Map the workflow
List the hiring tools, clients, roles and states where a candidate notice belongs.
Product Tour
How AI hiring notice tracking works
Approve your notice text once, then let it run. Your counsel’s wording, notices out on time, delivery tracked to the candidate, and a proof packet ready whenever someone asks for it.
Your policy says the notices go out. This shows that they did.
A shared inbox will show you that a message went out. It will not show you which version of the wording it carried. An ATS note will show that a step was ticked, but not what the email provider said back. Notice Tracking sits between the approved policy and the daily recruiting work, so the record builds itself while your team works.
What goes wrong shows up weeks after the send.
A client asks about one candidate from March. Now somebody is hunting for the template version that was live back then, piecing delivery history together out of an email tool, and explaining the gaps on a call that afternoon. Notice Tracking keeps that record assembled from the start, so answering is a search rather than a project.
Approve the wording
Nothing sends from an unapproved template. Whichever version was live at send time stays attached to that notice.
Bring in the candidate
Only the fields the notice needs to reach the right person.
Send the notice
The approved template merges with the candidate's details and goes out through a transactional email provider.
Record what comes back
Sent, delivered, bounced, failed and suppressed, as the provider reports them.
Keep the history
Every action lands in a log that can be added to but never rewritten.
Export the record
A PDF or a CSV showing the notice version, the candidate, the delivery activity, the timestamps and who did what.
Audit evidence should answer one question
Can you prove what notice was sent, when it was sent, and what record supports it?
Notice Tracking is built around that one question. Everything it stores is there so you can answer it about a named candidate, months later, without going back through anyone's inbox.
Who owns which part
Your counsel owns the wording
Notice Tracking stores and sends the language your counsel approved, and keeps every earlier version of it.
Your auditor owns the bias audit
Any audit of a hiring model stays with the auditor who performs it. Notice Tracking handles the candidate notice that goes alongside it.
Your ATS keeps the candidates
Requisitions, pipelines and placements stay in the ATS. Notice Tracking takes the notice, the delivery record and the export.
Notice Tracking owns the notice
Template control, routing, delivery tracking, event records, retention and exports.
Want to see how this fits your current stack?
Tell us your hiring tools, your states and your monthly volume, and we will tell you which plan fits.