Schedule email and WhatsApp reminders (Notification Scheduler)

Modified on Mon, 8 May, 2023 at 12:06 PM

For: institute admins

What the Notification Scheduler does

The Notification Scheduler sends automatic reminders to candidates (and, for interviews, to interviewers) at fixed points before an event. You set up the templates once; Eklavvya sends them for every candidate assigned to the selected schedules.

Notification	When it is sent
Confirmation	Immediately, when the event is scheduled for the candidate
24-Hours Reminder	24 hours before the event
1-Hour Reminder	1 hour before the event
Recurring Reminder	Repeatedly, every N hours that you set

Each notification can go by email, by WhatsApp, or both.

Note: in the current release the Event Type list offers Interview (AI interviews). For exam reminders, use Communication → Send E-mail together with Candidates → Assign To Exam → Email (see Sending exam schedules to candidates), or contact [email protected].

Set up reminders

In the footer rail at the bottom of the sidebar, go to Communication → Notification Scheduler.
Under Event & Schedule Configuration:
- Role: choose Candidate or Interviewer. Each role has its own templates.
- Event Type: Interview.
- CC (optional): email addresses to copy on each notification, comma-separated.
- Available Interviews: tick the interviews the templates apply to, or use Select All. Use search to narrow the list.
Under Notification Configuration, open the Email Notifications tab.
Click a card (Confirmation, 24-Hours Reminder, 1-Hour Reminder or Recurring Reminder).
In the Email Template Editor, enter the Email Subject and edit the Email Template.
Drag variables from Available Variables into the template. Each is replaced with the real value when the email is sent.
For Recurring Reminder, set Send every (hours), for example 6.
Click Preview Template to check the result, then Save Template.
Repeat for the other cards, then open the WhatsApp Notifications tab and do the same.
Check the Configuration Summary (timeline of what will be sent).
Under Testing & Deployment, click Send Test Notifications, then Save Configuration.

Email variables

Variable	Replaced with
`{{Name}}`	Candidate name
`{{Interview_Name}}`	Interview name
`{{company_name}}`	Your organisation name
`{{Interview_date}}`	Interview date
`{{Interview_duration}}`	Interview duration
`{{UserName}}`	Candidate login user name
`{{Password}}`	Candidate login password

WhatsApp messages

WhatsApp messages use pre-approved message templates (confirmation with interview URL and user name; reminders with the window open/close times and requirements such as a stable connection, working webcam and microphone, and a quiet room). The template text cannot be edited; you choose which notifications are sent and, for recurring reminders, the interval.

Per-interview settings (AI Interview)

You can also switch notifications on or off for a single interview:

Go to AI Interview → Interview Creation.
On the interview row, open More Actions (three dots) → Notification Configuration.
Choose Select Role (Candidate or Interviewer) and the channel (Email or Whatsapp).
For each of Immediate Notification, 24 hrs Before Notification, 1 hr Before Notification and Recurring Notification, choose Yes or No. For recurring, set Send every ... hour(s).
Save.

If you choose No for a notification type, that message is not sent to candidates assigned from then on. Candidate and interviewer templates are separate, so interviewers get their own reminder text.

Common questions

Where do I see what was sent?
Go to Communication → E-mail Records. Search by email ID or date range to see the recipient, subject, sent date and delivery status, and export to Excel.

Can I send SMS?
No. SMS sending is disabled. Use email and WhatsApp.

Candidates are not receiving emails.
Ask them to check Spam/Junk and Promotions. If you send from your own mail server, check Organization Profile → Email (SMTP) Settings. See Organization logo, theme and email settings.