Sync your own mailbox to Recruitee and have all communication with candidates in one place.

In this article:

How it works

The mailbox syncing is two-way. In other words, all emails with candidates in your Recruitee mailbox will show up in your own mailbox and all your emails with candidates in your own mailbox will show up in your Recruitee mailbox.

The system scans your emails’ headers (To, From, and Subject) to identify emails with candidates and sync them to Recruitee. All email communication with candidates is thus temporarily stored in Recruitee and will be removed once the candidate is deleted.

⚠️ Things to consider

Don’t add your own email address to a candidate profile

Because the sync is two-way, using your own email address in a candidate profile may cause emails between you and other Recruitee users to appear in the mailbox.

Don’t use your professional email address to apply for an internal role

If you apply for an internal position and use your work mail, the synchronization can lead to confidential emails to appear in Recruitee. Use instead an alternative email address to a professional email.

Be careful when forwarding candidate emails from Recruitee to colleagues

When you forward an email, the amount of synced emails accessible via Recruitee expands. A forwarded email will be turned into a new thread and is still accessible via the candidate profile even if the candidate is not included. You should therefore be extra careful in selecting the right thread when replying back to a candidate.

Archive your jobs as soon as you hire

When a Job is archived, the synchronization between your own mailbox and candidates in that Job will stop. So if a candidate has been hired, it's best to archive the job they're in to prevent further email communication between them and your synced email from appearing in your Recruitee mailbox.

It’s not possible to sync general job inboxes to several Recruitee user accounts

The system allows connecting a mailbox with one user only. You can forward CVs from your job inboxes like jobs@yourcompany.com to the company inbox in your Recruitee account.

Don't reroute emails into different folders in your mailbox
When scanning your external mailbox for messages to sync with Recruitee, the system will only check folders marked as incoming and outgoing in your mailbox. If you route or move emails to another folder, they might not be synced to Recruitee.

Syncing your mailbox

We support connecting three different types of mailboxes:

Gmail

1. Go to Settings > My account > Profile to get to the Email settings.

2. Under Email provider, click Connect next to Google (Gmail).

3. Click Connect.

4. You will be redirected to Google's connect page with further instructions from Google. Please follow them.

5. Once the sync is active, it will synchronize emails from candidates from the last 14 days. Older email conversations cannot be synchronized.

Outlook/Exchange

1. Go to Settings > My account > Profile to get to the Email settings.

2. Under the Email provider, click Connect next to Microsoft (Outlook/Exchange).

3. Click Connect. You will be redirected to sign in to Microsoft (Outlook/Exchange).

4. Allow Recruitee to access your Microsoft info by clicking Yes.

You will be redirected back to Recruitee. Once the sync is active, it will synchronize emails from candidates from the last 14 days. Older email conversations cannot be synchronized.