Ad Hoc Email Scheduling in Kula ATS

Last updated: June 11, 2025

With Ad Hoc Email Scheduling, you can draft and schedule personalized emails to candidates to be sent at a specific date and time — all from within Kula ATS. This feature helps recruiters stay organized, maintain timely follow-ups, and automate outreach even when you're offline.

🛠 How to Schedule an Ad Hoc Email

Step 1:

  • Navigate to Jobs > Candidates, or find the candidate through the Contacts tab.

Step 2:

  • Inside the candidate view, click the Email icon or the "Send Email" button.

Step 3:

  • Choose your sender address (if applicable), add a subject line, and write your email content.

  • You can also use dynamic fields like {{candidate.first_name}} to personalize the message.

Step 4:

  • Instead of clicking "Send", click the dropdown arrow next to it and select "Schedule Later".

    Screenshot 2025-06-04 at 12.47.07.png

Step 5:

  • Pick the date and time (based on your profile’s time zone) when you want the email to be sent.

Step 6:

  • Click Schedule.
    The email will now appear in the candidate’s activity timeline with a clock icon, indicating it is scheduled for later.

    Screenshot 2025-06-04 at 12.47.54.png

✉ Where to View Scheduled Emails

You can view and manage your scheduled emails from:

  • Candidate profile activity timeline

  • Your Email activity log (if enabled)

You can edit or cancel scheduled emails anytime before they’re sent.

🎯 Use Cases

  • Send reminders to candidates post-interview.

  • Time outreach to match a candidate's time zone.

  • Follow up after X days without needing to log in manually.

🙋‍♀ FAQs – Ad Hoc Email Scheduling

  • Q: Can I schedule an email to multiple candidates?
    A: Currently, emails can be scheduled individually per candidate.

  • Q: Will the email send if I’m logged out or offline?
    A: Yes, once scheduled, emails will send automatically even if you're not online.

  • Q: Can I cancel or reschedule a scheduled email?
    A: Yes, just go to the candidate’s timeline and click "Edit" or "Cancel" on the scheduled email.

  • Q: Will I get notified once the email is sent?
    A: Not by default, but you can track delivery in the candidate's timeline or enable email logging if supported.

  • Q: What time zone does the scheduling follow?
    A: The schedule follows your profile time zone settings in Kula.

  • Q: Can I use email templates in scheduled emails?
    A: Yes, you can apply existing templates and then schedule them just like a normal message.

  • Q: Is there a limit to how far in advance I can schedule?
    A: No hard limit — you can schedule emails days or weeks in advance.