Thursday, February 23, 2023

Admins: Delivery status of the e-mail invitations in the user profile

We added the info about the sent date and delivery status of the invitation e-mails to the organizational module so the company admins know if there is any potential problem with the deliverability of the invitation links to the specific candidate.
It is visible in the user profile under the invitation link (for invitations sent since Feb 23rd, 2023, 1pm GMT):

status: delivered means that the mail server of the candidate accepted the mail. It still can skip the inbox and land in their junk or other folder based on their mailbox rules, but it has been delivered successfully to their mailbox.

status: failed: the candidate did not receive the e-mail. The reasons for failure can be the wrong e-mail address, a full mailbox, or a mail server rejecting the e-mail because of their anti-spam policy, etc. Approximately 3% of invite e-mails are affected.
It is typically a permanent fail, so resending the invite from the system will not help. 
Recommended action: Admin can copy the link and try to share it in alternative ways: send it from their own e-mail address or via instant messengers. 

What do we do to ensure the maximum deliverability of the invite e-mails: 

E-mail invitations for the test are a popular admin feature in the Tracktest assessment platform because it is straightforward for candidates to use. Administrators send the invite to the specific or all levels from the company account, and candidates just click the link and can start the test. 

However, sending bulk e-mails and ensuring they are correctly delivered requires much effort and ongoing active monitoring of e-mail reputation. Successful E-mail send/receive always depends on both sides, so it is not entirely in our hands, but we do our best to follow the best industry practices and recommendations: 

  1. For our application e-mails, we use the external commercial e-mail delivery platform (Mailgun) hosted in the EU region, which can routinely handle large volumes of e-mails. 
  2. E-mails are correctly signed and authenticated (DKIM, SPF, DMARC). 
  3. They are sent from the specific address and our dedicated IP address

Here is the invite e-mail analysis from the service