Background:
Ready Recruit is making a transition from our current email service provider, "Mandrill," to "AWS SES" (Amazon Simple Email Service), in order to comply with TPES accreditation requirements.
As part of this transition, we have adopted the new Amazon Simple Email Service as our sender, which will only allow verified emails or email domains to be used for sending.
To ensure a seamless migration, it is essential for your business to verify the email domains currently being used in Ready Recruit. To assist you with this process, we have provided step-by-step instructions below on how to verify your email domains before the migration takes place.
Process:
Step 1 (Verify Email Domains):
- Generate DNS Records to verify your domain with AWS SES here. Instructions on how to use these records are provided below:
Step 2 (Setup Outbound Emails Addresses):
- Add your list of outbound email addresses that you would like to send the emails from.
Step 3 (Configure SMTP Settings):
- Once the above 2 steps are completed, please refer to the below url to configure your SMTP settings. This process will actually switch the email service provider from Mandrill to AWS SES. (Note: Just fill out the form in the below url and we will configure the SMTP settings for you).
Verified Domains:
To ensure seamless email sending, we will utilise verified domains. Verified domains allow the application to send emails from any user within the domain. For instance, a verified domain like readytech.io or jobready.com.au enables Ready Recruit to send emails from user.a@readytech.io or user.b@jobready.com.au respectively.
To verify a domain a series of DNS records need to be added to the domain; this is something that needs to be handled by the IT department of your business.
We can’t send specific details of the process as only the department responsible for the domain will be able to determine your host and make the necessary changes but we have added a table with a few examples from the most popular domain hosts:
DNS/Hosting provider | Documentation link |
|---|---|
| GoDaddy | Add a CNAME record (external link) |
| DreamHost | How do I add custom DNS records? (external link) |
| Cloudflare | Managing DNS records in Cloudflare (external link) |
| HostGator | Manage DNS Records with HostGator/eNom (external link) |
| Namecheap | How do I add TXT/SPF/DKIM/DMARC records for my domain? (external link) |
| Names.co.uk | Changing your domains DNS Settings (external link) |
| Wix | Adding or Updating CNAME Records in Your Wix Account (external link) |
Fallback Domains:
Please note that any sender domain not in the verified list (https://{customer_name}.jobreadydirect.com.au/admin/email_domains) will be changed to a fallback email address with our domain (noreply@jobreadydirect.com.au), with the original sender set as the reply-to.
This will ensure email delivery is not interrupted in the event that a user enters an unverified email address, and will still allow recipients to reply to the originally entered email address, but this should only be relied upon as a fallback.
For more technical details of the implementation see: https://docs.aws.amazon.com/ses/latest/dg/creating-identities.html
Update from Google & Yahoo:
Note: Also along with TPES audit requirements, both Google and Yahoo are introducing new email sending restrictions starting from February 2024 that require DKIM and SPF authentication and DMARC policies for all your sending domains.
DKIM and SPF authentication are covered in the above instructions to verify your domain with AWS SES, as we generate all the DNS records you need for these. Implementing a DMARC policy is something you’ll need to do separately. Please see here for more details: https://sendgrid.com/en-us/blog/new-sending-requirements-for-gmail-yahoo
Conclusion:
On changing the email service, sent emails may initially land in the recipient’s spam folder. Hence, please inform your recipients to check their spam and mark any of the emails as “Not Spam” to help ensure future correspondence is received.
Also, please make sure to "complete this form" once the above process is completed.
Testing all emails after the switch over:
And once the entire above process is completed, here is the list of some of the email communications on both Ready Recruit and Gateway to test once the above process is completed:
Ready Recruit Emails:
Main entity emails (Manual emails):
- Candidate emails
- Company emails
- Vacancy emails
- Placements emails
User account emails (Automated):
- New User Account - Welcome Emails
- Update User Account emails
- Password reset emails
- Resend confirmation instructions emails
Notification Group Emails (Automated):
- Company status change emails
- Vacancy status change emails
- Placement status change emails
- Qualification status change emails
- Forms submissions emails
Status change emails (Based on templates) - (Automated):
- Application status change emails
- Placement status change emails
Gateway Emails:
Jobseeker Emails:
- Jobseeker - Welcome Emails
- Jobseeker - Application confirmation emails
- Jobseeker - Job Alert Emails
Employer Emails:
- Employer - Welcome Emails
- Employer - Application Received emails
User Level Emails:
- Password Reset emails
- Resend confirmation instructions emails
