The occy mailbox is provided to users with the Admin or Recruiter permission to send and receive candidate communications, keeping all recruitment-related emails in one place within the occy platform and your business email inbox clear.

Take a tour of the mailbox in the demo or written description below.

Accessing the occy Mailbox

Your occy mailbox can be accessed from any page on occy by clicking the envelope icon in the top section of the platform. This can be accessed from any page.

A Tour of the Section

After clicking the envelope icon, you will be redirected to the Mailbox section.

The My Emails section contains emails sent to and from candidates either directly, or automatically by the system due to your assigned role or actions taken on a job.

Admin users will also see the Company Emails section as well as the My Emails inbox. This section houses emails sent to and from the company's occy email address and will also receive emails sent to deleted users to ensure you don't miss any updates if your team changes. 

All emails sent to or from candidates will appear in the Mailbox section as well as the Communications tab within the candidate profile.

• Search for specific emails using the search bar.
• Use the Refresh icon to instantly update the mailbox.
• Switch between the All and Unread tabs to locate specific emails.

Sending and Scheduling Emails

Send emails from the mailbox using the Compose button. Admin users can also send emails from the company inbox by ensuring that they have clicked on a folder in the Company Emails section before clicking the Compose button.

After composing the email, click Send, or choose from the following options by clicking the arrow next to the Send button:

• Send Now - This sends the email immediately.
• Schedule for later - Schedule a time and date for the email to be sent.
• Save as Draft - This saves the email into your Drafts folder, where you can edit and send the email from there at a later time.

If choosing to schedule an email to be sent later, a window will appear.

• Choose the date from the calendar that you would like the email to be sent.
• Select a time by clicking the Time box.
• Click Schedule, and the email will be sent automatically at the chosen time and date.

Who Is Listed as the Email Sender?

The email sender listed on emails is determined by what type of email is sent. Below is a list of email types and who will be listed as the sender:

• GDPR emails: The user who created or last edited and saved changes to the job the email is being sent for.
• Acknowledgement of application: If the candidate is added manually, the sender will be the user who added the candidate. If the candidate applies, the sender will be the first recruiter listed on the hiring plan.
• Email triggered by a candidate being manually moved into a stage: The person who manually moved the candidate.
• Email triggered by automation: The email sender will be the user who created the job.
• Reference checks: RefNow at reference@refnow.co.uk.
• Notifications to staff: support@occy.com.
• Interview reminder: The email sender will be the first recruiter listed on the hiring plan.
• Completion of form reminder: The email sender will be the first recruiter listed on the hiring plan.

Replies to emails sent by deleted users will be redirected to the Company inbox.