Email

Last updated October 21, 2026

Table of Contents

1. Sending Email to Applicants
   1. Drafting
   2. Scheduling
   3. Attachment Limits
   4. Verification
   5. Failures
2. Receiving Email from Applicants
   1. Limits
3. Email Templates

Fill the Role can be used to send emails to applicants and to receive emails from them. Different rules and restrictions pertain to each these functionalities.

Sending Email to Applicants

All emails sent from the service on your behalf are sent from "Hiring Team".

Drafting

You can save email as a draft by selecting the "draft" option for the email's schedule.

While the email is a draft it is only visible to you.

Beware that attachments added to a draft have the default visibility setting for an uploaded file--"Hiring managers". You can adjust the visibility of attachment files by editing the respective files on the applicant files page.

Scheduling

You can schedule an email to be sent to an applicant up to two weeks in advance.

Scheduled messages can be edited or deleted up until 2 minutes from when they are scheduled to be sent. Only the user who originally composed a message is allowed to edit or delete it.

Attachment Limits

1. Emails sent from the service cannot exceed 8 megabytes of attachments, combined across all attached files.
2. Emails sent from the service cannot have more than 5 file attachments.

Verification

When your organization's verification status is "unverified" users are restricted in their ability to send email.

When in this state, users can only send one email per minute and scheduling capabilities are not available.

In order to lift these restrictions you must complete a verification process. For more details about organization verification, refer to Organization Settings.

Failures

Fill the Role does a best-effort job to deliver your emails however sometimes failures will occur. The service will make three attempts to send your email. Emails that fail all attempts will be marked with a failure status.

Please contact support at [email protected] if you require information about why an email failed to send.

Receiving Email from Applicants

Emails sent to the service are associated to the proper application by using a unique reply-to email address generated for each application. The email must specify this email address as the "to" recipient. Sending emails to these inboxes set as a "cc" recipient or a "bcc" recipient is not supported.

Email addresses and names of senders on email sent to the service are truncated to 255 characters.

Limits

1. Emails sent to the service must not exceed 35 megabytes.
2. Emails sent to the service must have 10 or fewer attachments.

Email Templates

Email templates can be used to save time and avoid human error when sending email for common use-cases.

Users with a user role of administrator can create email templates. When composing a new email message, users have the option of selecting a template. Doing so will pre-fill the subject, message, and attachments.

Email templates can contain tokens that are automatically filled with pertinent application information.

The same limits apply for attachments on email templates as do for emails:

1. Email templates cannot exceed 8 megabytes of attachments, combined across all attached files.
2. Email templates cannot have more than 5 file attachments.