Candidate communications through TestGorilla – English

An overview of the communications TestGorilla sends, what can be changed, and how to add personalization.

TestGorilla uses an automated email system to communicate with your candidates. In this article, we detail the sort of emails our platform sends, as well as which ones can be customized. This article is for TestGorilla users with the Owner, Admin, and Recruiter roles.

Approx. reading time 4 minutes

Emails sent to your candidates by TestGorilla

The following table is a complete list of email communications that can be sent to your candidates:

Email type	Purpose	Editable?	Optional?
Invitation	This is the first email your candidate receives from us and it includes their personalized assessment link. Invitations are sent individually by you, can be requested by the candidate when you use a public link, or can be triggered through an integration with an ATS.
Reminder	We automatically send a reminder — which includes their assessment link — if there has been no activity on the assessment for 48 hours.
Results	You can choose to share the candidate’s results with them after they have completed the assessment. They will only receive the results of the tests they took, and not the custom questions or your ratings.
Rejection	This email informs the candidate that they have not been selected for the next stage of your recruitment process.

Emails that can be edited

The following emails can be edited to better suit your needs:

Invitation
Rejection
Results

Edit the invitation email

To edit the invitation email, navigate to the relevant assessment by selecting it on your My assessments tab.

	Expand the Invite Candidates section at the top of the page.
	Click Customize invitation email. The template editor will appear as a popup window.
	Edit the text of the email using the left text box. The right box displays a preview of your email.
	Click Save to finish editing. Changes will take effect immediately.

Note: Editing the invitation will only affect the assessment you have chosen. You can edit the invitation for each individual assessment.

Refer to the Using the text editor guide for complete information on using the text editor.

Edit the rejection and results emails

The rejection and results emails each have two ways to reach their respective email editors:

	In the Actions column of the Assessment overview, click the More menu then select Send results to candidate or select the Reject candidate icon for the action you need.
	From the Candidate’s results page, click the Reject candidate button or the Send results to candidate button in the top right corner of the page — for the action that you need.

The rest of the process remains the same for both:

	Select the green link in the popup that appears. The template editor will appear as a further popup.
	Edit the text of the email using the left text box. The right box displays a preview of your email.
	Click Save and send to finish editing. Your email will be sent immediately to the candidate.

Note: Editing any of these templates will affect all respective emails for the correlating assessment. You can edit these emails for each individual assessment.

How to personalize your emails

Personalizing your emails allows you to make the communications more on brand with your company’s image. From the colors used, to the tone of the wording itself, you can change these to match your company’s needs.

Customizing the email text

The text editor allows you to use autofill tokens, add hyperlinks, and change the overall formatting of the text in your email. We have a guide here that goes into more detail about the editor and its uses.

Changing the logo and colors

Available on Scale and Business plans

The account owner and admin users on the Scale or Business plans can upload a logo or alter their color scheme from the My company tab in your User menu. The Account settings article goes into detail on how to do this. Any changes to logos and colors are automatically applied to all communications.

Common questions

Why are all of my invitations addressed to the same person?
It’s likely that, when customizing the invitation, it was addressed to an individual rather than using a token to autofill the information. Check your invitation and change who it is being addressed to. If you don’t want to use tokens or names, try a more generic “Hey there!” instead.

Can I send bulk emails to candidates?
Bulk invitations can be sent using the Bulk invite function. Reminders, results, and rejections can also be sent in bulk — our Managing candidates article covers that in full.

What information does the candidate receive if I send them their results?
The candidate will only be able to see their scores from the tests included in their assessment. They will not be able to see any notes your team has made or how you have rated them, nor any of the anti-cheating information we have collected. More information about this can be found in the Managing Candidates article.