Email configuration and signature
Set the signature appended to every email you send through Nextal, choose where replies should land, and tell Nextal which folders of your email provider it can read.
Nextal can send emails on your behalf (to candidates, clients, contacts) and can also read emails from your mailbox so threads stay synchronized with each candidate or client. The Email Configuration tab is where you control three independent things: your signature, your reply-to address, and which folders Nextal is allowed to read.
Email signature
What it is. A short block of text — usually your name, title, phone number and links — that’s automatically added to the bottom of every email you send from Nextal.
What it’s for. Saves you from typing your sign-off on every message and keeps your sign-off consistent. When you forward a candidate to a client or reply to a candidate from the application, your signature is appended without you having to think about it.
How to set or change your signature
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Open the Email Signature card
It’s the first card on the Email Configuration tab, titled Email Signature with the subtitle Define the footer to add to all email you send through the platform.
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Click the signature area
The signature field is a rich-text editor. Click anywhere on it to start editing.
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Type or paste your signature
Plain text works, but you can also format with bold, italics, links and lists using the toolbar that appears. You can also paste a signature you already have in Outlook or Gmail — most formatting survives the paste.
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Save
The save button at the bottom of the editor commits your signature. It now appears at the bottom of every outgoing email you send from candidate profiles, the kanban, or any compose dialog in Nextal.
Email reply (reply-to address)
What it is. The address where replies should land when a recipient hits “Reply” on an email you sent from Nextal. By default this is your normal email address. You can override it.
What it’s for. Two common cases:
- Shared inbox. You want a teammate or the whole hiring team to see all replies — set the reply-to to a shared address like
hiring@yourcompany.com. - Privacy. You want candidates to reply to a generic address that you can hand over if you leave the company, not your personal one.
How to set your reply-to
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Open the Email Reply card
Right under the signature card, titled Email Reply.
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Click the Reply Email field
The field uses an in-place edit — click the value (or the empty space if not set) to turn it into an input.
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Type a valid email address
The form validates the format. If you type something that isn’t an email, you’ll see an error and the save will be blocked.
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Confirm
Press Enter or click outside the field. The new reply-to is saved. From now on, replies to your Nextal-sent emails will land there.
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To revert to your normal address
Click the field and clear it. With no reply-to set, replies fall back to your account’s email.
Email synchronisation setup
What it is. Connects Nextal to your real mailbox (currently Microsoft 365 — Google Workspace is coming) so emails you receive show up automatically on the right candidate or client. Without this connection, Nextal only knows about emails you send from Nextal — replies to those emails never make it back to the candidate’s thread unless you copy and paste.
What it’s for. Imagine: you email a candidate from Nextal. They reply from their phone. Without synchronization, that reply lives only in your inbox; nobody else on your team sees it on the candidate’s record. With synchronization, Nextal pulls that reply from the folder you authorize and adds it to the candidate’s Emails tab automatically.
Before you can enable it
An administrator must first connect your organization’s authentication provider (Microsoft 365 or Google Workspace) in the Admin section. If they haven’t, you’ll see an amber warning that reads:
Email synchronization not available. To enable synchronization, an administrator must first configure your authentication provider (Microsoft 365 or Google Workspace) in the Admin section.
If you see that warning, contact your IT or workspace admin. They need to enable the provider for your organization (and, in some setups, explicitly add you to the list of allowed users). Once they do, the warning disappears and the toggle becomes available.
How to turn on synchronization
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Flip the main switch
The Email Synchronisation Setup card has a single switch at the top. When you flip it on, Nextal contacts your email provider on your behalf.
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Wait for the folder list to load
Below the switch, a list of folders from your email account appears — Inbox, Sent, Archive, custom folders, etc. This is the list of every folder Nextal could watch.
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Pick the folders Nextal can read
Each folder has its own switch. Flip on the ones you want Nextal to monitor — typically Inbox and Sent. Leave personal folders (e.g. Banking, Family) off. Nextal only reads emails that involve a candidate, client or contact already known to it — your shopping receipts stay private.
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Refresh later if you add folders in your mail provider
If you create a new folder in Outlook later, click the refresh icon at the top of the card () to re-fetch the folder list. The folder shows up and you can choose whether to monitor it.
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To turn synchronization off entirely
Flip the main switch back to off. Nextal stops checking your mailbox. Past emails already imported stay on the candidate records.