Send Emails to Candidates Directly, from Anywhere in the Platform

Keeping candidate communication in one place sounds simple, but for a long time it wasn't. You could send emails tied to a job status change, an interview, or an outreach event, but the moment you needed to reach someone outside of those contexts, you were back in your inbox, outside the platform, with nothing logged. Flo is the fastest shipping company in the legal talent industry, and this release is a clear example of why: we heard this gap described enough times that closing it became a priority.

The problem

We kept hearing a version of the same frustration. Recruiting teams wanted to reach candidates with a quick note, a follow-up, or a proactive message, but the platform only supported sending emails when a specific event triggered it. Anything outside that narrow path meant switching to a personal or shared inbox, drafting something there, and losing any record of that conversation inside the tool.

That meant candidate profiles were incomplete. Communication history was scattered. And the value of keeping everything in one system started to erode every time someone had to go around it.

What we shipped

Admins can now send emails to candidates at any time, independent of a job status change, interview, or event. This works from several places in the platform:

• Candidate list page: Select one or more candidates and choose Send Email from the Actions dropdown. You can send to up to 100 candidates at once. The platform will warn you if any selected candidates are missing an email address, but it will not block you from sending to the others.
• Candidate profile page: The candidate's email address is now a live link. Click it to open the email composer scoped to that individual.
• Job application page (via profile or slide-out): If the candidate was submitted directly, you will see a Send Email button. If they came through an agency, you get a dropdown letting you choose whether to email the candidate or the agency contact. Options that are unavailable due to missing email addresses are clearly disabled so there is no guessing.

The composer itself supports merge variables. From the candidate list, you have general variables like candidate first and last name. From the job application context, you also get job name, firm name, and agency contact name, because the platform knows the context of the email and can offer more relevant options.

Reply-to, CC, and BCC fields are all available and pull from your team's member list. When you hit Send, a confirmation modal tells you exactly how many candidates are receiving the message before anything goes out.

Every email sent this way is logged on the candidate's profile, with a note indicating it was manually generated. That includes emails sent to agency contacts, which are logged under the relevant candidate record.

Why it matters

The most immediate effect is that candidate profiles now reflect the full picture of your communication, not just the automated touchpoints. When someone else on your team picks up a file, they see everything.

Beyond the record-keeping, this gives recruiting teams genuine flexibility. You are not forced to manufacture a status change or an event just to send a message. You reach out when it makes sense, the way it makes sense, and it stays in the system.

For candidates submitted through agencies, the ability to direct the email to the agency contact (from the same interface) removes another small but real point of friction. One tool, one log, one place to look.

If you're a Flo client and want to dig in, or you're new to Flo and curious how it works, book a demo and we'll walk you through it.