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Ask your agent to write to someone, like Decline Quinn or Reply to Blair. It drafts the email, honest, kind, and short, and shows it to you. Press Send when it reads right.

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Decline emails

Your agent starts from your company’s Decline email and personalizes one sentence when there’s something specific and kind to say. It doesn’t list what they were missing unless you ask.
For a list of people, it drafts one note and shows who it goes to. Sending a decline moves that person to Declined. The candidate sees that they’re not moving forward only once the email is sent.

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Replies

Your agent sees that a candidate replied and when, never what they wrote. That stays between you and them: you read it on their page in Hotfix or in the copy forwarded to your inbox. Tell your agent what they said, or paste it, and it answers what they asked.

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Nudges

When someone hasn’t booked a time or answered an offer, ask for a nudge: two lines, and never more than one before you decide what’s next.

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Your company’s emails

Your emails live under Settings > Emails, or ask your agent to change one.
  • Hotfix’s five send at a fixed moment: Decline, Interview invite, Offer, Application received (the moment someone applies), and Position closed. Change their words; they can’t be renamed or deleted.
  • Your own, like a take-home or a reference check, are what you or your agent start an email from. Up to 20 emails in all.
Every email can fill in {{first_name}}, {{job}}, {{company}}, and {{careers_url}}. The invite adds {{booking_url}}, and the offer {{pay}}, {{start_date}}, and {{respond_by}}. An email refuses a token it can’t fill in rather than sending it as typed. Don’t put a signature in an email. Each person sets their own under Settings > Preferences, and Hotfix adds it under every email they send.

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How mail goes out

  • Hotfix sends every email from your company’s address on Hotfix, with your name on it, like “Maya at Beacon”.
  • Replies come back to Hotfix, show on the person’s page, and a copy goes to whoever last wrote. Answer that copy from your own mail and it goes on to the candidate through Hotfix.
  • Nobody connects a mailbox, and anyone on your team can send.
  • Every message sent or received stays on the person’s page.
See Email for the details.