When applicants start an application but don’t complete it, you can automatically send them reminder emails to encourage them to finish. This is especially helpful when one member of a household has completed their portion, but another has not.
Option 1: Use Pre-Built Automations
The Applicants Board may already include a pre-built automation called Applications Incomplete.
- Open the Applicants Board.
- Go to Automations.
- Look for email automations.
- Open the related email template to ensure the content fits your needs.
- Update any wording as needed.
- Enable the automation — no need to create a new one.
If the pre-built automation isn’t available or doesn’t fit your workflow, follow the steps below to create a new automation.
Option 2: Create a New Custom Automation
Step 1: Open Automation Settings
- Go to the Applicants Board.
- Click Automations → Create New Automation.
Step 2: Set Up the Automation
- Title: Give your automation a clear name, such as Incomplete Application Reminder.
- Folder: Select a folder for organization.
Step 3: Define the Trigger
- Automation Type: Select Custom Condition Automation.
- Condition:
- Under the Status field, choose Applications Incomplete or Applications In Progress.
- This ensures the automation only targets households with incomplete applications.
Step 4: Add the Action
- Set the action to Send Email.
- Configure the following:
- Inbox: Choose the inbox from which the email will be sent.
- Template: Select an existing template or create a new one.
- Recipient Type: Choose Applicant so the message goes to the applicant(s).
Step 5: Configure the Timing
You can control when and how often the email is sent:
- Specific Days of the Week
Example: Send a reminder every Monday at 8 a.m.
- Days After Status is Set (Separate Automations)
- 3 days after the application becomes incomplete
- 7 days after
- 10 days after
Example:
Step 6: Add the Application Link
To make it easy for applicants to resume their application:
- Edit the email template.
- Add a button or hyperlink.
- Use the merge field:
- Remove any fallback text so the link directly connects to the applicant’s portal.
{{screeningLink}}Step 7: Save and Enable
- Review your automation settings.
- Click Save.
- Toggle Enable to activate the automation.
Example Use Case
An applicant household starts their application on Monday.
- On Wednesday (after 3 days), they receive a first reminder.
- On Friday (after 5 days), they receive a second reminder.
- On Monday (after 7 days), they receive a final reminder.
This sequence helps increase completion rates without manual follow-up.
Summary
By setting up this automation:
- Applicants are automatically reminded to complete their application.
- Your team saves time on manual outreach.
- Household applications are completed faster, streamlining the screening process.
Would you like me to create a visual workflow diagram showing how the status and timing work together? It could help teams understand the logic at a glance.