# Make sure your emails actually arrive

Candidates do not check spam. See how Hireaan sends your emails, and what you can do so they land in the inbox.

## How your emails are sent

Hireaan sends your candidate emails (stage updates, interview invites, messages) through the mail service this site uses. You do not need to set anything up.

| Part of the email | What the candidate sees |
| --- | --- |
| From | The site's sending address, with your organization's name |
| Reply-To | The recruiter who sent the email, or the job's main recruiter. Replies go to their own inbox. |

There is no setting in Hireaan for your own sending domain. The people who run this site set up the domain checks (SPF, DKIM and DMARC) with their mail provider, once, for everyone.

> [!WARNING] Candidates do not check spam
> An interview invite in the spam folder looks the same as a candidate who ignored you. If replies suddenly drop, check this first.

## Send from your own mailbox

If your organization uses Google Workspace, an organization admin can connect **Gmail** in **Organization → Integrations**. The messages you send to candidates then go out from that mailbox, with your own address.

- Only Google Workspace accounts can connect. Free @gmail.com addresses cannot.
- If the Gmail card says **Not set up**, this site does not offer Gmail sending.

## If emails land in spam

| Cause | What to do |
| --- | --- |
| Spammy subject lines | ALL CAPS, lots of "!!!" and "ACT NOW" get filtered. Write like one person writing to another. |
| One big send to everyone | Use stage emails for each candidate, not one mass email. Each candidate gets their own message. |
| Nobody reads the Reply-To inbox | Make sure the job's main recruiter reads their email. Mail that never gets a reply hurts delivery. |
| It still happens | Tell the people who run this site. They can check the domain records with their mail provider. |

> [!TIP] Candidates can unsubscribe
> Email apps such as Gmail show an unsubscribe button on stage update emails. This helps your emails stay out of spam. After a candidate unsubscribes, they get no more status emails. Interview invites still reach them.