How to Track Applicants Using Different Email Addresses in Your Systems

The Problem

• Indeed applications come with indeed.123.candidate@indeed.com

• Candidates book interviews using personal@gmail.com

• They sign documents with work@company.com

• Result: One person appears as three different contacts

The Solution

1. Use Smart Booking Links:

yourbooking.com/meet?email=[original_email]&original_email=[original_email]&name=[name]

1. Add Hidden Tracking:

• Create a non-editable field called "Original Application Email" in your booking system

• Populate it via URL parameter

• Keep it hidden from the form

• Use this as your tracking key

1. Set Up Your Zap:

Trigger: New booking received
Action 1: Find record in ATS
    - Search using "Original Application Email" field
Action 2: Update candidate record
    - Add interview details
    - Store new email as alternate contact

Implementation Example

1. Email Template:

Hi {{candidate_name}},

Book your interview here:
{{booking_url}}?email={{application_email}}&original_email={{application_email}}

1. Error Handling:

• Set up notification if no match found

• Create manual review queue

• Store both emails for future reference

Need support setting this up? We can help!