In this article you'll find a detailed description of the content, function, and send-times for every email you can configure for Flo Recruit's three virtual event types - Webinars, Virtual Chats, Interviews - in that order.

For each email, there are three sections:

What's in it?

When does it send?

What if I need to make a change?

There is also an FAQ section section at the end of the article.

Happy auto-emailing!


Event Type: Webinar

Confirmation Email to Candidates

What’s in it?

Send students an email to confirm their registration for the Webinar! This is a plain text email -- not formatted or branded with HTML. Our default text includes the conferencing link field, which we definitely recommend keeping, so students have the webinar link on file for the day of the event. They will not receive the link again unless you send a reminder email outside of Flo Recruit redistributing it.

When does it send?

Webinar confirmation emails trigger when a candidate uses the Registration Link that you send them to sign up, or alternatively, when you add them manually to the event. You can add candidates manually via spreadsheet upload by clicking Manually Add Candidates after creating the Webinar.

What if I need to make a change?

If you update any Webinar details that affect candidates -- date, time, event title, conferencing link -- by editing the event, candidates will receive updated confirmation emails reflecting the change. Making a change to the text of the Confirmed Schedule Email, however, will not trigger a second, updated confirmation to candidates who already received one; rather, it simply means anyone who registers moving forward will receive the updated email.

Follow Up to Candidates

What’s in it?

Send students a follow up email after the conclusion of the event. You could send firm information, link them to your website, or include the Registration Link for your next event! This is a plain text email -- not formatted or branded with HTML.

When does it send?

You can schedule this email to send one, eight, or 12 hours after the End Time you input when you create the event in Flo Recruit.

What if I need to make a change?

If you need to correct or add information to the follow up email after it already went out to candidates, you will need to send another email outside of Flo Recruit. You could navigate to the candidate database, filter it to this Webinar event, download the registered candidates, and use that email list to contact the candidates externally.

If you want to make an edit to the follow up email before it has gone out, go for it!

Outlook Calendar Invite to Members

What’s in it?

Send Members who may want to attend or participate in the Webinar, like panelists or presenters, a calendar invitation. The invite will send as an email prompting the Member to add the event to their calendar. Most employers’ settings are such that the invite will only appear on the Member’s calendar if the Member accepts it. Make sure to set your Organizer contact to whichever Admin you’d like to receive the RSVPs from these appointments!

When does it send?

The Outlook invitation email sends as soon as you add a Member to the Webinar. You can add Members via spreadsheet upload by clicking Manually Add Members after creating the Webinar.

What if I need to make a change?

If you make a change to the event that affects the Outlook appointment -- like the custom body text, Event Title, date, time, or conferencing link -- the invites will automatically update. If you delete the Webinar, the Outlook invites will cancel.


Event Type: Virtual Chats

Confirmed Schedule to Candidates

When does it send?

Send students an email to confirm their Virtual Chats schedule! This email triggers when a candidate uses the Registration Link that you can send to prompt them to self-schedule, or alternatively, it will trigger when you add them to Virtual Chats session(s) on your end and click Save in the bottom right.

What’s in it?

The confirmation email contains the candidate’s chat schedule, as well as a:

  • “Join Virtual Room” button that takes them to Flo Recruit’s virtual lobby for video calls.

  • Update Profile button through which candidates can edit their answers to Qualifying Questions and upload new documents.

  • Modify Reservation button through which candidates can change or cancel their sessions until registration closes.

  • Add to Calendar button.

  • List of Members hosting each of their chats. If your Member profiles include Bio Links, their names will be hyperlinked so students can read the bios.

  • Event Organizer email address as a contact for questions.

What if there’s a schedule change?

If you update any of the information previously distributed in confirmation emails -- date, time, Member, event title -- by editing the event, the affected candidate(s) will receive updated confirmation emails noting the change.

Final Schedule Email to Candidates

When does it send?

Send students an email with their final event schedule. You can schedule this email to send 10 minutes, one hour, eight hours, or 24 hours before their first chat.

You can also, alternatively, set the schedule email to “Never (Manually Send Later).” To send the schedule manually:

  1. Save the event

  2. Look at the Candidates tab of the schedule

  3. Hover over the three dots next to a candidate name

  4. Click “Send Schedule”

If you schedule the email to send automatically at one of our time options, you can always also send the schedule manually. This will be useful if a candidate says they cannot find their schedule email and requests you resend it, or if you add a candidate last minute, after the scheduled email already went out.

What’s in it?

The Final Schedule Email contains the same information as the Confirmed Schedule to Candidates email. This includes the candidate’s chat schedule and a:

  • “Join Virtual Room” button that takes them to Flo Recruit’s virtual lobby for video calls.

  • Update Profile button through which candidates can edit their answers to Qualifying Questions and upload new documents.

  • Modify Reservation button through which can change or cancel their sessions up until registration closes.

  • Add to Calendar button.

  • List of Members hosting each of their chats. If your Member profiles include Bio Links, their names will be hyperlinked so students can read the bios.

What if there’s a schedule change?

If you scheduled your Final Schedule Email for any of our pre-set times, update emails will also be automated. In this case, if you update any of the information previously distributed in a scheduled Final Schedule Email -- date, time, Member -- by editing the schedule, the affected candidate(s) will receive updated Final Schedule Emails noting the change. For example, if you swap in a new Member to host an interview, the update email with show the old name with a strikethrough, followed by the new name in red.

If you set your Final Schedule Email to “Never (Manually Send Later)” or “Do Not Send,” you will need to push update emails manually, too. You can send the schedule manually as many times as needed. To send the schedule manually:

  1. Save the event

  2. Look at the Candidates tab of the schedule

  3. Hover over the three dots next to a candidate name

  4. Click “Send Schedule”

If you set a Final Schedule Email for a time in the past (ex. 23 hours until the event but you set it for 24 hours) and you make a schedule update, the affected members and candidates will both receive update emails.

Follow Up to Candidates

What’s in it?

Send students a follow up email after the conclusion of the event. You could send firm information, link them to your website, or include the Registration Link for your next event! This is a plain text email -- not formatted or branded with HTML.

When does it send?

You can schedule this email to send one, eight, or 12 hours after each candidate’s final session.

What if I need to make a change?

If you need to correct or add information to the follow up email after it already went out to candidates, you will need to send another email outside of Flo Recruit. You could navigate to the candidate database, filter it to this Virtual Chats event, download the registered candidates, and use that email list to contact the candidates externally.

If you want to make an edit to the follow up email before it has gone out, go for it!

Outlook Calendar Invite to Members

What’s in it?

Send calendar invitations to the Members who are hosting the Virtual Chats. Each invite will send as an email prompting the Member to add the event to their calendar. Most employers’ settings are such that the invite will only appear on the Member’s calendar if the Member accepts it. Make sure to set your Organizer contact to whichever Admin you’d like to receive the RSVPs from these appointments!

When does it send?

The Outlook invitation email sends as soon as you add a Member to the Virtual Chats schedule and click Save in the bottom right. A separate invite will send for each chat session, rather than one invite for the entire schedule.

What if I need to make a change?

If you make a change to the event that affects the Outlook appointment -- like the custom body text, Event Title, date, time, or Custom link -- the invites will automatically update. If you delete a session, the Outlook invites will cancel.

Time Block Email to Members

What’s in it?

The Time Block Email alerts Members of their Virtual Chats schedule before candidates have registered or been added. Its purpose is to give Members a heads up -- They’ll receive their candidate list later, in the Final Schedule Email.

When does it send?

The Time Block Email sends as soon as you add a Member to the Virtual Chats schedule and click Save in the bottom right, which is at the same time as the Outlook calendar invitation.

What if I need to make a change?

If you update a Member’s schedule by editing their session dates/times after they’ve already received a Time Block Email, Flo Recruit sends them an updated Time Block email with the new schedule. Adding candidates to a Member’s schedule will NOT trigger a new Time Block email; rather, the candidate list will display in the Final Schedule Email.

Final Schedule Email to Members

What’s in it?

Send Members an email with their final event schedule. The Final Schedule Email contains a Member’s schedule and a:

  • “Join Virtual Room” button that takes them to Flo Recruit’s virtual lobby to view candidate profiles (including resumes and transcripts) and join the chats.

  • Leave Feedback button that takes the Member to a dashboard of all of the candidates they are meeting during the Virtual Chat event, where they may submit feedback. The feedback forms contain the custom questions that you configured during event setup.

Alternatively, you may “Turn Feedback Off” for the event, in which case the Leave Feedback button will NOT appear in the Final Schedule Email.

When does it send?

You can schedule this email to send 10 minutes, one hour, eight hours, or 24 hours before their first chat.

You can also, alternatively, set the schedule email to “Never (Manually Send Later).” To send the schedule manually:

  1. Save the event

  2. Look at the Members tab of the schedule

  3. Hover over the three dots next to a Member name

  4. Click “Send Schedule”

If you schedule the email to send automatically at one of our time options, you can always also send the schedule manually. This will be useful if a Member says they cannot find their schedule email and requests you resend it, or if you add a Member last minute, after the scheduled email already went out.

What if there’s a schedule change?

If you scheduled your Final Schedule Email for any of our pre-set times, update emails will also be automated. In this case, if you update any of the information previously distributed in a scheduled Final Schedule Email -- date, time, candidate, Custom link -- by editing the schedule, the affected Member(s) will receive updated Final Schedule Emails noting the change. For example, if you push the chats back by 10 minutes, the update email will show the old time with a strikethrough, followed by the new time in red.

If you set your Final Schedule Email to “Never (Manually Send Later)” or “Do Not Send,” you will need to push update emails manually, too. You can send the schedule manually as many times as needed. To send the schedule manually:

  1. Save the event

  2. Look at the Members tab of the schedule

  3. Hover over the three dots next to a member name

  4. Click “Send Schedule”

If you set a Final Schedule Email for a time in the past (ex. 23 hours until the event but you set it for 24 hours) and you make a schedule update, the affected members and candidates will both receive update emails.


Event Type: Interviews

Confirmed Schedule to Candidates

What’s in it?

Send students an email to confirm their interview schedule! The confirmation email contains the candidate’s interview date and times, as well as a:

  • “Join Virtual Room” button that takes them to Flo Recruit’s virtual lobby for video calls.

  • Update Profile button through which candidates can edit their answers to Qualifying Questions and upload new documents.

  • Add to Calendar button.

  • Event Organizer email address as a contact for questions.

When does it send?

This email triggers when a candidate uses the Registration Link that you can send to prompt them to self-schedule, or alternatively, it will trigger when you add them to an interview time block on your end and click Save in the bottom right.

What if there’s a schedule change?

If you update any of the information previously distributed in confirmation emails -- date, time, event title -- by editing the event, the affected candidate(s) will receive updated confirmation emails noting the change.

Final Schedule Email to Candidates

What’s in it?

Send students an email with their final event schedule. The Final Schedule Email contains the same information as the Confirmed Schedule to Candidates email, plus who they are interviewing with! This includes a:

  • “Join Virtual Room” button that takes them to Flo Recruit’s virtual lobby for video calls.

  • Update Profile button through which candidates can edit their answers to Qualifying Questions and upload new documents.

  • Add to Calendar button.

  • List of Members hosting each of their interview sessions. If your Member profiles include Bio Links, their names will be hyperlinked so students can read the bios.

When does it send?

You can schedule this email to send 10 minutes, one hour, eight hours, or 24 hours before their first interview session.

You can also, alternatively, set the schedule email to “Never (Manually Send Later).” To send the schedule manually:

  1. Save the event

  2. Look at the Candidates tab of the schedule

  3. Hover over the three dots next to a candidate name

  4. Click “Send Schedule”

If you schedule the email to send automatically at one of our time options, you can always also send the schedule manually. This will be useful if a candidate says they cannot find their schedule email and requests you resend it, or if you add a candidate last minute, after the scheduled email already went out.

What if there’s a schedule change?

If you scheduled your Final Schedule Email for any of our pre-set times, update emails will also be automated. In this case, if you update any of the information previously distributed in a scheduled Final Schedule Email -- date, time, Member -- by editing the schedule, the affected candidate(s) will receive updated Final Schedule Emails noting the change. For example, if you swap in a new Member to host an interview, the update email with show the old name with a strikethrough, followed by the new name in red.

If you set your Final Schedule Email to “Never (Manually Send Later)” or “Do Not Send,” you will need to push update emails manually, too. You can send the schedule manually as many times as needed. To send the schedule manually:

  1. Save the event

  2. Look at the Candidates tab of the schedule

  3. Hover over the three dots next to a candidate name

  4. Click “Send Schedule”

If you set a Final Schedule Email for a time in the past (ex. 23 hours until the event but you set it for 24 hours) and you make a schedule update, the affected members and candidates will both receive update emails.

Follow Up to Candidates

What’s in it?

Send students a follow up email after the conclusion of the event. You could send firm information, link them to your website, or include the Registration Link for your next event! This is a plain text email -- not formatted or branded with HTML.

When does it send?

You can schedule this email to send one, eight, or 12 hours after each candidate’s final interview.

What if I need to make a change?

If you need to correct or add information to the follow up email after it already went out to candidates, you will need to send another email outside of Flo Recruit. You could navigate to the candidate database, filter it to this Interviews event, download the registered candidates, and use that email list to contact the candidates externally.

If you want to make an edit to the follow up email before it has gone out, go for it!

Outlook Calendar Invite to Members

What’s in it?

Send calendar invitations to the Members who are hosting the Interviews. Each invite will send as an email prompting the Member to add the event to their calendar. Most employers’ settings are such that the invite will only appear on the Member’s calendar if the Member accepts it. Make sure to set your Organizer contact to whichever Admin you’d like to receive the RSVPs from these appointments!

When does it send?

The Outlook invitation email sends as soon as you add a Member to the Interviews schedule and click Save in the bottom right. A separate invite will send for each individual interview, rather than one invite for the entire schedule.

What if I need to make a change?

If you make a change to the event that affects the Outlook appointment -- like the custom body text, Event Title, date, time, or Custom link -- the invites will automatically update. If you delete a session, the Outlook invites will cancel.

Final Schedule Email to Members

What’s in it?

Send Members an email with their final event schedule. The Final Schedule Email contains a Member’s schedule and a:

  • “Join Virtual Room” button that takes them to Flo Recruit’s virtual lobby to view candidate profiles (including resumes and transcripts) and join the interviews.

  • Leave Feedback button that takes the Member to a dashboard of all of the candidates they are meeting during the Interviews event, where they may submit feedback. The feedback forms contain the custom questions that you configured during event setup.

Alternatively, you may “Turn Feedback Off” for the event, in which case the Leave Feedback button will NOT appear in the Final Schedule Email.

When does it send?

You can schedule this email to send 10 minutes, one hour, eight hours, or 24 hours before their first interview.

You can also, alternatively, set the schedule email to “Never (Manually Send Later).” To send the schedule manually:

  1. Save the event

  2. Look at the Members tab of the schedule

  3. Hover over the three dots next to a Member name

  4. Click “Send Schedule”

If you schedule the email to send automatically at one of our time options, you can always also send the schedule manually. This will be useful if a Member says they cannot find their schedule email and requests you resend it, or if you add a Member last minute, after the scheduled email already went out.

What if there’s a schedule change?

If you scheduled your Final Schedule Email for any of our pre-set times, update emails will also be automated. In this case, if you update any of the information previously distributed in a scheduled Final Schedule Email -- date, time, candidate, Custom link -- by editing the schedule, the affected Member(s) will receive updated Final Schedule Emails noting the change. For example, if you push interviews back by 10 minutes, the update email will show the old time with a strikethrough, followed by the new time in red.

If you set your Final Schedule Email to “Never (Manually Send Later)” or “Do Not Send,” you will need to push update emails manually, too. You can send the schedule manually as many times as needed. To send the schedule manually:

  1. Save the event

  2. Look at the Members tab of the schedule

  3. Hover over the three dots next to a member name

  4. Click “Send Schedule”

If you set a Final Schedule Email for a time in the past (ex. 23 hours until the event but you set it for 24 hours) and you make a schedule update, the affected members and candidates will both receive update emails.


FAQs

Can I attach files to Flo Recruit emails?

No, but you can link to files that are online!

Yes. Insert the below line of code directly into the email! Make sure to replace our placeholder link and text. You should send yourself the email (by adding yourself to the event as a Candidate or Member) to make sure there are no typos in the formatting and that the text is successfully hyperlinked.

<a href="https://link.com">Your Text</a>

If I turn off the Confirmed Schedule Email, add my candidates, and then turn it back on, will the candidates receive the email?

No. Turning an email back on will only affect Candidates moving forward; not those who are already registered or added.

However, you can send the Registration Link to candidates to ask them to answer Qualifying Questions and upload documents. For candidates who are already registered or added to the schedule, the final page of registration will simply display their interview date and time.

If I add candidates or members to an Interviews schedule after the Final Schedule Emails have gone out (ex. 23 hours until the event, email is set for 24 hours before the event) will they receive a schedule email?

No. The email sends as scheduled to everyone who is on the schedule at the time of the send. It will not send again unless you push it to a candidate or member individually, manually.

To send the Final Schedule Email to a Member or Candidate manually:

  1. Save the event

  2. Look at the Candidates or Members tab of the schedule

  3. Hover over the three dots next to the desired name

  4. Click “Send Schedule”

Did this answer your question?