What is it and what is it used for?
Rejection reason-based automation allows you to assign a specific email template to a specific rejection reason when rejecting a candidate from the process.
This way, different candidates rejected for different reasons will automatically receive tailored messages - without having to manually select a template each time.
Example: A candidate rejected because they "Withdrew from the process" will receive a different message than a candidate rejected due to "Insufficient work experience."
How to configure rejection reason-based automation?
You can configure this automation in two places, depending on whether it should apply only to a specific recruitment or to all recruitments based on a selected workflow.
Automation for a specific job
Go to the job, then click the automation icon on the Rejection stage tile.
Automation for a recruitment process (workflow)
Go to Settings > Hiring workflow, open the selected process, and click the automation icon next to the Rejected stage.
The next steps are the same in both cases:
In the window that opens, you will see a list of existing email automations.
Click + Add new automation.
In the automation creation form, fill in:
Mailbox – from which the message will be sent
To – the message's recipient - choose "Candidate" if you want to create a rejection-based e-mail automation
Template – the email template to be sent
Stage – the process stage that triggers the automation (for the Rejected stage, this is filled in automatically)
Rejection reason – that should trigger this specific automation
The "Rejection reason" field is optional.
If left blank, the automation will trigger for every rejection at this stage - regardless of the selected reason (just like the existing stage-level automation).
If you select a specific reason, the email will only be sent when the recruiter rejects a candidate with that exact reason.
Once saved, the automation will appear in the list in the stage's automation window. The rejection reason assigned to it will be displayed next to the template name as a colored tag.
How does it work in practice - when rejecting a candidate?
When a recruiter rejects a candidate, a window appears where:
Basic information about the candidate is displayed (name, application source, time to rejection),
You can select the rejection reason from a list,
You can optionally add an internal note visible only within the system.
In the Notify about application rejection via email or SMS section, the system automatically shows which automation will be triggered:
If an automation based on the selected rejection reason exists - the template from that automation will be used.
If no automation is assigned to the given reason - the template from the stage-level automation will be used (if one exists).
The system also displays a hint: "Match the message to the rejection reason - assign reasons to templates in Settings > Workflows."
After clicking Reject candidate, the system will display a confirmation with the name of the template used and the candidate's name.
Where can configured automations be viewed?
Rejection reason-based automations are visible in several places:
1. Settings → Recruitment Processes
The automation icon is displayed next to the Rejected stage. Clicking it opens a list of all automations for that stage — both those without an assigned reason (general) and those with an assigned reason (highlighted with a tag).
2. Settings → Email/SMS Templates
Each template displays the number of automations that use it. Clicking that number opens a detail window broken down by workflow-based and recruitment-based automations. For automations with an assigned rejection reason, the full label is shown, e.g.: Process Name | Stage | Rejection Reason
3. A specific recruitment
Click the automation icon on the Rejection tile in the candidate list.
Automation priority - which message will be sent?
If multiple automations are configured for the Rejected stage, the following order of priority applies:
Automation with an assigned rejection reason – has the highest priority; it will be used when the selected rejection reason is linked to it.
Stage-level automation without a reason – used when no reason-based automation matches the selected rejection reason, or when no reason was selected.
This way, you can have one general template for all rejections and separate templates for specific reasons that override it.
When is the automatic message sent, and when is it not?
Case | Is a message sent to the candidate? |
Candidate rejected with a reason linked to an automation | Yes – the template assigned to that reason is used |
Candidate rejected with a reason that has no automation assigned | Yes – if a general stage-level automation exists for the Rejected stage |
Candidate rejected without selecting a rejection reason | Yes – if a general stage-level automation exists; No – if it does not |
Candidate who has already received a message from this stage | No – TRAFFIT informs you of the previous send with its date |
ℹ️ Detailed rules for all cases (candidates added via API, importer, sourcing plugin, etc.) can be found in the article: Email Automation – when is it sent and when is it not?
Requirements and permissions
To create and edit email automations, you must have the appropriate permission granted by the TRAFFIT account Administrator.
For an automation to be assigned to a specific reason, that reason must already exist in the list. Rejection reasons can be configured under Settings > Workflows, by selecting the relevant process and clicking the icon next to the rejection stage.