Email communication is a critical component of the ATS. Guaranteed delivery of messages is tablestakes - our customers expect and demand this. Whether it's sending job offers, interview invitations, or notifications, understanding how the system handles email delivery is critical. At BrightMove, we take this responsibility very seriously, and our goal is to ensure smooth and reliable correspondence.

In addition to the ability to send out impromptu email messages using the Communicate drop down, BrightMove uses automated triggers to send emails based on specific actions and workflows. For example, when a candidate applies for a job, a confirmation email is automatically sent. Email communication templates are pre-defined and customizable, allowing users to maintain a consistent tone across communication while reducing manual effort.

When an email is triggered within BrightMove, it follows a well-defined delivery process to ensure successful delivery:

When an action within the ATS requires email communication, the system generates an email request. This request includes all relevant information such as recipient addresses, email content (using the selected template), and any attachments. All outbound emails are logged in an audit table for analysis and reporting.

To avoid overloading servers, email requests are queued and sent in order. This helps balance the system load during high-volume periods, such as when multiple job openings receive applications simultaneously. Email queues are monitored and managed for throughput.

BrightMove integrates with a third-party email service provider called SendGrid to handle the actual email delivery. This service ensures high deliverability rates and allows for tracking of important events and metrics like delivery rates, open rates and bounce rates. There are two types of events tracked within BrightMove: delivery events and engagement events.

Additionally, using this external service helps BrightMove to prevent emails from being flagged as spam.

To ensure emails are recognized as legitimate and not filtered out by recipient email servers, BrightMove uses Domain Keys Identified Mail (DKIM) and Sender Policy Framework (SPF) authentication protocols. These methods verify that emails are coming from authorized BrightMove servers.

Once an email is sent, BrightMove tracks important delivery and engagement events. Users can view:

These insights help improve communication effectiveness.

In the event of a "bounce" (delivery failures due to things like invalid email addresses or inboxes being full), BrightMove will log the delivery event. Users can then review notifications tied to bounced emails and take corrective actions, such as updating email addresses or resending the communication.

Notifications will appear under the Bell icon in the top right of the screen, next to your Avatar.

BrightMove’s email system ensures timely, reliable, and customizable communication through its automated workflows, third-party integration, and robust tracking. It balances speed and security, ensuring messages reach candidates and clients while adhering to best practices like DKIM and SPF.