Hellohire offers two automated email options to help recruiters follow up with candidates who miss their scheduled interviews. These automations can be enabled separately or together, depending on your hiring workflow.

Automated "No Show" Custom Email

The Automated "No Show" Custom Email sends a customized email to candidates who did not attend their scheduled interview. The content of this email is based on the custom template configured in your organization.

This email is intended to acknowledge the missed interview and communicate any next steps you want the candidate to take.

Automated "No Show" Reschedule Email

The Automated "No Show" Reschedule Email sends candidates an email containing a link to schedule a new interview after they have been marked as a no-show.

Unlike the custom no-show email, the reschedule email is only sent when the candidate meets the reschedule eligibility requirements and there is interview availability.

How the Two Automations Work Together

If both the Automated "No Show" Custom Email and Automated "No Show" Reschedule Email are enabled, they operate independently.

Candidate is eligible to reschedule

When a candidate meets all reschedule requirements and interview slots are available:

• The Automated "No Show" Custom Email is sent.

• The Automated "No Show" Reschedule Email is also sent.

The candidate will receive both emails.

Candidate is not eligible to reschedule

If the candidate does not meet the reschedule requirements or there are no available interview slots:

• The Automated "No Show" Custom Email is sent (if enabled).

• The Automated "No Show" Reschedule Email is not sent.

The candidate will only receive the custom no-show email.

How Reschedule Eligibility Is Determined

Before sending the Automated "No Show" Reschedule Email, HelloHire verifies that the candidate is eligible to reschedule. All of the following conditions must be met.

1. Reschedule Limit

Each interview event has a configurable reschedule limit (the default is 2).

The system tracks how many times the candidate has already canceled or rescheduled for that event.

• If the candidate is below the reschedule limit, they remain eligible.

• If the candidate has reached the reschedule limit, they are no longer eligible, and the reschedule email will not be sent.

2. Candidate Status

The candidate must currently be in a status that can transition to a rescheduled or canceled state.

Examples of valid statuses include:

• Scheduled

• No Show

• Missed

If the candidate is in any other status that does not support rescheduling, the reschedule email will not be sent.

3. Duplicate Registration Check

The system verifies that another candidate has not already registered for the same interview event using the same phone number.

If a duplicate registration is found, the candidate is not eligible to receive the reschedule email.

4. Interview Availability

Eligibility alone is not enough.

The system also checks whether there is at least one available interview slot based on interviewer availability and existing bookings.

If there are no available interview slots, the reschedule email is skipped even if the candidate meets all other eligibility requirements.

Requirements for the Reschedule Email

The Automated "No Show" Reschedule Email is only sent when all of the following conditions are true:

• The candidate is under the event's reschedule limit.

• The candidate is in a valid status that can be rescheduled.

• There is no duplicate registration for the same phone number.

• At least one interview slot is available.

If any of these conditions are not met, the reschedule email is not sent.

The Automated "No Show" Custom Email is evaluated independently and is not affected by these eligibility checks. If it is enabled, it will still be sent according to its own automation rules.

Email Delivery

Each automation is sent only once per no-show event.

For example:

• The Automated "No Show" Custom Email will not be sent more than once for the same no-show.

• The Automated "No Show" Reschedule Email will not be sent more than once for the same no-show.

Because each email type is tracked independently, preventing one email from being sent does not prevent the other from being sent if its own conditions are met.

Automatic vs. Manual No Show Status

The email automations behave the same regardless of how the candidate is marked as a no-show.

Whether:

• Hellohire automatically marks the candidate as No Show after their scheduled interview time has passed, or

• A recruiter manually changes the candidate's status to No Show,

the same no-show automations are triggered and evaluated using the rules described above.

By enabling these automations, recruiters can consistently communicate with candidates who miss their interviews while allowing eligible candidates to conveniently schedule a new interview when availability exists.

Hellohire Support

Have questions or need assistance? We’re here to help! Feel free to contact us at support@tryhellohire.com.