How to Automate Candidate Rejection Notifications with Make.com Webhooks and Email Modules

Manual candidate rejection notifications are a significant time sink for recruiting teams and can negatively impact the candidate experience. In a competitive talent market, timely and professional communication is paramount. This guide outlines a powerful, yet straightforward, automation solution using Make.com (formerly Integromat) to streamline this process. By integrating webhooks and email modules, you can ensure every candidate receives a prompt, personalized, and professional rejection email, freeing up your team to focus on high-value activities while maintaining your employer brand.

Step 1: Set Up Your Make.com Scenario and Webhook

To begin, log into your Make.com account and create a new scenario. The very first module you’ll add is a “Webhook” module. Select “Custom webhook” from the options, which will generate a unique URL. This URL is your listening post – it will receive data from your applicant tracking system (ATS), form submission, or any other platform initiating the rejection. Name your webhook descriptively (e.g., “Candidate Rejection Webhook”) and save it. Remember to copy this unique URL, as you’ll need it to configure the sending system to push candidate data to Make.com. This initial setup establishes the crucial entry point for your automation workflow.

Step 2: Receive Candidate Data via Webhook

Once your webhook is set up, the next critical step is to configure your source system (e.g., your ATS, a custom form, or a spreadsheet with API capabilities) to send candidate data to the Make.com webhook URL you just generated. To define the data structure Make.com will expect, you’ll need to send a test payload. This typically involves triggering a dummy rejection in your ATS or manually sending sample data to the webhook. Make.com will then “listen” for this data, automatically detecting the incoming fields such as candidate name, email address, the job they applied for, and any other relevant information. Carefully identify and verify these fields, as they will be essential for personalizing the rejection email.

Step 3: Map Data for Rejection Email

With the candidate data successfully received by your webhook, the next step involves mapping and preparing this information for your email module. You might use a “Set multiple variables” module or directly map the fields within the email module itself. The goal is to ensure that the data is correctly formatted and available for insertion into your rejection email template. This includes extracting the candidate’s first name for personalization, verifying the email address, and fetching the specific job title they applied for. This mapping process transforms raw data from your source system into actionable, usable content, ensuring your outgoing emails are both accurate and personalized.

Step 4: Configure the Email Module

Following the data mapping, add an “Email” module to your Make.com scenario. Make.com offers various email integrations, such as Gmail, Outlook 365, or a generic SMTP client. Choose the module that corresponds to your organization’s email provider. You’ll need to connect your email account, granting Make.com the necessary permissions to send emails on your behalf. In this module, you’ll specify the sender’s email address and name. Most importantly, you will dynamically populate the “To” field with the candidate’s email address pulled directly from the webhook data, ensuring each rejection email reaches the correct recipient.

Step 5: Design Your Rejection Email Template

Within the email module, you’ll design the subject line and body of your rejection email. Leverage the mapped data from Step 3 to personalize the message. A professional and empathetic tone is crucial here. Include the candidate’s name, the specific job title they applied for, and a clear, respectful rejection message. Consider adding an encouraging note or information about future opportunities, if appropriate, to maintain a positive employer brand. Craft a template that reflects your company’s values, ensuring clarity and professionalism, without being overly generic. Make.com’s text editor allows for rich text formatting, helping you create a polished message.

Step 6: Test and Activate Your Automation

Before making your automation live, rigorous testing is essential. Run your Make.com scenario with dummy data, ensuring that the webhook receives the data correctly, the mapping is accurate, and the email module sends the email as expected. Verify that the email arrives in the designated inbox, that all personalized fields are populated correctly, and that the formatting is intact. Once you’re confident that the scenario works flawlessly, activate it. You can set it to run immediately upon receiving webhook data, providing instant rejection notifications, or schedule it based on your operational needs. This final step transforms your setup into a fully functional, automated system.

If you would like to read more, we recommend this article: Webhook vs. Mailhook: Architecting Intelligent HR & Recruiting Automation on Make.com