Email integrations with TAM - "Spoofing" & Whitelisting

How it works:

When sending emails to applicants TAM sends from a "noreply@theapplicantmanager.com" email address when appropriate. However, any emails initiated from a TAM user to an applicant, which are considered personal, are sent from the email address in that user's TAM account. As such, all replies to those emails will go directly to the TAM user's email inbox. This way, users immediately receive emails from applicants directly to their company email and can continue the conversation from there.

TAM also captures and tracks any replies from applicants back to the user through use of hidden identifiers in the email headers. This enables us to keep a history of the email exchanges, which the user can access on the applicant's page in TAM. Note: While every email sent from TAM includes the tracking information, some email servers will block or remove these identifiers, so capturing email replies is only about 95% effective. 

Timely and personal communications with applicants can be crucial in the recruiting cycle, which is why we use the user's company email rather than a TAM noreply email. Our clients have overwhelmingly insisted that TAM works this way for those reasons.

Spoofing/issues:

This can cause problems with emails being marked as spam, as the incoming email server sees that TAM is sending emails "on behalf of" your company email server. We have made efforts to ensure that emails from TAM have low Spam ratings, and consequently our experience has shown that the number of emails to applicants which are rejected or marked as spam is very small, less than 0.2%.

However, emails sent by TAM from one user to another are much more likely to be rejected. For example, an email sent from TAM using the from: mary@yourcompany.com  and to: john@yourcompany.com will be recognized by the email server yourcompany.com as not sent by itself and may be flagged as a "spoof" email, depending on your email configurations.

Improving Deliverability/Whitelisting:

Typically your IT team (or whoever manages your email server) can fix this problem and minimize your TAM emails being marked as spam. They should use the information below to "whitelist" our email server and IP address on your network and email systems.

Sometimes the solution is to create (or add our server to) an SPF record in your email server to authorize emails from TAM; which may also have the added benefit of improving email deliverability to applicants. There may be other solutions to this problem; please consult your IT team.

Our domain is theapplicantmanager.com.

All emails sent by our software come from:

theapplicantmanager.com [67.227.159.147]

theapplicantmanager.com [159.135.226.58] - delivered through mailgun.com