onlyfy provides you with several ways to communicate with your talents. Thanks to our automatic notifications, you can not only create more transparency, but also automate routine tasks, freeing up more time for other important recruiting tasks.
Manage notifications to applicants
Users with admin rights can find the automated notifications in the ´Settings´ (1) under ´Messaging´ (2) > ´Notifications to applicants´ (3).
- Type (4): This column shows the type of notification.
- E-mail subject (5): The subject of the e-mail sent to the applicants is displayed here.
- E-mail text (6): The text of the e-mail is displayed here.
You can view all three items in detail by clicking either 'Edit' (7) or 'Show' (8), depending on the type of message.
We distinguish between three types of notification:
- Customizable notifications
- Notifications without the ability to customise
- Standardized, manually triggered notifications
Customizable notifications
You can activate or deactivate the following notifications by clicking on ´enabled´ (1) or ´disabled´:
- „Notification for starting an application“
- „Notification for completing an application“
- „Confirmation mail on creating the request for right to erasure“
- „Confirmation mail on revoking the right to erasure“
- „Confirmation mail on final deletion of personal data in the right to erasure process“
Customize the notification by clicking 'Edit' (2). You can now edit the subject (3), text (4) and headline (5) of the notification.
If you want to reset the text to the default, click ´Reset´ (6).
Notifications without the ability to customize
As of December 2023, the following notifications will automatically be sent to talents when a profile is created in onlyfy:
- ´Notification about profiles created for e-mail applications
- ´Notification about manually created profiles´
We have automated this step to facilitate compliance with legal information requirements and to make the application process transparent to all talents.
Click ´Show´ to display the text of the notification. Note that these texts cannot be changed.
Standardized, manually triggered notifications
The following notifications are only sent automatically when actions are performed:
- ´ Invitation to a questionnaire´ (action: contact candidate > ´Invite to questionnaire´)
- ´Offer for extended data retention´ (action: contact candidate > ´Offer extended data retention´)
Exception: This notification is also sent automatically if the setting ´Automatically offer to extend data retention 2 weeks before the current agreement expires´ is enabled.
Therefore, you do not need to enable or disable these notifications in the settings as they are only sent when the corresponding action has been performed or enabled.
You can customize these notifications by clicking on 'Edit' (1). You can now edit the subject (2), text (3) and headline (4) of the e-mail notification.
If you want to reset the text to the default, click ´Reset´ (5).
Placeholder
Placeholder are elements used to represent dynamic content. For example, in the Application Manager, the placeholder %lastname% represents the last name. If you include this placeholder in your messages, the candidate's last name will automatically be included in each message.
Placeholders also allow you to create templates whose content automatically adapts to each job. For this reason, the automatic notifications to applicants also contain placeholders.
The following list shows the placeholders used in the notifications. Please note that the placeholders may vary in different notifications depending on the subject.
| Placeholder | Description |
|---|---|
|
%Dear/Formal% |
Dear female (formal) or Dear male (formal) according to gender |
| %Dear/Informal% | Dear female (informal) or Dear male (informal) according to gender |
| %Mr/Ms% | Mr or Ms according to gender |
| %firstname% | First name |
| %lastname% | Last name |
| %companyname% | Name of the company |
| %applicationUrl% |
Link for candidates to their own application |
| %taskInviteUrl% | Link to questionnaire |
| %candidateCenterLink% | Link to candidate center |
| %userRemoveDataLink% |
Link for candidate account deletion |
| %autoRemovalDisclosure% |
Information on automatic data erasure |
| %daysUntilRemoval% |
Number of days until a candidate profile is removed from onlyfy Application Manager |
| %dataRetentionPeriod% | Data retention period |
| %dataRetentionExtensionLink% | Opt-in link for extended data retention |
| %dateOfRequest% |
Date on which a person requested or withdrew a deletion request |
| %deletionDate% | Date of deletion |
| %dpoName% |
Name of data protection officer in your company |
| %dpoEmail% |
E-mail address of data protection officer in your company |
| %privacyPolicyLink% | Link to privacy policy |
| <Zum Profil btn> |
Link for candidates to their own profile |
Notification types in Application Manager
Notification for starting an application
| Description |
Candidates will receive this e-mail when they start an application via application form. |
|---|---|
| Customization |
You can edit the subject, text and headline of the message. |
| E-mail subject | Welcome to the application process at %companyName% |
| E-mail text |
%Dear/Formal% %firstname% %lastname%, welcome to our application process. In order to finish editing your information, please view your application. Kind regards |
| E-mail headline | Introduction |
Notification for completing an application
| Description |
Candidates will receive this e-mail when they have finished an application via application form. |
|---|---|
| Customization | You can edit the subject, text and headline of the message. |
| E-mail subject | Thank you for applying to %companyName% |
| E-mail text |
%Dear/Formal% %firstname% %lastname%, you have completed your application to %companyName%. We will review all application materials and contact you as soon as possible. If there is information you still want to edit, you can do so in your profile. Kind regards |
| E-mail headline | Completion |
Notification about profiles created for e-mail applications
| Description |
Candidates who have applied via one of the following application channels will automatically receive this notification once their profile has been created in onlyfy:
|
|---|---|
| Customization |
You cannot edit the subject and text of the message |
| E-mail subject | Your candidate profile |
| E-mail text |
Hi [contact-firstname] [contact-surname], We’re messaging to let you know a candidate profile has been created for you on onlyfy (by XING). With this profile, you’ll have full control over your application at {%company%} and can view the application status at any time. Select View profile, and you’ll be able to make any necessary changes to your candidate profile. < View Profile btn> On your first visit, you’ll have the option to change the password to one of your choosing. You can find further information about data processing in our Privacy Policy. The platform T&Cs apply. |
Invitation to a questionnaire
| Description | Candidates will receive this e-mail when they are invited to a questionnaire |
|---|---|
| Customization | You can edit the subject, text and headline of the message. |
| E-mail subject | Additional questions from %companyName% |
| E-mail text |
%Dear/Formal% %firstname% %lastname%, in order to further process your application to %companyName%, there are some additional questions we would like you to answer. Kind regards |
| E-mail headline | Questionnaire |
Notification about manually created profiles
| Description | Manuell angelegte Kandidat·innen erhalten über die Profil-Erstellung automatisch diese E-Mail-Benachrichtigung. |
|---|---|
| Customization | You cannot edit the subject and text of the message |
| E-mail subject | Your candidate profile |
| E-mail text |
Your candidate profile Hi [contact-firstname] [contact-surname], We’re messaging to let you know a candidate profile has been created for you on onlyfy (by XING). With this profile, you’ll have full control over your application at {%company%} and can view the application status at any time. Select View profile, and you’ll be able to make any necessary changes to your candidate profile. < View Profile btn> On your first visit, you’ll have the option to change the password to one of your choosing. You can find further information about data processing in our Privacy Policy. The platform T&Cs apply. |
Offer for extended data retention
| Description |
Candidate will receive this e-mail in the following cases:
|
|---|---|
| Customization | You can edit the subject, text and headline of the message. |
| E-mail subject | Time until profile removal at %companyName% |
| E-mail text |
%Dear/Formal% %firstname% %lastname%, this is a reminder that your candidate profile at %companyName% and all personal information enclosed will be removed automatically in %daysUntilRemoval% days. In case you want to keep your profile and are still interested in pursuing job opportunities at %companyName%, you can agree to an extension of the data retention period by %dataRetentionPeriod%. %dataRetentionExtensionLink% If you have any GDPR-related questions, please contact your recruiter at %companyName%. Kind regards |
| E-mail headline | Review profile |
Confirmation mail on creating the request for right to erasure
| Description | This e-mail will be sent out to the candidate upon requesting the right to erasure. |
|---|---|
| Customization | You can edit the subject, text and headline of the message. |
| E-mail subject | Request to remove your data at %companyName% |
| E-mail text |
Dear %firstname% %lastname%, this is to confirm that you have invoked your right to erasure according to Art. 17 GDPR law on the %dateOfRequest%. As per Art. 17 (3) EU General Data Protection Regulation (GDPR), we will retain your personal data until %deletionDate% in accordance with the terms set out in the privacy policy for candidates of %companyName%. There is no further action required on your end. If you have any questions, please contact the %dpoName% %dpoEmail% at %companyName%. Kind regards |
| E-mail headline | Removal requested |
Confirmation mail on revoking the right to erasure
| Description | This mail will be sent out to the candidate upon revoking the right to erasure. |
|---|---|
| Customization | You can edit the subject, text and headline of the message. |
| E-mail subject | Right to Erasure Revoked at %companyName% |
| E-mail text |
Dear %firstname% %lastname%, this is to confirm that you have revoked your right to erasure request from the %dateOfRequest%. Please login into your profile for further actions. Kind regards |
| E-mail headline | Right to erasure revoked |
Confirmation mail on final deletion of personal data in the right to erasure process
| Description | This e-mail will be send out when the personal data of the candidate is deleted. |
|---|---|
| Customization | You can edit the subject, text and headline of the message. |
| E-mail subject | Confirmation on deletion of your personal data |
| E-mail text |
Dear %firstname% %lastname%, this is to inform that your personal data was deleted according to your request to erasure (Art 17. GDPR law) from %dateOfRequest%. There is no further action required on your end. If you have any questions, please contact the %dpoName% %dpoEmail% at %companyName%. Kind regards |
| E-mail headline | Right to Erasure |