Introduction to Acceptance and Rejection Emails
In any application process, clear and timely communication is essential for a professional founder experience. The Acceptance and Rejection Email system allows administrators to automate these touchpoints as applicants move through different rounds of your funnel. By automating these messages, you save significant administrative time while ensuring no applicant is left in the dark.
This feature allows for highly specific customization: Acceptance emails are tied directly to funnel progression, while Rejection emails can be categorized by "Type" to provide more tailored feedback to unsuccessful candidates.
Note: Acceptance emails for the final admission into a Program are managed separately within Program Settings, as these are distinct from the recruitment funnel phases.
Where to Find Email Settings
Email management is handled in two primary locations:
1. The Application Funnel
Used to configure specific acceptance triggers for each round.
2. Email Management Page
Used to create diverse rejection templates and view the default "Onboarding" (Acceptance) system emails.
3. Program Settings
Used specifically for the "Accepted into Program" email.
Step-by-Step
1. Configuring Acceptance Emails in the Funnel
- Navigate to your Funnel Settings and select the specific Round you wish to edit.
- Locate the Email within that round’s configuration.
- Customize the content or select a template specific to that stage.
- Outcome: Whenever an applicant is moved to the next round, this specific email is triggered automatically.
2. Creating New Rejection Email Types
- Navigate to the Email Management page from the main sidebar.
- Click the "New Rejection Email" button.
- Define the Type Name (e.g., "Out of Scope," "Market Fit," or "Team Size").
- Draft your content and save the template. This allows you to choose a specific reason when rejecting a candidate later.
3. Managing Default Transactional Emails
- On the Email Management page, use the filter to view "Onboarding Emails" or use the search bar to find the default Acceptance template.
- While you can edit the global default here, we recommend customizing these within the Funnel (see Step 1) for a better user journey.
4. Triggering a Rejection during Review
- Open an Application File during your review process.
- Select the "Reject" action.
- A dropdown will appear prompting you to select the Rejection Type you created in Step 2.
- Confirm to send the specific rejection message associated with that reason.
5. Setting the Final Program Acceptance Email
- Navigate to Programs, go to actions in one of the programs
- Select Edit Acceptance Email
- Set the email that will be sent only when an applicant is officially admitted into the program (post-funnel).
Best Practices
- Customization is Key: Always customize acceptance emails inside the funnel rounds so the instructions are relevant to the next step (e.g., "Instructions for your Interview").
- Segment Rejections: Create at least 3-4 rejection types. A "Not a fit right now" email feels much better to a founder than a generic "No."
- Use Placeholders: Use dynamic tags like {{first_name}} or {{startup_name}} to ensure automated emails still feel personal and professional.
- Test Your Flow: Move a test application through your funnel to ensure the right emails are firing at the right stages before going live.
Additional Resources