Emailing candidates

Overview

You can email candidates through the ATS. To email candidates through Dover, however, your company must meet the following requirements:

• Google Workspace: Dover supports email sending through Google Workspace accounts
• Microsoft Outlook: Dover supports email sending through Microsoft Business accounts
• Email connection: Each user must connect their company email in Dover

---

Setting up email integration

Connect your Google Workplace email account

1. Navigate to Personal Settings > Email Connection (or visit https://app.dover.com/settings/account/email-connection)
2. Authorize your Google Workspace
3. Complete the connection process

Once connected, you can send emails to candidates throughout the hiring process.

Connect your Microsoft Business email account

1. Navigate to Personal Settings > Email Connection (or visit https://app.dover.com/settings/account/email-connection)

2. Choose your permission level: Send + Read* or Send only

   Send + Read:

   • Send candidate emails through Dover
   • View and read candidate responses in Dover
   • Manage all communications through Dover

   Your Microsoft Admin will need to approve the following permissions for Dover (Staya, Inc.):

   • Send mail as a user
   • Read user email
   • Sign in and read user profile
   • Maintain access to data you have given it access to
   • Enter a reason for requesting this app (eg ATS/Hiring Software)
   • Click Request Approval

   Send only:

   • Send candidate emails through Dover
   • No candidate responses will show in Dover
   • Manage candidate responses in Microsoft inbox

3. Click Connect and ensure all the checkboxes are clicked

---

Sending emails to candidates

1. Navigate to the candidate’s profile from the Candidates tab
2. Email candidate using the following options:
   1. Click Advance or Reject to use the default templates on the interview plan
   2. Click Reply to reply to an existing email thread
   3. Click Start a new Thread to compose a new email
3. Select an email template from the dropdown (or write a custom message)
4. Modify the message if needed
5. Click Send

---

Managing candidate emails

Scheduled emails

When you schedule an email to be sent later, you will see a banner on the candidate’s profile indicating the email is scheduled. You have options to manage it before it sends.

On the candidate’s profile, you can:

• Send now: Click Send now to send the email immediately (emails will send within approximately 5 minutes)
• Edit: Click Edit to modify the email content, subject line, or send time
• Cancel: Click Cancel to prevent the email from sending

Failed emails

If an email fails to send, you will see a banner on the candidate’s profile indicating the failure.

When an email fails, you can:

• Retry: Click Retry to attempt sending the email again
• Edit: Modify the email content and try sending again
• Cancel: Cancel the email and compose a new message

Common causes of email failures

Most email failures occur because the email connection has lost authorization.

However, failures may also happen for other reasons. Please review the email carefully and make any necessary edits.

---

Using email templates

Email templates enable streamlined, consistent communication while saving time and maintaining your professional voice.

Selecting a template

1. When composing an email to a candidate, click the template dropdown
2. Select from your saved templates or Smart Reply suggestions
3. The template will populate with dynamic content like candidate name, interview details, and scheduling links
4. Edit the message as needed before sending

Creating new templates

You can create email templates in two ways:

From scratch:

1. Navigate to Settings & Members > Email Templates
2. Click +New in the upper right corner
3. Add template name, subject line, and compose the email body
4. Add dynamic variables like #{{scheduling_link}} or #{{sender_first_name}}
5. Click Save

From existing emails:

1. Modify an email before sending
2. Click Save New Template
3. Adjust the template name and click Save

Managing templates

Access your templates through:

• Company Settings > Email Templates
• Template dropdown menu > Manage
• Interview plan stage settings

You can edit, duplicate, or delete templates at any time.

---

Frequently Asked Questions

Can I send emails through Dover using Outlook?

Yes, launched our email integration with Microsoft on May 1, 2026.

Do all team members need to connect their email?

Yes, each team member who wants to email candidates must connect their individual email account in Personal Settings > Email Connection.

Can I use email templates across different jobs?

Yes, saved templates can be used for any job or interview stage. They can also be assigned to multiple interview stages for multiple jobs.

Can I add cc or bcc recipients to emails?

Yes, you can add cc’d and bcc’d email addresses for individual emails or when creating email templates in Settings & Members > Email Templates.

What if I need to send a follow-up email?

Use the Reply button to respond to an existing email. Or you can Start a new Thread button on the candidate’s profile to send additional emails at any time during the hiring process.

How do I disconnect my Google email sync?

You can disconnect your email sync with Dover in Google. Please follow the instructions in Google’s Support Center: https://support.google.com/accounts/answer/13533235

I’ve tried connecting my Google email, but it’s still not working.

You may need to add Dover to the allowed list of Gmail apps.

Go to admin.google.com:

• Go to Security → Access and data controls → API controls → App Access Control
• Click Manage third-party app access to see apps users have granted OAuth access to, filterable by user or app
• Click Configure New App.

I’ve tried connecting my Microsoft email, but it’s still not working.

If you’re using Send + Read permissions, a Microsoft Admin in your organization must approve the following permissions:

• Send mail as a user
• Read user email
• Sign in and read user profile
• Maintain access to data you have given it access to