The ability to track candidate communications is finally here!
We have added a "Communications" tab to the candidate profile that will house any ATS communications with a candidate—both from within the Flo system in addition to those sent outside of Flo and logged by an admin.
It can be accessed by clicking on a candidate's name to open their full profile.
Logging non-system generated communications
To log a communication that took place outside of Flo, click on the "+New Communication" button.
A modal will appear allowing you to enter the following information:
Communication Type
Date
Sent By (multiple members can be selected)
Sent To (multiple candidates and/or members can be included in this list)
Subject
Description
Once the logged communication is saved, it will appear under the Communications tab within the candidate's profile.
A preview of the message will be visible, and the full message can be expanded using the "details" drop down:
To easily keep track of who logged the communication, a record will automatically be saved by the system.
Once saved by an admin, the following message will be visible:
“This communication was logged by ______.”
Editing a logged communication
The user that logged a communication will have the ability to make edits or delete the entry using the 3 dot menu.
Those who did not originally log the communication will be able to view the message, but will not be able to edit it.
For example, this email was logged by Cynthia, so the logged-in user, Isabel, does not see the three dot menu:
System generated Job emails
Now, all emails that were sent to the candidate from a job will also be logged! This includes:
Job status emails
Update application requests
Each system generated email that is logged will have the following information:
Name of the job
Subject
Sent by: the name of the person that triggered the action that sent the email (i.e. status change)
To: the person that received the email
CC: if applicable, the person that was CC’d on the email
BCC: if applicable, the person that was BCC’d on the email
The body of the message
The date and time the message was sent
A notation identifying that the message was system generated
Agency submitted candidates
If an agency submitted a candidate, and an email is sent to the recruiter, a record of the email will be saved within the candidate’s profile.
In the example below, Diana Allen has "Agency" as her source and was submitted by Bill Walter from Momentum Search Partners.
When the status of Diana’s application is changed to Interview Scheduled, Bill Walter will be sent the email since he represents the contact. A communication on Diana’s profile will also be logged:
🆕 Outreach Event Emails Added to Communications Log
Emails sent to candidates from outreach events are now automatically logged on each candidate’s profile.
📩 Tracked Emails by Event Type
In-Person Event (Non–Invite Only)
Confirmation Emails — sent to candidates who are manually added by an admin or registered via a link.
Update Emails — sent when event details change (before or after the final schedule email).
Reminder Emails — sent prior to the event.
Follow-Up Emails — sent after the event.
Note: Cancellation emails are not currently sent from the system.
Examples:
Registration Confirmation: Sent when a candidate registers using the link.
Profile Request: Sent when a candidate is manually added and a full profile is requested.
Update Email: Sent when event details are changed.
In-Person Events (Invite Only)
Confirmation Emails — for candidates added manually by admin or registered via a link.
Update Emails — before and after the final schedule email.
Approval Emails — for candidates approved through Quick Review.
Denial Emails — for candidates not approved.
Reminder Emails — sent prior to the event.
Follow-Up Emails — sent after the event.
Note: Cancellation emails are not currently sent from the system.
Quick Review: Invite only candidates must be approved through the Quick Review process to receive schedule updates, reminders, or follow-ups.
Webinar (Non–Invite Only)
Non-invite webinar emails are tracked similarly to non-invite in-person events:
Confirmation Emails — for candidates added manually by admin or registered via a link.
Update Emails — before and after the final schedule email.
Reminder Emails — prior to the event.
Follow-Up Emails — after the event.
Note: Cancellation emails are not currently sent from the system.
Webinar (Invite Only)
Invite-only webinar emails follow the same structure as in-person invite-only events:
Confirmation Emails — for candidates added manually by admin or registered via a link.
Update Emails — before and after the final schedule email.
Approval Emails — for candidates approved through Quick Review.
Denial Emails — for candidates not approved.
Reminder Emails — sent prior to the event.
Follow-Up Emails — sent after the event.
Note: Cancellation emails are not currently sent from the system.
Virtual Chats (Non–Invite Only)
Confirmation Emails — for candidates added manually by admin or registered via a link.
Update Emails — before and after the final schedule.Reminder Emails — sent prior to the event.
Follow-Up Emails — sent after the event.Cancellation Emails — sent if a candidate is removed from a time slot.
Note: No emails are sent when the event is deleted.
Examples:
If a candidate’s assigned time slot is deleted, they receive a cancellation email.
If the event is canceled entirely before a candidate’s time slot, no cancellation email is sent.
Virtual Chats (Invite Only)
Invite-only virtual chats follow the same structure as other invite-only events. The candidate must be approved to receive emails after the initial confirmation email.
Confirmation Emails — for candidates added manually by admin or registered via a link.
Update Emails — before and after the final schedule email.Approval Emails — for candidates approved through Quick Review.
Denial Emails — for candidates not approved.
Reminder Emails — sent prior to the event.
Follow-Up Emails — sent after the event.
Cancellation Emails — sent if a candidate is removed from a time slot.
Note: No emails are sent when the event is deleted.