User Email Notifications

Overview

User Email Notifications are system-generated emails Leadline sends to keep users informed of relevant changes, events, and updates — without requiring them to be logged into the platform. This document covers all email notifications sent to Leadline users. Candidates do not receive any of the notifications described in this document.

What are User Email Notifications and Why do They Exist?

User Email Notifications are emails Leadline sends to notify users of relevant changes and events. They exist so that users can stay informed about activity in Leadline without having to log into the platform directly.

There are three categories of User Email Notifications:

Leadline Events — notifications triggered by actions taken by Leadline users that affect their account or are intended to be shared internally
Candidate Events — notifications triggered by candidate activity, depending on the user's configured notification preferences
Reporting Events — scheduled snapshots of reporting data that give users an abridged view of their recruiting efforts

Who Sends User Email Notifications?

All User Email Notifications are sent from notifications@leadline.io. This is a one-way email address — replies are not supported.

If you are experiencing delivery issues, visit the Leadline Knowledge Hub for troubleshooting guidance.

Who Can Receive User Email Notifications?

All Leadline users can receive email notifications regardless of their role or permissions. User Email Notifications are internal — they are never sent to or visible by candidates.

When are Email Notifications Sent?

Notification timing depends on your configured preferences and the type of notification being sent:

Near Real-Time — sent instantly when a candidate submits an application to a Position the user is responsible for. Users will only receive submission notifications for Positions they have visibility into via their Workflow assignment or Collaborator status.

→ See 03 - Playbooks/2200 - User-Notification-Emails/2201 - Configure-Near-Real-Time-Notifications-All-Submissions for instructions on configuring near real-time notifications for all submissions.
→ See 03 - Playbooks/2200 - User-Notification-Emails/2202 - Configure-Near-Real-Time-Notifications-Matches-Only for instructions on configuring near real-time notifications for matches only.

Once Daily — sent at 4:00 PM ET each day.

→ See 03 - Playbooks/2200 - User-Notification-Emails/2203 - Configure-Once-Daily-Notifications for instructions on enabling Once Daily notifications.

Once Weekly — sent at 7:00 PM ET every Friday.

→ See 03 - Playbooks/2200 - User-Notification-Emails/2204 - Configure-Once-Weekly-Notifications for instructions on enabling Once Weekly notifications.

→ See 113 - Workflows for more information on how Workflow assignment determines which Positions a user receives notifications for.

What are the "Alert Me For" Settings?

The "Alert Me For" setting controls which candidate submission notifications you receive and applies to Near Real-Time notifications only. There are two options:

Any Submissions — you will receive a notification for every new submission regardless of the candidate's Lead Score.

→ See 03 - Playbooks/2200 - User-Notification-Emails/2201 - Configure-Near-Real-Time-Notifications-All-Submissions for instructions on configuring this option.

Matches Only — you will only receive a notification if the candidate's Lead Score is 50% or higher.

→ See 03 - Playbooks/2200 - User-Notification-Emails/2202 - Configure-Near-Real-Time-Notifications-Matches-Only for instructions on configuring this option.
→ See 119 - Lead-Scores for more information on how Lead Scores are calculated and what qualifies as a Match.

What Types of Email Notifications are Supported?

Notifications are organized into three categories. Each is described in detail below.

Candidate Event Notifications

Candidate Event notifications are triggered by candidate activity and are sent in near real-time based on your "Alert Me For" preferences.

New Submission Received Sent when a candidate applies to a Position you have visibility into.

If "Alert Me For" is set to "Any Submissions" — you will receive a notification for every new submission regardless of Lead Score
If "Alert Me For" is set to "Matches Only" — you will only receive a notification if the candidate's Lead Score is 50% or higher

→ See 112 - Submissions for more information on Submissions and Lead Scores.

→ See 119 - Lead-Scores for more information on how Lead Scores are calculated.

Reporting Notifications

Reporting notifications are sent on a scheduled cadence and provide a snapshot of recruiting activity.

Once Daily Digest Sent at 4:00 PM ET each day. Displays the top 6 Positions with the most unanswered candidates received that day.

→ See 03 - Playbooks/2200 - User-Notification-Emails/2203 - Configure-Once-Daily-Notifications for instructions on enabling Once Daily notifications.

Once Weekly Digest Sent at 7:00 PM ET every Friday. Includes the following information for the week:

Total submissions received — broken down by Incomplete Submissions, Complete Submissions, and Quality Submissions across all Positions
Top sourcing channel — the channel that generated the most Quality Submissions and how many were received
Total new submissions reviewed — the total number of submissions moved out of the Applied stage by all users on the platform during the week
Average submissions reviewed daily — the total number of new submissions reviewed divided by 7 days

→ See 03 - Playbooks/2200 - User-Notification-Emails/2204 - Configure-Once-Weekly-Notifications for instructions on enabling Once Weekly notifications.

→ See 116 - Reporting for more information on Leadline's reporting capabilities.

Leadline Event Notifications

Leadline Event notifications are triggered by specific platform events and are sent immediately when the event occurs.

Tagged in a Note Sent when a user is mentioned or tagged in a note on a candidate profile.

→ See 105 - Candidates for more information on candidate profile notes.

Meeting Booked Sent to the Meeting Host when a candidate books a meeting with them. Includes the meeting details.

Meeting Rescheduled Sent to the Meeting Host when a candidate reschedules an existing meeting. Includes the updated meeting details.

→ See 127 - Connected-Calendar for more information on meeting hosting and the Connected Calendar feature.

Invite to Create a New Account (New Organization) Sent when a new organization is created in Leadline. The first Company Administrator receives this email to configure their account before inviting other users.

Invite to Create a New Account (Existing Organization) Sent when a new user is added to an existing account via the Admin Hub.

→ See 102 - Admin-Hub for more information on adding users.

Request to Change Password Sent when a user initiates a password change request.

Billing Invoice Failed (Company Administrators only) Sent when a billing invoice fails. Prompts the Company Administrator to update their payment method.

Calendar Disconnected Sent when a previously connected calendar is disconnected from a user's account. Notifies the user that candidates will not be able to schedule meetings with them until the calendar is reconnected.

→ See 127 - Connected-Calendar for instructions on reconnecting a calendar.

Account Temporarily Disabled Sent when too many failed sign-in attempts are detected for an account. The account is temporarily disabled at the following intervals:

First occurrence — disabled for 5 minutes
Second occurrence — disabled for 20 minutes
Third occurrence — disabled for 1 hour

MFA Code (when MFA is enabled) Sent when a user attempts to log in and Multi-Factor Authentication is enabled. Contains a valid MFA code for the login attempt.

Where Can I Manage and Customize My Email Notification Preferences?

Yes. Notification preferences can be configured individually to control which types of notifications you receive and how frequently. Preferences are managed on your Profile page — click the avatar displaying your initials at the top right of the screen and select "My Profile" to navigate there.

→ See 101 - Platform-Links for the direct link to the Profile page.
→ See 801 - Update-Notification-Preferences for instructions on updating your notification preferences.
→ See 03 - Playbooks/2200 - User-Notification-Emails/2205 - Disable-Email-Notifications for instructions on disabling email notifications entirely.

Can I Respond to User Email Notifications?

No. All User Email Notifications are sent from notifications@leadline.io which is a one-way email inbox. Replies will not be received or processed.

What Happens if I Don't Receive an Expected Notification?

There are a number of reasons why email notifications may not be delivered — including spam filters, delivery delays, or misconfigured preferences. Visit the Leadline Knowledge Hub for troubleshooting guidance.

→ See 801 - Update-Notification-Preferences for instructions on reviewing and updating your notification preferences.

119 - Lead-Scores — Learn how Lead Scores determine which submission notifications are sent when "Matches Only" is configured 112 - Submissions — Learn about Submissions and how they trigger Candidate Event notifications 105 - Candidates — Learn about candidate profile notes and how tagging triggers notifications 113 - Workflows — Understand how Workflow assignment determines which Position notifications a user receives 116 - Reporting — Learn about Leadline's reporting capabilities referenced in Reporting notifications 127 - Connected-Calendar — Learn about the Connected Calendar feature and how calendar disconnection triggers a notification 102 - Admin-Hub — Learn about adding users and the account invitation notification 801 - Update-Notification-Preferences — Instructions for updating email notification preferences 03 - Playbooks/2200 - User-Notification-Emails/2201 - Configure-Near-Real-Time-Notifications-All-Submissions — Instructions for configuring near real-time notifications for all submissions 03 - Playbooks/2200 - User-Notification-Emails/2202 - Configure-Near-Real-Time-Notifications-Matches-Only — Instructions for configuring near real-time notifications for matches only 03 - Playbooks/2200 - User-Notification-Emails/2203 - Configure-Once-Daily-Notifications — Instructions for enabling Once Daily notifications 03 - Playbooks/2200 - User-Notification-Emails/2204 - Configure-Once-Weekly-Notifications — Instructions for enabling Once Weekly notifications 03 - Playbooks/2200 - User-Notification-Emails/2205 - Disable-Email-Notifications — Instructions for disabling email notifications entirely 101 - Platform-Links — Direct link to the Profile page

User Email Notifications

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