Email communication in Zoho Recruit is changing. With the Zoho Mail Add-on, now you can send emails to your candidates, contacts, and clients. Integrate your favorite email service with Zoho Recruit to save time and carry out all your recruitment communication in Recruit.

Email Limits

In Zoho Recruit, you can send emails either individually or in bulk. The limits for sending emails depend on your account's Edition and are as follows. For the purposes of email limits, a day is considered to be 12 AM to 11:59 PM GMT.

For Individual Emails

The email limit for the organization will be calculated based on the total number of confirmed and active users in the account.

• In the Free Edition: For accounts with fewer than four active and confirmed users, the email limit is calculated as: 50 x no. of active and confirmed users (per day, per organization)
  For, accounts with four or more users, the email limit is fixed at 200 emails per day (per organization). 
  For example, if you have active and confirmed users in your organization’s account, then the total number of individual emails that can be sent per day in the organization 100 (50 x 2) emails. 
  If you have six active and confirmed users, then the total number of individual emails that can be sent will be 200, as that is the fixed limit for more than four users.
• In the Paid Editions: The email limit is 300 x no. of confirmed and active users (per day, per organization). For example, if you have five active and confirmed users in your organization’s account, then the total number of individual emails that can be sent per day in the organization is 1,500 (300 x 5) emails.

For Mass Emails

• The number of mass emails you can send depends on your Zoho Recruit Edition.
• The number of mass emails per day includes autoresponders, active email schedulers, macros, and mass emails.
• You can upgrade the email limit in your organization up to 2,250 emails per day per organization for an additional cost. Please write to us at support@zohorecruit.com to increase your mass email limit.

Sending Email

Through the Candidates, Contacts, or Job Openings Module

1. Click the [Module] tab.
   Module refers to the Candidates, Contacts, Clients, etc. tabs.
2. In the [Module] Home page, select the record from the List View.
3. In the Record Details page, go to the Emails related list and click Send Mail.
   
4. In the Compose Mail page, enter the email message, attach any files, and specify additional email addresses in the CC and BCC fields.
5. Click Send.
   The email will be sent to the recipients and copies of the email will be stored in the Emails related list, in the Sent folder in Zoho Mail, and in your configured mail client.  

Through the Emails Tab

You will only see the email tab if you have the Zoho Mail Add-on in your ATS account.

1. Click the Emails tab.
2. Click New Mail from the left panel.
   When entering the recipient's email address, you can search for clients, candidates, or contacts by entering the first three letters of their name.
   The attachment limit in all Editions for sending emails using the Zoho Mail Add-on is 10MB. 
   

The rest of the process is like writing a regular email. The compose window is similar to any other email compose editor and has a set of editing and formatting options. If you have configured your outbox, then the emails will be sent after a few minutes.

Through your Gmail Account

You can send mails from your Gmail account and view them as sent items in Zoho Mail and in Zoho Recruit.
To get this option working for your Gmail account, configure the Zoho Mail filter for Gmail POP account:

1. Log in to Zoho Mail and navigate to Settings > Filters > Create Filter.
2. In the Filters page:
   
   • Add a Filter Name.
   • Choose a Condition Type from the options. 
   • You can assign a Condition for your filter according to the condition type you selected.
   • You can add an Action to be performed when the condition is satisfied.
   • Click Save.

Note: This process will only work if you have integrated Gmail with Zoho Recruit.

Bounced Emails

There are a few reasons why an email may be bounced and not reach the recipient. They are categorized as hard bounces or soft bounces. Soft bounces are temporary reasons why an email does not reach a recipient. This could be due to one of the following reasons:

• The recipient's mailbox is full
• The email message is too large
• The recipient's server is down

The most common reason for hard bounces is that the email address is not valid. Other reasons why even a valid email address can hard bounce are:

• Email delivery is blocked by the recipient's email server
• The recipient has unsubscribed from the mailing list

If you get an alert message when sending email from Zoho Recruit which says "Mail Address do not exist" a hard bounce may have occurred and you may not be able to send further emails to the same email address. 

Attach Documents

You can send email in two ways: form the Email tab or directly from the record in a module. You can attach documents from your local drive, Zoho Docs, or Google Docs to emails you send. Please note that you can only send emails from the Candidates, Clients, Contacts, and Job Openings modules.

To attach documents:

1. Click the <Module> tab.
   Module refers to the Candidates, Contacts, Clients, etc. tabs.
2. Select a record in the Module Home page.
3. In the Emails related list in the Record's details page, click Send Mail.
4. In the Email Compose window, select the option you want to use to upload an attachment.

Note

• You can only attach from Zoho Docs if you have configured the Zoho Mail Add-on.
• In the Free Edition, the file size for attachments is limited to 3MB.
• In the Professional and Enterprise Editions, the file size for attachments is limited to 10MB.
• The file size for attachments for Zoho Mail Add-on users in any Editionis limited to 10MB.
• You can attach a maximum of five attachments from Zoho Docs to a single email.

Receiving Emails

When you receive an email, the Zoho Mail servers fetch it to your Zoho Mailbox. The same email is then fetched into Zoho Recruit. Your received emails that are related to a particular lead, contact, or potential will then be listed in the Emails section in that candidate, contact client, or job opening's page. Emails related to the main contact associated with the job opening are listed in the Email section of the Job Opening page.

Important Notes:

• If you configure the Zoho Mail Add-on in an account with the record-level sharing option, you will need to enable the sharing option for each candidate, client, contact, or job opening.
• If you configure your Zoho Mail as a private account, you can still view other users' emails provided they have enabled.
• There will be no emails displayed in the Email section for candidates, clients, contacts, and job openings with no email address.
• If any changes are made to the email address for candidates, clients, or contacts, only the emails linked to the new email address will be fetched. Emails linked to the previous email address will no longer be available in the ATS.
• If changes are made to in the mailbox of the email address configured for Zoho Recruit, emails in the previously configured mailbox will no longer be displayed, but will still be available in Zoho Mail.
• Emails for deactivated users will not be displayed in the candidate, client, contact, or job opening pages, but can still be viewed in the individual's email account.
• Archived emails from your account will also be listed when searching emails for a particular contact.