Sending automatic rejection emails to unqualified applicants

Note: This feature is available for paid/Pro accounts only.

An optional feature you can enable on your CareerPlug account is the ability to send disqualified applicants an automatic rejection email and mark them as inactive in your system. This will save you time and potentially strengthen your hiring brand because it’ll be even easier to follow up with all applicants.

We recommend waiting until you have monitored your disqualified applicants and adjusted prescreen questions to accurately disqualify applicants before enabling this change.  

How it works

When an administrator on your account enables the ‘Auto-Reject Applicants’ feature, they will be prompted to adjust the automatic rejection email settings. First, you should specify how long after an applicant applies and is marked as disqualified that they should receive the rejection email. In addition, you should set the rejection email template (only one can be used for this feature). Learn how to create a new rejection email template.

After you enable the feature, you will have the option to send rejection emails to any currently disqualified applicants that you may have. Whether you choose to do so or not, once you save your settings, they will be applied to new applicants who get marked as disqualified based on their answers to prescreen questions. Rejection emails are sent based on the applicant’s local time zone, and they will only be sent during normal business hours.

Enabling the feature

If you want to send automatic rejection emails, an administrator on your account should navigate to Account > Manage Hiring Process. Click the Auto Reject Applicant link on the left side of your screen.

navigating to the setting

Click the button to Enable Automatic Rejection of Applicants.

enable auto-rejection

On the following page, specify how many business days after a disqualified applicant applies that they should be rejected (1 to 30 days). We recommend 3 days. Select the rejection email template that you would like to send to disqualified applicants. Learn how to create a new rejection email template.

select your rejection template

Click Save when you are finished specifying your settings.

On the following page, you’ll be asked if you want to send rejection emails to your currently disqualified applicants, if you have any. If you choose to do so, those rejection emails will be sent in 1 hour from now.

option to reject currently disqualified applicants

Regardless of what you choose, new disqualified applicants will now receive the rejection email template that you specified. Rejection emails are sent based on the applicant’s local time zone and are only sent during normal business hours.

An applicant named Adam lives in California and applies to a job at your company at 1 am PST on December 8th. He is disqualified for the position because it requires 5 years of sales experience and he just graduated high school. You have configured automatic rejections to happen 3 days after the applicant applies. On December 11 at 8 am PST, Adam receives an automatic rejection letter and his applicant record in CareerPlug is marked as inactive.

Viewing scheduled rejections

When you are viewing your list of disqualified applicants and you have configured automatic rejections, you’ll be able to see the rejections showing as scheduled emails. This will let you confirm that automatic rejection emails are going out.

scheduled rejection email

Preventing rejecting applicants that you want to consider

If you contact a disqualified applicant or move them forward in the hiring process, they will no longer be flagged as disqualified and will instead be moved to the main applicants view. They will not receive an automatic rejection email.

This is one of the reasons why we recommend allowing at least 3 days before sending an applicant a rejection email — this gives you time to scan your Disqualified applicants bucket for any candidate you might want to consider.

This is especially important if you are using disqualifying prescreen answers for the first time and would like to monitor if your disqualifying answers are flagging applicants that should in fact be rejected. Learn more about using prescreen questions to disqualify applicants.