Set up new candidate application notifications in Gmail

TL;DR

If you know your way around Zapier, we provide an easy way for you to get notified every time a new candidate submits an application to your role. This could be via email, Slack or even text message. 

If you want to understand how our webhooks work, there is more information here.

Step 1: Create a role

Create a new role in Applied and navigate to the ‘Basic info’ tab. At the foot of this tab, you will find a ‘push notifications’ input. 

Step 2: Log in to Zapier

Open Zapier and log in / set up and account. You will need a premium account in order to catch a webhook. 

Step 3: Build your custom Zap

Zapier allows you to connect one app (ours) with all kinds of others.

Under ‘Connect this app’, select ‘Webhooks by Zapier’.

Under ‘with this one!’, select the app you wish to connect to: Gmail in this case.

If you want to connect to Slack instead, you can follow this guide.

Step 4: Choose your trigger and action

The trigger will happen in Applied: when a new candidate submits an application, the system will generate a message and fire it into the ether. We need to tell Zapier to catch it.

Under ‘When this happens…’, select ‘Catch Hook’

The action is what will happen when a new candidate has applied. You will have different options depending on the app you’re connecting to. In the screenshot above, we are connecting to Gmail and have chosen 'Send Email'.

This means, when a new candidate applies to our role in Applied, we can make sure someone (support in this instance) will receive an email telling them about it. 

Hit ‘Try it!’

Step 5: Generate your webhook URL

When you reach the Zap summary page, hit continue.

Copy the URL to your clipboard.

Paste the URL into the ‘Push Notifications’ field on the ‘Basic info’ tab in Applied.

Return to Zapier and test your trigger.

Step 5: Configure your action

At this point, we need to configure our email. Start by signing into the relevant Gmail account. 

Once you’re signed in, you'll need to set up the to and from emails, the from name and email subject. You can use fields from the message we sent (such as the Job Title or candidate's email address), or you can input them manually.

Zapier will allow you to use the fields from the test message as placeholders in the body of the email that will be sent. In the screenshot below, you can see we've used 'Job Title' and 'Job URL' to build a message that will be sent to our Support team each time a new application is received.

Finally, test your action before publishing it. 

Check that your email notification has been received as intended.

And don't forget to publish your zap before you finish.

And that's it. The process of setting up an action will be slightly different depending on the app you wish to connect and the action you want to perform. If you'd like to know how to set up Slack notifications instead of Gmail notifications, you can follow this guide.