How to Track Applicants Using Different Email Addresses in Your Systems
Ever had a job candidate apply through Indeed, book an interview with their Gmail, and sign documents with their work email? Here's how to keep track of them as one person.
The Problem
- Indeed applications come with indeed.123.candidate@indeed.com
- Candidates book interviews using personal@gmail.com
- They sign documents with work@company.com
- Result: One person appears as three different contacts
The Solution
- Use Smart Booking Links:
yourbooking.com/meet?email=[original_email]&original_email=[original_email]&name=[name]
- Add Hidden Tracking:
- Create a non-editable field called "Original Application Email" in your booking system
- Populate it via URL parameter
- Keep it hidden from the form
- Use this as your tracking key
- Set Up Your Zap:
Trigger: New booking received Action 1: Find record in ATS - Search using "Original Application Email" field Action 2: Update candidate record - Add interview details - Store new email as alternate contact
Implementation Example
- Email Template:
Hi {{candidate_name}}, Book your interview here: {{booking_url}}?email={{application_email}}&original_email={{application_email}}
- Error Handling:
- Set up notification if no match found
- Create manual review queue
- Store both emails for future reference
Pro Tip: Test your booking link with different email combinations before sending to candidates.
#zapier #automation #recruiting
