Skip to content
Pitchnhire Documentation

Mailbox

The Mailbox Module in the ATS allows recruiters to send and receive emails directly from the system. It helps streamline communication with candidates during the hiring process.

Key Capabilities

  • Send emails to candidates directly from the ATS.
  • Receive and view candidate replies inside the platform.
  • Use templates to speed up communication.
  • Schedule emails for later sending.
  • Add attachments when sending messages.

Accessing the Mailbox

To access the Mailbox:

  1. Log in to your ATS account.
  2. Click on the Mailbox option in the left-hand menu.
  3. Your inbox will open, showing recent conversations.
Mailbox Module UI

Connecting Your Email

Before using the Mailbox, you must connect your personal email account:

  1. Go to Settings > Email Integration.
  2. Choose your email provider (e.g., Gmail or Outlook).
  3. Authorize the connection using your credentials.
  4. Once connected, your inbox will start syncing.
Connect Outlook or SMTP

Sending Emails to Candidates

Method 1: Send Email from Mailbox

You can send emails directly from your mailbox using either SMTP or Outlook. Only one option can be used at a time.

Steps:

  1. Click on the Mailbox tab in the main navigation menu.
  2. Select your preferred sending option — SMTP or Outlook.
SMTP or Outlook Option
  1. Click on + New Mail to open the email composer.
Click on New Email Option
  1. In the To field, enter the recipient’s email address.
  2. Enter the Subject for your email.
  3. Choose a suitable email template (optional).
  4. Click Send to deliver your message.
Enter Email Details Email with Details

Method 2: Send Email from Job Applications in Job Posting Module

This method allows you to email a candidate directly from their job application.

Steps:

  1. Go to Job Posting from the navigation menu.
Job Posting Module
  1. Select the specific job title you are working on.
Open Job Applications
  1. Open the Applications tab.
Application Tab
  1. Click on any candidate’s application to open it.
View Candidate Application
  1. Scroll to or find the Emails section within the application view.
  2. Click Compose Email.
  3. Type your message and click Send.
Fill All Email Details in Job Application

Method 3: Send Email in Bulk to Multiple Candidates

This is useful when you want to send the same message to several candidates at once.

Steps:

  1. Go to the Applications section from the Job Posting Module.
  2. Select multiple candidates using checkboxes.
Select Multiple Candidates
  1. Click on the Send Mail button at the top.
Send Email in Bulk
  1. Choose or write your message.
Bulk Email Details
  1. Review and click Send.
Send Mail in Bulk with Details

SMTP vs Outlook – Feature Comparison

The email experience in the Mailbox depends on whether you’re using SMTP or Outlook as the email provider.

SMTP (Simple Mail Transfer Protocol)

  • You can send emails easily.
  • You can view your Inbox.
  • You can check your Sent items.
  • However, you cannot send attachments using SMTP.
  • There is no access to Drafts, Trash, or other email folders.

Tip: Use SMTP for quick communication when attachments are not required.

Mailbox SMTP Inbox

Outlook Integration

  • You can send emails.
  • You have access to Inbox, Sent, and Drafts folders.
  • You can send attachments, such as offer letters or resumes.
  • Outlook offers better support for email organization and folder management.

Tip: Use Outlook when you need full email functionality, including sending attachments and managing drafts.

Outlook Inbox Outlook Compose Email