Email-to-applicant integration
Forward CVs from your HR or careers mailbox to your OneATS inbound address and each one becomes a parsed candidate profile, matched to the right job when the email mentions it.
Why connect it
Why connect Email-to-applicant to OneATS
No more inbox digging
Emailed CVs become searchable profiles instead of attachments to download and retype.
Matched to the job
If the subject or body mentions a job code or title, the candidate is added to that job; otherwise they go to the talent pool.
No duplicates
If the candidate already exists, their profile is updated with the newer CV.
Setup
How to set up Email-to-applicant
The steps below match the screens in your OneATS portal.
Keys, provider links and portal locationWhat you need
- Your OneATS inbound address (shown in the HR Email Inbound Sync tab)
- Permission to add a forwarding rule in Google Workspace or Microsoft 365
- A OneATS Growth plan or higher
Copy your inbound address
Copy your company's dedicated OneATS inbound address.
Settings → HR Email Inbound Sync
Google Workspace / Gmail
In your HR Gmail account, go to Forwarding and POP/IMAP, add the OneATS address as a forwarding address, and create a filter for emails with attachments.
Microsoft 365 / Exchange
In the Exchange admin center, add a mail flow rule: when the recipient is your HR mailbox and an attachment is .pdf, .docx or .doc, Bcc or redirect the message to your OneATS address.
Test it
Email a CV to your HR address and check it appears in Candidates within seconds.
- Forwarding works without sharing a mailbox password, so it's the recommended option. Microsoft 365 often blocks app-password IMAP logins.
Keys and links
Keys you need for Email-to-applicant and where they go
Forward your HR mailbox to the dedicated OneATS address (no keys), or connect it directly over IMAP with a mailbox login.
- OneATS inbound addressShown in OneATS under Your Company Dedicated Inbound Sourcing Address. Forward to it, or use it as your application address.Field
Copy Address (read-only) - IMAP server hostimap.gmail.com, outlook.office365.com or imap.zoho.com, or your mail provider's IMAP host. Direct IMAP only.Field
IMAP Server Host - Port993 for SSL.Field
Port - FolderThe folder CVs arrive in, usually INBOX.Field
Folder - UsernameThe HR mailbox address, e.g. careers@yourcompany.com.Field
Username / Email Address - PasswordThe mailbox password, or an App Password when 2-step verification is on.Field
Password / App Password
- Exchange rule: condition “recipient is your HR or careers mailbox” and “any attachment extension is .pdf, .docx or .doc”; action “Bcc” or “Redirect” to the OneATS address.
- Put a job code such as JOB-101 in the subject and the candidate is added straight to that job.
Where it goes in OneATS
- Settings
- HR Email Inbound Sync
Then select Copy Address.
Open this screen in OneATSAdmins only. You'll be asked to sign in.
Provider links
- Gmail → Forwarding and POP/IMAPSigned in as the HR mailbox: Add a forwarding address, then create a filter for emails with attachments.
- Google Admin consoleFor Workspace admins managing forwarding company-wide.
- Exchange admin centerMail flow → Rules → add “Forward Resumes to OneATS”.
- Google App passwordsOnly for direct IMAP when the mailbox has 2-step verification.
- PDF, Word (.docx), RTF and image CVs are parsed into name, contact details, experience, education and skills.
- Non-hiring emails such as invoices and newsletters are ignored.
- Direct IMAP polling is also available if forwarding isn't possible; use an app password if 2-step verification is on.
Questions
Email-to-applicant questions
Candidates land in the pool, not the job.
Include the job code (shown on each job) in your job ads' apply-by-email line so OneATS can match it.
Can applicants get an acknowledgement?
Yes. An automatic “application received” email can be sent after a delay you choose, using an editable template.
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