Skip to main content

Inbox and notifications

RecSphere keeps you on top of conversations through the communications inbox, the top-bar communications menu and the contact log on each record.

Communications inbox​

Open Communications > Inbox to work with shared or connected mailboxes you have access to. The inbox can show emails from company inboxes, including configured vacancy or jobs inboxes.

For shared vacancy inboxes, check whether the sender is recognised as a contact in RecSphere. A recognised contact can be matched to a client, which allows vacancy parsing to understand which client the job belongs to.

If the sender is not yet a contact, use the add-contact action where available. Select the client, confirm the contact name and email address, and save. Once the sender is linked to a client, future parsing can use that contact relationship.

Vacancy parsing needs a client contact

RecSphere should only parse vacancy emails where the sender can be matched to a known client contact. This helps avoid spending parsing effort on generic notifications, spam or emails that do not belong to a client vacancy workflow.

The communications menu​

The communications menu sits in the top bar, available from wherever you are in RecSphere. Open it to see the notifications panel, which gathers your latest activity across channels into one place.

The notifications panel​

The notifications panel shows three notification types, each with a count:

  • Gold for in-app notifications.
  • Blue for email notifications, once your mailbox is linked.
  • Green for unread WhatsApp.

Click the panel to read your notifications. Each one links through to the relevant record, so you can act on it without hunting for the candidate or client first.

An @ mention in a candidate or record note appears here as an in-app notification, and also emails the tagged colleague.

Linking your mailbox

Blue email notifications appear only once your mailbox is linked. See Email to connect Microsoft 365 or Google Workspace.

Acting on a notification​

Each notification is a link to the record it relates to. Click it to open that candidate, client, vacancy or other record, then reply, log an outcome or pick up the task from there.

The contact log on a record​

The full communication history lives on the record itself. Every candidate record has its own contact log in the top right, holding the complete history with that candidate: SMS, calls, emails and WhatsApp in one place. Client records carry the same log.

  • Filter the log by channel to show only calls, only emails, or only WhatsApp.
  • Click any item to open its detail.
  • Communications migrated from a previous system appear in the same contact log alongside everything recorded in RecSphere, so the history is complete from day one.

To compose an email or start a call from a record, click any gold email address or phone number; the message is logged back to the contact log automatically.

Call detail​

For an Aircall call logged in RecSphere, the call detail shows:

  • The transcription.
  • The call summary.
  • The topics and action items.
  • The recording, with a play button that streams it straight from Aircall.

Because the recording streams from Aircall, you do not need to log in to Aircall separately to listen back to a call.