Send from your own mailbox

Connect your Gmail or Microsoft 365 account so candidate messages go out from your real address, land in your Sent folder, and replies come back to InsightHire.

By default, messages you send from InsightHire go out from your organization's sending address with your name on them. Connect your own mailbox and they go out from you — your address, your domain, and a copy in your Sent folder.

This is a personal connection. Each recruiter connects their own account. It is included in the Hire plan; if the page says it is not enabled, ask your InsightHire contact.

Open Settings → Your mailbox.

Connect

1. Choose Connect Google or Connect Microsoft, depending on where your work email lives.
2. Sign in with your work account.
3. Approve the permissions.
4. You land back on Your mailbox with the card showing Sending from this mailbox.

InsightHire asks for the narrowest permissions that do the job:

The send permission is required — decline it and the connection fails. InsightHire never asks to read your Gmail. For Microsoft, the read permission is only requested if you ask for replies in your inbox.

What sends from your address

Once connected and switched on, candidate messages and sequence steps you send go out from your own address.

Everything else does not. Journey invitations, reminders, rejections, offer emails, surveys and anything else fired by an automation are organization mail and keep going out from your organization's sender — they are not "from" a person at all. Configure those under Settings → Email settings; see Custom email (SMTP).

If you connect both Google and Microsoft, Google is used.

Use the Use for my messages switch to pause the connection without disconnecting. Paused shows as Connected, paused and your messages go back to the organization sender.

Send me a test sends a message through the real path so you can confirm it arrives and lands in your Sent folder before you use it on a candidate.

Where replies go

Every message InsightHire sends from your address carries a reply address InsightHire owns. When the candidate hits Reply, the answer comes back to InsightHire and shows on the candidate's timeline, in your Inbox, and stops any sequence. This is how Gmail always works.

Get replies in my inbox (Microsoft 365 only)

With a Microsoft 365 mailbox you can turn on Get replies in my inbox and candidates reply straight to you, like any normal email. InsightHire then reads back only the replies to messages it sent, so the candidate's timeline, your Inbox and your sequences all stay correct.

It is off to begin with, and turning it on asks for the read permission if you did not grant it at connect time.

What it reads is deliberately narrow:

• only threads InsightHire started, matched on the mail thread itself or the reply headers;
• for 90 days after the original message went out;
• checked every few minutes. Check now runs it immediately.

It also copies replies you write from your own mail client back onto the candidate's timeline, so the hiring team still sees both halves of the conversation.

With the switch off, InsightHire sets a reply address it owns, so replies come back through InsightHire instead — you keep the timeline but lose the reply in your own inbox. Pick one; leaving it off is not a broken state.

If your organization revokes the read permission later, reply sync turns itself off and sending carries on.

Gmail does not have this option: InsightHire only has permission to send from Gmail, so Gmail replies always come back through InsightHire's reply address.

Daily cap

Each connected mailbox sends up to 200 messages a day. The Today column shows where you are — "47 of 200 sent".

Go over it and nothing stalls: the message still goes out, from your organization's sender instead of your address. The same fallback catches an expired token, a revoked permission or a provider having a bad afternoon. You lose the personal From address for that message, not the message.

Reconnect

Tokens die — a password change, an admin revoking access, a provider policy. When that happens the card shows Reconnect needed with a Last error box explaining what the provider said.

Choose Reconnect, sign in again, approve the permissions, and the card goes back to Sending from this mailbox. Until then, your messages go out from your organization's sender.

Disconnect removes the connection entirely. You are asked to confirm, because messages you send afterwards go out from InsightHire's address again until you reconnect.

Related

• Team sender addresses — a shared address like talent@company.com rather than a personal one.
• Shared mailbox (OAuth) sending — the same idea for a shared Gmail or Microsoft 365 mailbox.
• Unified inbox — where replies show up in InsightHire.