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TRM Email feature

Khibtiya Afreen
Updated

The newly released Gmail Email Sync feature in the Sense platform allows recruiters to sync their Gmail inboxes with Sense, ensuring that all communications with candidates present in the TRM system are logged and easily accessible. This documentation is structured for both Recruiters and IT administrators.

By connecting a Gmail account, users can:

  • Maintain data privacy by syncing emails associated with TRM candidates.
  • Send, view, and reply to all candidate emails from Sense
  • Automatically log email interactions with TRM-listed candidates

Note: Only emails exchanged with candidates present in the TRM will be synced.

This functionality enables a 360-degree view of candidate profiles by consolidating relevant email conversations under activity logs and reduces communication silos.

Permissions and Consent

When setting up the Google Workspace (email) integration, Sense will request you to connect to your Gmail account. This is required to sync conversations and events between Sense and Google.

The Admin at Sense must connect their individual accounts and grant access to the integration. This requires Google's gmail.modify the scope for standard permissions provided by Google for Gmail integrations.

Sense uses these permissions to:

  • Import past communication with a candidate from Gmail to Sense
  • Add emails sent from Sense TRM directly to your Sent folder in Gmail.

Reference links to Google support articles for API access and domain-wide delegation.

Accessing the Mailbox

You can navigate to Conversations > Email to access the mailbox in Sense.

Thread Behavior

All the emails are grouped in conversation threads. You can perform the following features:

  • Reply (Reply All included)
  • Delete a thread
  • Mark emails as unread

All sent emails are also reflected in the user’s Gmail Sent folder.

Email Log Feature

Once a recruiter syncs their mailbox with Sense:

  • The system will identify any emails exchanged with candidates based on matching email addresses.

  • All past and future emails—whether interview confirmations, scheduling updates, or general communication—are automatically logged against the corresponding candidate profile.

  • For example, if a recruiter sends a direct email to a candidate, and the email id matches the one in Sense, the system will instantly map that conversation to their profile.

  • These logged emails appear in the Activity Logs of the candidate, giving your team full visibility into every interaction with the candidate.

This ensures a complete communication history for every candidate, improving transparency and collaboration across the team.

Admin Configuration

If you haven't synced the email log, follow these steps to enable automatic email syncing and logging against candidate profiles:

  1. Navigate to Conversations > Email tab.
  2. If the account isn't connected, you’ll see a screen prompting you to select your email provider.
  3. Click on Connect under Gmail (Google).
  4. If prompted, select the account you want to connect.
  5. A pop-up will appear with a summary of the permissions needed.
  6. You will also get a choice to sync past 30 days email after providing permissions - optional.
  7. Click Continue to proceed.
  8. Choose the Gmail account you'd like to sync with Sense.
  9. If prompted, enter your Gmail password to sign in securely. You’ll be asked to allow access to your Gmail.
  10. Click Allow to grant Sense the required scopes.
  11. You’ll be redirected back to Sense with a loading screen confirming that the email sync is in progress.

Once connected, all relevant emails sent to or received from candidates will be automatically logged under their profiles—no manual input is required.

To start sending emails, click the Compose New button.

This will open a side panel from which you can enter the recipient's email address, subject line, and the body of your email.

Action Availability Summary

Feature Availability
Compose Email ✅
Reply / Reply All ✅
Delete Thread ✅
Mark as Unread ✅
Email Logs in TRM ✅

Key Notes

Candidate Email Sync Privacy

  • Emails are only synced for candidates that exist within TRM.

  • If a recruiter attempts to email a non-TRM candidate from Sense Mailbox, an error is thrown.

  • This is vital for compliance and data security.

Logs and Visibility

  • Emails sent/received via Gmail are logged in the Activity Log of the candidate profile.

  • Examples:

    • Interest confirmation

    • Follow-up emails

    • Information sharing

These are mapped using the candidate’s email ID.

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