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Email

RecSphere sends and receives email through your own Microsoft 365 or Google Workspace mailbox, so candidates and clients see messages from your real address. This article covers connecting your mailbox, sending from a record, templates, tracking and bulk send.

Connecting your mailbox​

You only need to do this once.

  1. Open Settings.
  2. Go to Integrations.
  3. Choose Microsoft 365 or Google Workspace.
  4. Click Connect and sign in with your work account.
  5. Approve the requested permissions.

Once connected, RecSphere can send on your behalf and read replies that come back to your mailbox.

Two-way sync

Replies sent to your mailbox from candidates land back in your Inbox automatically.

Sending from a candidate or client record​

To start an email conversation from a record:

  1. Open the candidate or client record (for example, Sarah Williams).
  2. Go to the Communications tab.
  3. Click New message.
  4. Choose Email as the channel.
  5. Write your subject and body, or pick a template.
  6. Click Send.

The email goes out from your connected address, and the message appears immediately in both the record and your Inbox.

Choosing a template​

Templates let you send polished, on-brand emails without rewriting them every time.

  1. In the compose window, click the template picker.
  2. Select a template (for example, 'First contact - Senior Nurse').
  3. Preview the merged content for the candidate.
  4. Edit anything you want to personalise.
  5. Click Send.

Merge fields such as the candidate's first name are filled in automatically. See Message templates for how to create them.

Tracking opens and clicks​

RecSphere can tell you when a candidate or client opens your email and clicks a link inside it. On any sent email, you will see:

  • Opened with the time of the first open.
  • Clicked with the link and the time it was clicked.

These signals help you spot warm candidates and follow up at the right moment.

Bulk send to a saved list​

You can send the same email to a saved list of candidates in one go.

  1. Open Candidates, then Saved lists.
  2. Open the list you want to email (for example, 'Bristol Royal Infirmary - Senior Nurse').
  3. Click New message.
  4. Choose Email and pick a template.
  5. Preview a sample.
  6. Click Send.

Each recipient receives a separate, personalised email with their own merge values, not a group send.

Bounce handling​

If an email cannot be delivered, RecSphere marks the message as bounced and flags the candidate or client email address. A bounced address is shown clearly on the record so you do not keep trying to use it. Hard bounces are skipped automatically on future sends until the address is updated.