Inbox and email

Configure candidate email, send from a record, triage replies, and work a shared inbox.

Harly keeps candidate email on the record instead of in a personal mailbox. Every message you send and every reply you receive is written to the shared mail store, so the whole hiring team can work one thread per candidate.

Before you send

Set up sending in Settings → Email before using the Inbox:

• Under Outbound, choose Resend or SMTP, set the sender identity, and send a test message.
• Under Inbound, choose Resend or Postmark, enter the receiving hostname, configure the provider webhook, and verify the generated reply address.
• Under Reply handling, choose Shared mailbox for a mailbox transport or Threaded replies for provider-routed candidate replies.

See email for connection and DNS details.

A shared mailbox and threaded replies are separate transports. Configure one first, then confirm the status strip in Inbox says the connection is ready.

Send a message from a candidate record

1. Open the candidate

   Go to Candidates, open a candidate, and open the email composer from the candidate record. If no sender is configured, Harly keeps the compose action available from the record but does not offer Inbox replies until email is configured.

2. Compose and send

   Choose a template if one fits, edit the rich-text body, and attach files if needed. Send the message from the workspace sender identity.

3. Check the thread

   Harly stores the sent message on the candidate timeline. Replies are linked to the application when the inbound provider can match the generated reply+token@domain address.

Templates keep common messages such as screening invitations, rejections, and offers consistent. Attachments sent or received remain with the thread.

Work the Inbox

Open Inbox from the left sidebar or go to /dashboard/inbox. The command bar supports search and these filters: All, Needs reply, Unread, Assigned to me, Archived, Replies, Unassigned, Candidates, and Assigned.

1. Filter and search

   Choose a filter, then search by subject, participant email, candidate name, preview text, or linked job/application text.

2. Open a conversation

   Select a person or thread. The reader shows the conversation and attachments; the actions panel can link or unlink a candidate and application.

3. Reply or hand off

   Reply from the thread when a sender is configured. Use Assign to to hand the conversation to a teammate, then mark it read when the next action is clear.

4. Close or remove noise

   Use Archive thread for completed conversations or Mark as spam for unwanted mail. Archived and spam threads remain separate from the active queue.

Replies sent from the Inbox and from a candidate record share the same mailbox store, so the timeline does not diverge.

Troubleshooting

Symptom	Cause	Fix
Inbox says it is not connected	No shared mailbox or threaded-reply transport is enabled	Open Settings → Email → Reply handling and configure one transport
Candidate reply is missing	DNS, webhook, or workspace query parameter is wrong	Check the inbound email setup, provider delivery logs, and the ?ws=<workspace-id> value
Reply button is unavailable	No sender identity is configured	Configure Settings → Email → Outbound, then send a test message
Message appears twice	Providers retry deliveries	Allow Harly’s provider-message deduplication to settle before retrying

Next steps

Email setup

Connect outbound sending and inbound replies.

Automations

Send messages automatically on stage changes.