How to Track Applicants Using Different Email Addresses in Your Systems
Ever had a job candidate apply through Indeed, book an interview with their Gmail, and sign documents with their work email? Here's how to keep track of them as one person.
The Problem
- Indeed applications come with indeed.123.candidate@indeed.com
- Candidates book interviews using personal@gmail.com
- They sign documents with work@company.com
- Result: One person appears as three different contacts
The Solution
- Use Smart Booking Links:
yourbooking.com/meet?email=[original_email]&original_email=[original_email]&name=[name]
- Add Hidden Tracking:
- Create a non-editable field called "Original Application Email" in your booking system
- Populate it via URL parameter
- Keep it hidden from the form
- Use this as your tracking key
- Set Up Your Zap:
Trigger: New booking received Action 1: Find record in ATS - Search using "Original Application Email" field Action 2: Update candidate record - Add interview details - Store new email as alternate contact
Implementation Example
- Email Template:
Hi {{candidate_name}}, Book your interview here: {{booking_url}}?email={{application_email}}&original_email={{application_email}}
- Error Handling:
- Set up notification if no match found
- Create manual review queue
- Store both emails for future reference
Pro Tip: Test your booking link with different email combinations before sending to candidates.
#zapier #automation #recruiting
Need support setting this up? We can help!
Using tools like YouCanBookMe, Oncehub, Fillout, and Calendly, streamline your applicant tracking by integrating email tracking directly within your booking system. Simplify your processes and never lose track of a candidate again—book a call with us to learn more!
