Automated Applicant Email Reminders

With our new automated applicant email reminders feature, you can remind your applicants to complete their Kira assessments without the manual work of tracking invitation dates, calculating reminder dates, and sending emails one by one.

This has been designed as a ‘set it and forget it’ feature. It runs in the background for you to improve your applicant's experience in Kira and remind them to complete their assessments in a timely manner.

Enabling the feature 

You can enable automated applicant reminder emails in the 'Settings' tab of your Assessment Builder. Please see this group of articles for more information about navigating the Builder.

Once you toggle rolling applicant deadlines on, you can choose from one (or multiple!) triggers:

  • 5 days after applicant is invited
  • 2 weeks after applicant is invited
  • 1 week before applicant's deadline
  • 2 days before applicant's deadline
  • 1 week before interview's close date
  • 2 days before interview's close date

When automated reminders are enabled, an automated task in Kira runs every hour. The task checks which applicants in your assessment meet the trigger's specific criteria, and sends the reminder email.

When using the feature, please keep in mind:

  • Unselecting a trigger will stop sending reminder emails immediately upon saving
  • You can enable automated reminders after applicants are already invited
    • The older applicants will still receive reminders if they meet the trigger’s criteria
  • In order to use the 2 deadline-based triggers, applicant deadlines need to be enabled
  • In order to use the 2 close date-based triggers, the assessments needs to have a close date

Applicant Experience

Automated reminder emails look the exact same as the reminder emails sent manually. All custom content saved in the reminder email template is included, as well as the applicant’s deadline date, if applicable.

To keep things simple, the emails do not include any content that’s specific to the trigger itself.

Note:

  • Only incomplete and active applicants will be reminded
  • Applicants will not receive more than one reminder per trigger
  • The two invitation-based triggers will also work for applicants invited via a public link - it will send reminders based on the applicant’s registration date instead of invitation date.