Every time an applicant moves forward (or doesn't), the Applicant Tracking System (ATS) can automatically send them a pre-drafted email, saving you from the manual work of taking that step. With a simple API trigger, you can send a perfectly timed message based on status changes in your hiring workflow. Pretty neat, right?


But a quick note before we dive in: API actions can be tricky! If APIs aren't your cup of tea, don’t worry—we’re here to help! Feel free to contact our Support Team for assistance, and remember, depending on your company's Roles & Permissions setup, admin permissions may be needed.


Now, let’s set it up!


What You'll Need:

  • An email template in your ATS.
  • A status in the ATS that triggers the email.
  • Some API knowledge (or a friendly tech person to help!).
  • An API platform like Postman—a favorite tool of ours, but feel free to use what works for you.

Step-by-Step Guide

1. Create the Email Template

First things first, we need an email template ready to go. Here's how:

  • Navigate to Menu > Account Details > Templates > Messages.
  • Create a new template or select an existing one.
  • Give your email template a unique name (you’ll need this later, so something memorable is good!).
  • Make sure you are ONLY using the approved Field Names for your templates. Failure to format them correctly or the addition of unapproved field names will cause this process to fail silently, meaning you won't even know it's not working as expected. They are listed for you on the right hand side of the template page and should include:
    • {{ full_name }}
    • {{ first_name }}
    • {{ applied_for }}
    • {{ applied_on }}
    • {{ job_code }}
    • {{ source }}
    • {{ company }}
    • {{ hiring_manager_name }}


2. Verify or Add the Status in the ATS

Next, make sure the applicant status you want to use exists in the system. Follow these steps:

  • Go to Menu > Account Details > Customize & Design > Workflow.
  • Under the Applicant Status section, check if the status you want to use is listed.
    • If not, go ahead and add it here.


3. Set Up the API Trigger

Now comes the API magic! Here’s what you need to do:

  • Use your API platform (like Postman).

  • Set the following details:

    • API Verb: POST

    • Request URL: https://api.applicant-tracking.com/api/v1/triggers

    • Body: Raw / JSON

    • Authorization: Basic Auth (you’ll need your API keys from your ATS account).

      • To find your API keys, go to Menu > Account Details > API Access.

Example API Request:

{
  "event_type": "app_status_updated",
  "action_type": "send_email_template",
  "data": {
    "template_name": "This is the name of the template!"
  }, 
    "conditions": { "if": { "and": { "==": [{ "app": "status" }, "ADD STATUS HERE"] } }}}


What Happens Next?

Once the applicant's status changes to the one you've designated, your email template will be instantly sent to them. There’s no "Are you sure?" step before the email goes out, so make sure your template and status are correct!


Helpful Tips:

  • Double-check that your status matches exactly with what’s in the ATS. Pesky differences between " - " and "-" can cause this to silently fail. 
  • Ensure your field names in the API request are correct—accuracy is key here!


Want to dive deeper into the API possibilities? Head over to our API documentation for more cool tips and tricks.


And as always, reach out to our Support Team if you need any help. We're here to make this easy for you!