Opting In/Out of Emails

Your company's Leads, Candidates, and Team Members have the ability to opt in to or out of receiving emails sent from A-Suite. Because the Telephone Consumer Protection Act (TCPA) regulates that recipients of mass communications can opt out of receiving such messages, A-Suite has made it easy to comply with this law.

A user's Email opt in/out preference will be marked with a badge within their profile. You can also see their opt in/out preference within the Team Member browser and Candidate browser.

There are three ways your Leads, Candidates, and Employees can opt in or out of emails:

  1. By answering a prompt (created using a widget) on a job application;
  2. By responding to a form request that you, the administrator, send out;
  3. By specifying their preference when they create their A-Suite registration.

Adding Opt In/Out to a Job Application

To add an opt in/out option to your job application, there are a few steps to take and options to choose.

  1. Add the Email Consent Widget To A Form
    First, you need to choose where you want to request the email consent from your applicants. It may be advisable to create a separate recruiting task specifically for the email consent so that you can easily add it to multiple applications, but you can also add it to any other task.

    Simply open your desired task by hovering over Configuration and clicking Forms. Choose one from the list, or click "Add New Form". Give the new task a name (for this article, we'll call it "Email Consent"), choose the Responsible Party (the candidate), and choose "No Limit" for visibility.

    Note that ONLY the user can opt in or out of emails; you as an administrator cannot do it for them.

    Next, add a step to your task by typing a name and clicking the "Add Step" button. Then add a widget; in the dialog box, choose "Email Consent" from the dropdown menu, and choose the step that you are working on so it adds to the appropriate step. A standard question and disclaimer text will populate below; you can edit the question and additional language if desired. Finally, click "Add Widget".

  2. Add Your Task To The Position/Opening
    Now, open your position by hovering over Configuration, Recruit, and then clicking Positions & Openings. Click the position you want to add the email consent request to, and then scroll all the way to the bottom where Workflow Stages is located. Click the green "Add Form" button in the top right corner. Choose the form you just created from the first dropdown menu for "Select a form to add to the workflow," and then choose a pipeline to place the form in with the second dropdown menu.

Now that you have added the widget and form to your opening, your applicants will need to complete this step before their application is complete.

Opt In/Out as a Form Request

You can send a form request where your recipients must choose their opt in/out status. Start by narrowing down your intended recipients using filters. Then make a Task List by clicking the Check Box button. In the Form Request dialog box, choose "Email Consent" from the first dropdown menu. Finally, choose a due date if desired, select your delivery methods, and type an additional message if you would like to add any text. When you are finished, click "Request" at the bottom of the dialog box.

For more information on this process, check out our Form Requests Knowledge Base article.

Opt In/Out Upon A-Suite Registration

The third method to getting an opt in/out of mass text messages is giving A-Suite registrants the option when they create their account.

To set this up, hover over Configuration, and click "Site Preferences." The very first option will be "Collect SMS and email opt in at registration?" If you want users to make this determination when they register, choose "Yes." Now, when they are creating their account, their SMS message and email preference will be set right then and there.