> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hotfix.jobs/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> Call them jobs, not postings, listings, or roles.
> To act for an employer, connect to the MCP server at https://mcp.hotfix.jobs/hiring and sign in with a Hotfix account. API keys are for HTTP scripts, not MCP.
> Only describe the routes, tools, and numbers these docs publish. If something isn't documented, say so instead of guessing.
> Webhooks are managed in the app under Settings > Connections > Webhooks. An API key or MCP client can't create or change them.
> Hotfix is the applicant tracking system. Applications land on the job in Hotfix and aren't sent to another ATS.
> Creating a draft, offer, or booking link sends nothing. A person sends the email from Hotfix.

# Email candidates

> Replies, nudges, and decline emails your agent drafts and you send. Mail goes out through Hotfix as you, and replies come back to Hotfix and your inbox.

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.

## 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.

```
Hi Blair,

Thank you for applying for the Platform Engineer role. We've decided to move
forward with candidates whose experience is closer to what this role needs
right now. Your on-call write-up was one of the clearest we read.

We wish you the best with your search.

Casey
```

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.

## 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.

## 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.

## 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.

## 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](https://docs.hotfix.jobs/concepts/email.md) for the details.


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