With mailbox syncing, you can email candidates from your work inbox or directly in Tellent Recruitee.
Every message is automatically saved on the candidate’s profile and in the Recruitee mailbox, so your hiring team always has access to the full conversation.
How it works
The sync is two-way:
Emails you send via Recruitee will appear in your work mailbox.
Emails you send from your work mailbox will appear in Recruitee.
Recruitee scans the email headers (To, From, Subject) to ensure that only candidate-related emails are synced.
All synced communication is stored temporarily in Recruitee and will be automatically removed if a candidate is deleted.
📌 Note: Recruitee automatically detects and removes internal email addresses to prevent confidential conversations from appearing on candidate profiles. Read more here.
Best practices
Be careful when forwarding emails. Forwarding a candidate email creates a new thread in Recruitee. This thread will appear on the candidate’s profile, even if the candidate isn’t included in the email.
Always double-check that you’ve selected the right thread when replying to a candidate. |
Archive jobs after hiring. Once a job is archived, syncing between your mailbox and candidates in that job stops. Any future communication will not appear in Recruitee. |
Forward CVs from a shared inbox to your Recruitee inbox. A shared inbox cannot be connected to multiple Recruitee user accounts.
So, if you have a general job email, for example, jobs@yourcompany.com, you can easily forward those CVs to your Recruitee company inbox. |
Avoid moving emails to other folders. Recruitee only syncs emails in folders marked as incoming or outgoing. If you move emails into different folders, they may not sync. |
Prevent internal emails from syncing
When employees apply for internal jobs using their work email, private internal conversations may sync to their candidate profile.
To avoid this, Recruitee automatically removes email addresses that belong to Recruitee users or match internal company domains.
Team member emails — If a candidate shares the same email address as any Recruitee user in your company, that email will be removed from their profile.
Internal domains — You can set specific company domains that should never sync. If a candidate’s email matches one of these domains, it will be automatically removed from their profile.
📌 Note: In both cases, the system removes the email address from the candidate’s profile to prevent syncing. An information box will appear to explain the change.
Set up internal email domains
📌 Note: Only an administrator can set up internal domains.
You can add company email domains to stop syncing messages from internal candidates who apply using work emails.
Here’s how:
1. In Tellent Recruitee, go to Settings > Company settings > Emails.
2. Next to Internal domains, click Edit.
3. Click + Add email domain.
4. Enter the internal email domain(s) you want to exclude from syncing.
5. Click Save.
Sync your mailbox
We support connecting three different types of mailboxes.
Gmail
Gmail
1. Go to Settings > My account > Profile to access the Email settings.
2. Under Email provider, click Connect next to Google (Gmail).
3. Click Connect. You will be redirected to Google’s connect page.
4. Follow the instructions provided by Google. Once the sync is active, it will synchronize emails from candidates from the last 24 hours. Older email conversations cannot be synchronized.
Outlook/Exchange
Outlook/Exchange
1. Go to Settings > My account > Profile to access the Email settings.
2. Under 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.
5. You will be redirected back to Recruitee. The system will check the last 100 emails and synchronize those sent to or from candidates. Older email conversations cannot be synchronized.
Other mailboxes
Other mailboxes
We support connecting to other mailboxes via IMAP/SMTP.
1. Go to Settings > My account > Profile to access the Email settings.
2. Under the Email provider, click Connect next to Other mailbox.
3. Fill in the email address of the mailbox you want to sync, along with your username, password, and SMTP and IMAP settings. Once the sync is active, it will synchronize emails from candidates from the last 14 days.
Disconnect your synced mailbox
To disconnect your mailbox from Recruitee, first connect the Recruitee email.
1. Go to Settings > My account > Profile to access the Email settings.
2. Click Connect next to Recruitee.
3. Fill in a preferred email address and click Use this email.
4. The Recruitee email is now active and your own mailbox is disconnected.
Connect a shared mailbox
1. Go to Settings > Company > Shared mailboxes.
2. Click + New mailbox and select your mailbox provider or click Other.
3. For Google and Microsoft, you are taken to the login page.
4. Enter the email’s login details before being taken back to Recruitee where you can see the email you added is connected.
5. For other mailboxes, you need to enter all the required information.
6. Enter the email signature.
7. Select who can see the shared mailbox.
8. Click Connect.
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