How to Use PostSheet for Applicant or Candidate Updates at Scale

Hiring is all about the experience — and that doesn’t stop at sourcing or interviews.

Applicants want updates. They want clarity. And they want to feel like they’re not sending résumés into the void.

But when you’re managing dozens (or hundreds) of candidates, keeping everyone in the loop can feel impossible.

That’s where Google Sheets + PostSheet comes in.

With one clean workflow, you can send personal, professional candidate updates at scale — from “we’re reviewing” to “let’s chat” to “not this time” — and always leave a great impression.

🎯 Why Candidate Communication Matters (Even If They’re Not a Fit)

✅ It builds your brand
✅ It increases re-application rates
✅ It shows respect
✅ It turns applicants into promoters
✅ It reduces ghosting complaints (on both sides)

A timely, personalized update can turn a rejection into a positive experience — and a follow-up into a fast hire.

📋 Step 1: Build Your Candidate Tracker in Google Sheets

Whether you’re using an ATS or not, track each applicant’s basic info and status:

Name	Email	Role Applied For	Stage	Next Step	Feedback Summary	Custom Note
Jamie Wong	jamie@email.com	Product Designer	Interviewed	Final Round	Great visual portfolio	Excited about our mission
Alex Rivera	alex@email.com	SDR	Not Moving Forward	–	Didn’t meet experience bar	Encourage to reapply

Optional fields: Recruiter name, Source, Interview date, Scorecard summary

✉️ Step 2: Write Personalized Update Templates in PostSheet

PostSheet lets you build multiple templates and switch between them using filters or conditional logic.

Example: Moving Forward

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Subject: Next steps for {{Role Applied For}} at [Company Name]

Hi {{Name}},

Thanks again for interviewing with us for the **{{Role Applied For}}** role! We really enjoyed getting to know you.

We’re excited to move you forward to the next stage: **{{Next Step}}**.

You’ll hear more from us soon, but let me know if you have any questions in the meantime.

– [Recruiter Name or Hiring Team]

Example: Not Moving Forward

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Subject: Your application for {{Role Applied For}}

Hi {{Name}},

Thank you so much for applying to **{{Role Applied For}}** at [Company Name].

After careful review, we’ve decided not to move forward at this time. That said — {{Custom Note}}

We’re grateful for your interest and wish you all the best in your search. Please don’t hesitate to apply again in the future.

– [Your Team]

Empathetic. Clear. Professional.

🚀 Step 3: Send at Scale (Without Sacrificing the Human Touch)

To launch your update:

Filter your sheet by stage (e.g., “Interviewed,” “Rejected,” “Next Round”)
Connect your sheet to PostSheet
Map fields like {{Name}}, {{Role Applied For}}, {{Next Step}}, {{Custom Note}}
Preview your emails — edit a few manually if you like
Send or schedule — and tag “Status = Sent” to track it

You’ll never have to send another awkward bulk BCC again.

🔁 Bonus: Automate with Your Hiring Workflow

If you:

Collect candidates via Typeform or Google Forms
Export from Greenhouse, Lever, or Ashby
Track manually in Sheets…

You can still drop that data into PostSheet and send better updates every single time.

🧠 Great Use Cases for Candidate Messaging

🧑‍💻 “We received your application” confirmations
📅 Interview scheduling nudges
🧠 Feedback and next-step follow-ups
❌ Rejections with real closure
🧑‍🤝‍🧑 Talent pool nurture for future roles
🎉 Offer congratulation emails (with a personal touch)

Wherever there’s a candidate — there’s a chance to make the experience better.

✅ Why PostSheet Is a Talent Team’s Secret Weapon

Problem	PostSheet Solution
Inconsistent updates	✅ One template, auto-filled data
Ghosting candidates (unintentionally)	✅ Filter by stage and stay proactive
Cold-sounding rejections	✅ Human language + optional context
Copy/pasting emails	✅ Send 1 or 100 — all personalized
Limited ATS automation	✅ Works with or without a platform

It’s fast, empathetic, and professional — every time.

💬 Final Thoughts: Hire Better by Communicating Better

Your hiring process is part of your brand.

With PostSheet, you can build a system for kind, clear, and scalable communication that leaves everyone feeling respected — even if they don’t get the role.

Try it free →
Send better candidate updates with PostSheet