Identities
Setting outgoing voicemail message
An identity is a HiringCenter phone number + email address your team uses to text, email, and call. You can also link a teammate’s connected Gmail or Outlook so outbound email sends from that real address.
Path: Settings → Identities
Only Admin and Owner can create identities. Assigned identity members can link their own mailbox and manage signatures.
What you manage on each identity
- Which users may send from it
- Active / Inactive
- Optional voicemail recording for missed calls
- Connected Accounts — link a Google or Microsoft mailbox
- Email signatures (rich HTML)
- Conversation links for that identity
The table shows the HiringCenter phone and email, the linked mailbox (if any), signature count, and conversations.
Link a mailbox (required to send as that person)
Connecting Gmail or Outlook on Your Profile does not change the From address by itself.
- The user signs in with Google or Microsoft on Your Profile → Connected Email & Calendar Accounts. Microsoft 365 work accounts may need IT approval first — see Connected Email & Calendar.
- Open Settings → Identities.
- Find their identity.
- In Connected Accounts, click No connected account.
- Pick the mailbox. You should see a success toast: Identity linked to connected mailbox.
- The column then shows the provider and the real email address.
Rules:
- One mailbox per identity; one identity per mailbox.
- If the picker is empty, connect the mailbox on Profile first.
- If the mailbox is already linked to another identity, unlink it there first.
- Admins/owners can link any teammate’s mailbox. Other users can link their own mailbox on identities they are assigned to.
Send after linking
- Conversations → open the prospect → Email.
- If Start Conversation opens, choose HiringCenter Identity (not Device Handoff).
- Pick the identity that shows the linked address.
- In From, choose Google Mailbox or Microsoft Mailbox, not HiringCenter Email.
When a mailbox is linked, the composer defaults to that mailbox.
Signatures
Open signatures on the identity row to add, edit, delete, or preview. You can also insert a signature from the email composer. See Email Signatures.
Common questions
Who can add identities? Admins and owners.
Why can’t I send from my work email? Connect the mailbox on Profile, then link it here. Device Handoff is a different path (send from a phone).
The user has no identity. An admin must create one and assign them.