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How Automated Candidate & Hiring Team Notifications Work in Sprockets

Learn when Sprockets sends automated email and text messages throughout the hiring process.

Sprockets Help Center

How Automated Candidate & Hiring Team Notifications Work in Sprockets

Sprockets keeps candidates and hiring teams moving through the hiring process with automated email and text messages—from application confirmation through interview scheduling, reminders, offers, and onboarding.

Important: Exact message wording may vary by account or template. Interview reminder timing and copy are standard and are not currently configurable.

Overview

Sprockets automatically sends notifications at key moments throughout the hiring process, including:

  • Application confirmation
  • Interview invitations
  • Interview confirmations
  • Interview reminders
  • Offer letters
  • Onboarding tasks
  • Talent Network job matches

Notifications at a Glance

Application Confirmation

Recipient: Candidate

Channel: Text/email

Timing: Immediately after the application is submitted.

Interview Invitation

Recipient: Qualified candidate

Channel: Text/email

Timing: When the candidate meets the configured score threshold or is manually offered an interview.

Interview Confirmation

Recipient: Candidate and hiring team

Channel: Text/email

Timing: After the candidate schedules an interview.

Interview Reminders

Recipient: Candidate

Channel: SMS

Timing: 24 hours and 1 hour before the scheduled interview.

Offer Letter

Recipient: Candidate

Channel: Text/email

Timing: When the hiring team sends the offer.

Onboarding Tasks

Recipient: Candidate or hiring manager

Channel: Notification

Timing: When a new task requires action.

Talent Network Job Match

Recipient: Talent Network member

Channel: Email

Timing: About 30 minutes after a matching job is activated.

1. Application Confirmation

Trigger: The candidate submits an application.

Purpose: Confirm receipt and set expectations for next steps.

Example: Thank you for applying to [Company]! We've received your application and appreciate your interest. If your experience is a match, we'll reach out with next steps.

2. Interview Invitation

Trigger: The candidate meets the job's configured score threshold—commonly 7 or higher—or a hiring team member manually offers an interview.

Purpose: Invite the candidate to select an available interview time.

Subject: Good news! Schedule your interview with [Company]!

We'd like to invite you to schedule your next interview. Use the link below to select a time that works for you.

[Schedule interview]

3. Interview Confirmation

Trigger: The candidate selects an interview time.

Purpose: Confirm the date, time, position, and meeting details and provide a way to reschedule when available.

Example: Your interview with [Company] for the [Position] role is confirmed for [Date] at [Time]. [Location or meeting link]. Need to make a change? Use this link to reschedule: [Link].

The hiring team also receives a notification with the interview time, candidate contact information, Sprockets Score, and candidate report.

4. Interview Reminders

Trigger: An interview is scheduled and the candidate has not opted out of SMS.

Interview reminders are automatically sent:

  • 24 hours before the scheduled interview
  • 1 hour before the scheduled interview

These reminders apply to scheduled interviews, including in-person and later-stage interviews.

Standard setting: Interview reminder timing and copy are currently standard and cannot be configured.
Example: Reminder: Your interview with [Company] for the [Position] role is scheduled for [Date] at [Time]. [Location or meeting link].

5. Offer Letter

Trigger: A hiring team member moves the candidate to Offer, completes the offer details, and sends it.

Purpose: Deliver the offer by text and email for review and electronic signature.

Offer content may include:

  • Position
  • Location
  • Start date
  • Pay
  • Offer details
  • Signature link
  • Account-specific confirmation or rejection language
Note: Offer content is template-dependent and may vary by account.

6. Onboarding Task Notifications

Trigger: An onboarding task is created or updated and requires action.

Recipient: The candidate for employee tasks or the manager selected on the offer for employer tasks.

If no manager was selected, the notification defaults to the person who sent the offer.

Onboarding tasks may include:

  • Tax forms
  • Policy acknowledgments
  • Background-check steps
  • Employer verification

7. Talent Network Job-Match Email

Trigger: A job is activated and matches a Talent Network member's desired title and geographic area.

Timing: Approximately 30 minutes after activation.

  • If the job is deactivated before the delay ends, the message does not send.
  • Members should not receive repeated emails for the same job.
Example: A new [Position] opportunity at [Company] matches your interests. Review the role and apply here: [Job link].

What Can Be Customized?

  • Application, interview invitation, offer, and onboarding language may vary by account, workflow, or template.
  • Offer letters have dedicated editable content and merge fields.
  • Candidate and company details can be inserted with supported variables.
  • Standard interview reminder timing and copy are not currently configurable.
  • Candidates who have opted out of SMS will not receive text reminders.

FAQs

Can interview reminder timing be changed?

No. Interview reminders are automatically sent 24 hours and 1 hour before the scheduled interview.

What happens if a candidate opts out of SMS?

Candidates who have opted out of SMS will not receive text interview reminders.

Does the hiring team receive an interview notification?

Yes. The hiring team receives the interview time, candidate contact information, Sprockets Score, and candidate report.

Can notification wording vary by account?

Yes. Application, interview invitation, offer, and onboarding language may vary by account, workflow, or template.

Need Help?

Email customer.support@sprockets.ai with your name, role, and details about the notification or workflow you need help with.