# Getting candidates in > How candidates reach a Truffle position: the Position Link, job pages, careers page, email import, resume upload, direct invites and candidate emails. Source: https://www.hiretruffle.com/how-it-works/getting-candidates Last checked against the live product: 2026-10-05 Every route a candidate can take into a position, and the emails Truffle sends them along the way. Candidates reach a position in a few ways. They come to you through a link or a job page, you bring them in from email or a stack of resumes, you invite them by name, or a connected tool sends them. Every route adds them to the same position, so you review them all in one place. ## Your Position Link Every open position has one shareable link, the Position Link. Copy it from `Get candidates` on the position, or hover the position's row on the Positions list and use the copy button. On a phone there is no hover, so `Copy shareable link` is the first item in the row's menu. Every one of these gives you the same link. [Share your Position Link](https://www.hiretruffle.com/how-it-works/guides/share-your-position-link) shows every place to copy it. Post the link wherever candidates will see it: a job board listing, an email, a social post. When a position collects resumes alongside an interview or assessments, Build position asks how it runs. With `Apply first`, candidates send a resume, it is scored and ranked, and they wait in your list until you invite them to the next step. With `Apply and finish in one sitting`, they give their resume and complete the rest in the same session. If Resume is the only method, every resume lands in one list. *Figure: How this position runs. Apply first lets you pick who continues; one sitting takes the resume and the interview together. Each option shows what it costs.* The link stops accepting candidates the day you close the position, or when its deadline passes. An expired position has no copy option on the Positions list, because its link no longer works. The link carries most of the traffic. Between 30 July and 23 September 2026, 83% of candidates in Truffle arrived through a public Position Link, 13% through resume upload, and 4% through email forwarding or job board import. ## Job pages and careers page ### Hosted job pages Every published position gets a public job page with a built-in apply flow. Candidates upload a resume (PDF or DOCX, up to 5 MB) and apply without creating an account. The resume is parsed in their browser and they confirm their details, or type them in by hand if it cannot be read. Scanned or image-only PDFs are read with text recognition. Job pages are rendered on the server with job-posting structured data and kept current in the sitemap, so search engines can find and index them. A cut-off apply link shows "This application link is incomplete" with steps to find a working one. ### Careers page Every company also gets a hosted careers page at one shareable link. It lists your open, published positions, and each one links to that position's apply flow. It is in the sitemap too. Copy the link from Settings, under Company, in the Careers page section. The page updates on its own when your positions change. ### Careers widget To list your roles on your own website, use the careers widget. Paste one script tag into your site and your open positions that have `List this job publicly` switched on render inside the page, each linking to its apply flow. It stays in sync with your positions automatically. Set it up in Settings, under Company, in the Careers page section, below the careers page link. You get a live preview, a publishable key that is generated for you, and a snippet to copy. There are three themes, Light, Dark and Brand color. To group roles by location or employment type, add a grouping attribute to the snippet; there is no setting for it. [Add a careers page to your site](https://www.hiretruffle.com/how-it-works/guides/add-a-careers-page-to-your-site) shows each step. If the widget cannot load, it shows a link to your hosted careers page instead. ## Posting to job boards Truffle does not post to job boards for you. Put the Position Link in your job ad as the way to apply, and candidates land on the position's job page. For Indeed you can also skip the link and have applications import on their own, see [Importing application emails](#importing-application-emails). [Share your Position Link](https://www.hiretruffle.com/how-it-works/guides/share-your-position-link) walks through where to copy it. ## Importing application emails Each position has its own private Truffle email address. Forward an application email to it, or point a job board's new-candidate notifications at it, and Truffle reads the candidate's name, contact address and attached resume (PDF or DOCX) and adds them to the position. Turn it on from `Get candidates`, under `Auto-import applicants`. The first time, you confirm a one-time attestation, recorded with your name and the time, and Truffle offers a notice you can add to your job postings. [Import applicants from Indeed](https://www.hiretruffle.com/how-it-works/guides/import-applicants-from-indeed) walks through the setup on both sides. Notifications from Indeed, LinkedIn and ZipRecruiter are accepted directly. So are forwards from a teammate's sign-in address. Where a board relays email through a per-candidate address, as Indeed does, that address is used as the candidate's. Email from any other sender waits for review. A manager or owner can choose `Import once`, `Always allow` for that exact address, or `Ignore`. Unreviewed emails expire after 14 days. An email that cannot be imported shows up with the reason and what to do about it. What happens next follows how the position is set up. On a position where candidates apply first, imported candidates wait in the candidate list and nothing is sent until you invite them. On a one-sitting position, or one with no resume step, they are invited to the interview automatically. The exception is a candidate whose only address is Indeed's relay address (one at indeedemail.com): Truffle never emails that address, so they are not invited, and their profile tells you to message them in Indeed or add their own email. When their resume carries an email address, Truffle uses that one instead. Imported candidates carry an envelope marker in the candidate list and Magic Review, and their profile says whether they came from a job board email or were forwarded in by a named teammate. ## Uploading resumes If you already have resumes from a job board, referrals or an old pipeline, upload them to the position. Each resume becomes a candidate in the resume queue and is parsed and scored against the position's resume criteria, the same way as a candidate who applied through the job page. Uploads take PDF or DOCX, up to 50 files at a time and 5 MB per file. Scanned PDFs are read with text recognition. Start from the `Bulk resume upload` row on the position's Get candidates tab, which appears when Resume is on. The first time, you confirm a short attestation before uploading. Uploaded candidates land in `For Review`, read and scored like any other resume. [Upload resumes you already have](https://www.hiretruffle.com/how-it-works/guides/upload-resumes-you-already-have) shows each step, including what a refused file says. Uploaded candidates receive no email. They only hear from Truffle if you invite them to an interview. ## Inviting candidates directly To invite people you already know about, use the `Invite by email` row on the position's Get candidates tab. It appears when the position has a video interview or assessments. Each invitation is a branded email with a unique, secure link to the screening. An invited candidate shows as `Invited`, then `Interview started` once they begin, and moves to `For Review` when they finish, at which point the AI analysis runs. [Invite candidates by email](https://www.hiretruffle.com/how-it-works/guides/invite-candidates-by-email) walks through it. ### Pasting a list `Paste from spreadsheet`, inside Invite by email, takes a list of names and emails. Commas, tabs (as when you copy from Excel) and spaces all work as separators, and a header row is skipped. You can paste up to 200 rows, and one send takes up to 50 invitations. ### Completion deadlines You can add a completion deadline to a direct invitation, for one candidate or a whole batch. Pick a date and a timezone. After the deadline, the candidate's link stops accepting submissions. The deadline appears in the invitation email, on the candidate's landing page and on the Finish later screen. A candidate who tries to leave with less than a day remaining sees a warning. You can extend a deadline after sending, for one candidate or in bulk. ## Emails and reminders Truffle sends candidates an invitation, then up to three reminders to candidates who haven't started, after 1 day, 3 days and 7 days, each one switchable in the position's Settings under `Candidate emails`, and a confirmation as soon as they finish. Each one is on by default and can be switched off per position under Candidate emails and reminders. The wording adapts to what the position includes, so an assessment-only position never mentions a video interview. Invitations and reminders come from the person who sent the invitation, with their signature, or from the company when no person sent it. Reminders arrive as replies in the invitation's email thread. The subject line reads `{Company}: next step for your {Role} application`. Every candidate email ends with a line pointing interview trouble to Truffle support. You can also send a reminder by hand from a candidate's profile, with a 24-hour wait between sends. A manual reminder matches the stage the candidate is at, and never resends the original invitation. If the candidate's deadline has passed, Truffle offers to extend it. ### Your own templates On paid plans you can write your own versions of the five candidate emails: the invitation, the three reminders and the completion confirmation. Templates live in a company-wide library in Settings, with up to 20 named templates per email and one default that automated sends use. A position can pick a different template or fall back to the company default. [Customize candidate emails](https://www.hiretruffle.com/how-it-works/guides/customize-candidate-emails) shows the editor, merge tags and preview. The editor has a live preview and can send a test to you. Merge tags fill in details such as `{candidate_first_name}`, `{position_title}` and `{deadline_date}`, and you can add your logo and brand colour. In a position's email editor you can draft a template with AI from that position's details. The stock invitation includes `{personalized_note}`, a one-line note written from the candidate's application when the email sends. It is left out when there is nothing specific to say, and you can delete the tag to send without it. ### Where replies go You choose where candidates' replies land. With `Reply to the sender`, the recommended default, a reply goes to whoever sent that email, and replies to automated reminders go to whoever invited the candidate. Emails with no person behind them, such as invitations from the API, Ashby or email import and the completion confirmation, go to an optional shared address, then the position's creator, then the longest-standing owner or admin. With `Use one address`, every reply goes to the same inbox. Companies created from 17 September 2026 start on `Reply to the sender`. Older companies keep their previous routing, where replies reach Truffle, until an owner or admin picks an option. The choice is in Settings, under Company, in Candidate email, and also on a card on Home and in the invite email window. ### Unsubscribe and suppression Every recurring candidate email has a link to stop email, and supports one-click unsubscribe from the candidate's mail client. You can also record an opt-out for a candidate from the menu on their row. Each request goes into one record for your company, every send path checks it before sending, and a suppressed candidate shows as suppressed in your view. ## Through integrations Candidates can also come in from tools you already use. Ashby, Breezy HR, Workable, Bullhorn, JazzHR, Recruitee, Teamtailor and Pinpoint connect natively: a step in your ATS sends the candidate into a Truffle screening, and the results come back on the candidate in your ATS. In Pinpoint, `Send Truffle interview` sends a candidate the interview invitation, and `Screen resume with Truffle` scores their resume without contacting them. The Zapier Invite Candidate action pushes candidates in from other tools, and on paid plans, once API access is approved, the API can add candidates and send invites. See [Integrations and API](https://www.hiretruffle.com/how-it-works/integrations) for setup, or the step-by-step guides to [connect Ashby](https://www.hiretruffle.com/how-it-works/guides/connect-ashby), [connect Pinpoint](https://www.hiretruffle.com/how-it-works/guides/connect-pinpoint) and [connect Zapier](https://www.hiretruffle.com/how-it-works/guides/connect-zapier). ## What it does not do - Truffle does not post to job boards for you. It formats the description and link, and you paste them into the board. - Email import only accepts job board notifications from Indeed, LinkedIn and ZipRecruiter, and forwards from teammates' sign-in addresses, without review. Everything else waits for a manager or owner, and expires after 14 days if no one acts. - Accounts more than 14 days past cancellation, or blocked, stop importing application emails. - Resumes must be PDF or DOCX, 5 MB or less. - Uploading resumes sends nothing to candidates, and nothing uploaded is rejected or advanced automatically. - A closed position's link and careers page stop accepting candidates the same day. An expired position shows candidates an expired page. - A suppressed candidate gets no further email from your company through Truffle, from any send path. - Custom email templates are on paid plans only. - Requests for an alternative selection process keep their own address and never follow your reply-to choice. ## Related - [Setting up a position](https://www.hiretruffle.com/how-it-works/positions) - [What candidates see](https://www.hiretruffle.com/how-it-works/what-candidates-see) - [Reviewing candidates](https://www.hiretruffle.com/how-it-works/reviewing) - [Integrations and API](https://www.hiretruffle.com/how-it-works/integrations) - [Guide: create a job application](https://www.hiretruffle.com/how-it-works/guides/create-a-job-application) - [Guide: screen resumes with AI criteria](https://www.hiretruffle.com/how-it-works/guides/screen-resumes-with-ai-criteria) --- Truffle is an AI screening platform for small teams doing high-volume hiring: resume screening, one-way video interviews and talent assessments. AI surfaces the evidence and you make every decision. Scores never reject a candidate; the only automatic rejection is a qualification rule the employer writes. https://www.hiretruffle.com