MailDrop

Maildrop is Kula’s solution to a common challenge faced by recruiters and hiring teams: candidate conversations and resumes often happen outside of the platform. Whether it's a colleague forwarding a resume via email or a direct conversation between a recruiter and candidate, this critical information can easily fall outside the scope of the ATS.

With Maildrop, Kula brings these interactions back into the system—automatically, accurately, and with minimal effort. By forwarding or CC’ing emails to a unique Maildrop email address, you can ensure every resume and conversation is synced back into Kula, keeping your hiring workflows complete and centralised.

Why Use Maildrop?

• Eliminates the manual work of downloading and uploading resumes

• Ensures visibility into all candidate communications, even those happening outside Kula

• Speeds up hiring by automating contact and application creation

• Provides full context for recruiters, sourcers, and hiring managers in one place

How Maildrop works

1. Conversation Tracking via CC/BCC

When emailing a candidate, users can add a Maildrop address in the CC or BCC field:

• Examples:
  maildrop@yourcompany.kula.ai (account level)
  job-123@yourcompany.kula.ai (job-specific)
  talent-456@yourcompany.kula.ai (project-specific)

What happens:

• If the recipient (candidate) exists in Kula, the conversation is logged under their profile.

• If not, Kula creates a new contact using the "To" email and attaches the conversation thread.

• Kula tags the source as Email import and attributes the message to the user who sent the email.

✅ Bulk emails are supported. Each recipient is handled individually and conversation history is maintained.

2. Resume Parsing via Forwarding

To import resumes, simply forward emails (with resume attachments) to a Maildrop address.

What happens:

• Kula parses the attached resumes and creates candidate profiles automatically.

• If the candidate already exists, the new resume is added to their profile.

• If sent to a job-specific or project-specific Maildrop address, Kula associates the candidate with the relevant job or project.

✅ Kula sends confirmation emails for both successful and failed resume ingestions.

3. Automatic Candidate and Application Creation

When resumes are forwarded to job-specific Maildrop addresses, Kula not only creates the contact but also:

• Creates a new application for that specific job.

• If the sender is not part of the job team, the application source is marked as Employee Referral, with the referral type set as Maildrop.

4. Bulk Resume Support

You can forward multiple resumes in a single email:

• Each resume is processed independently.

• Kula sends a summary email listing:

  • Successful imports

  • Failures (e.g., duplicate resumes, unsupported file types, parsing issues)

5. Flexible Maildrop Addresses

Maildrop supports three types of email addresses depending on your workflow:

Where to find maildrop email address?

Kula makes it easy to access your Maildrop addresses directly from the workflows where you need them most:

Account-Level Maildrop Address

To find your general Maildrop address for building your talent pool:

1. Navigate to the Contacts page

2. Click Add Contact

3. In the dropdown menu, you'll see your account-level Maildrop address: maildrop@yourcompany.kula.ai

4. Use this address to forward resumes that aren't tied to a specific job opening

Job-Specific Maildrop Address

To find the Maildrop address for a specific job opening:

1. Open the job you want to add candidates to

2. Click Add Candidates

3. In the dropdown menu, you'll see the job-specific Maildrop address: job-[ID]@yourcompany.kula.ai

4. Forward resumes to this address to automatically create applications for that role

Project-Specific Maildrop Address

To find the Maildrop address for talent projects and sourcing campaigns:

1. Open your project

2. Click Add Candidate

3. In the dropdown menu, you'll see the project-specific Maildrop address: talent-[ID]@yourcompany.kula.ai

4. Forward resumes to build your project pipeline

Smart Handling & Safeguards

• Duplicate resumes are not created – Kula updates the existing candidate profile instead.

• Closed or archived jobs: If resumes are sent to a job that’s no longer active, Kula drops the email and sends a failure notice to the sender.

Use Case Examples

• Recruiters forwarding resumes collected at career fairs

• External agencies sharing multiple profiles for review

• Employees referring candidates from their network

• Admins configuring shared inboxes to auto-forward to Maildrop

Who Benefits from Maildrop

FAQs

Q: What file types are supported for resume parsing?
A: PDF, DOC, and DOCX files are supported.

Q: What if the same resume is sent multiple times?
A: Kula detects duplicates and updates the existing candidate profile without creating new entries.

Q: Can Maildrop handle bulk resume drops from agencies?
A: Yes. Each resume is parsed individually, and results are shared via a summary email.

Need Help?

If you need help setting up or using Maildrop, feel free to reach out to our support team via the chat widget or email us at support@kula.ai.