receipt of a new application.
- Any emails connected to a status change like ‘Reject after application + email’.
If a candidate replies to an email and adds attachments, do the attachments show in JTGO?
Yes, any candidate responses containing attachments will display a paperclip icon in the subject column. To download the attachments, you can open the email and click on the download icon.
Which signature is used?
There are two signature fields in JTGO – One connected to your personal email account that you have connected to your JTGO user profile. This can be found by clicking the circle with your initials in the top right-hand corner and clicking ‘account’.
The other signature is found in Settings > System Users. Signatures saved here will automatically populate any emails generated that are not from your connected email account.
