Carerix has a fully integrated email system. You can send and receive email directly from Carerix, with messages automatically archived in the relevant candidate and contact records. This guide covers the most common email setup scenarios.
Email synchronization via OAuth2 (recommended)
For secure, reliable email synchronization, use OAuth2 authentication with Microsoft 365 or Google Workspace. This is the recommended and most secure approach.
Microsoft 365 / Exchange Online: Follow the Office 365 / Exchange Online email sync setup guide
Google Workspace: Follow the Google Workspace email sync activation guide
Using only Carerix for email
In this scenario, all email (incoming and outgoing) is handled by Carerix. As soon as the user logs in, they will see the latest messages. Make sure you fill in the outgoing email address in the user card, otherwise outgoing email will show as name@company.mail.carerix.net.
Email synchronization via IMAP or POP (traditional method)
If you prefer to synchronize with a traditional email client using IMAP or POP, follow these steps. You will need the following information from your email provider:
The address of your mail server (e.g.,
mail.companyname.com)Your username (typically your email address)
Your password
Steps to set up IMAP or POP synchronization:
Open the user file — either click your name in the top right and select My Account, or as an Administrator, go to Users and open the user record
Scroll to the Email settings section
[My Account page showing Email settings section]
In the Email settings section, locate the Provider dropdown menu
Select the appropriate provider: Google, Office 365, IMAP, or POP
Fill in the mail server address (e.g.,
mailserver.carerix.com)Enter your username — usually your full email address
Enter your password
For Type of mailserver, select IMAP
Set the following options:
Fetch email from mail server — checked
Security — Choose TLS if available; otherwise SSL. For security reasons, do not select 'None'.
Keep a copy on the server — available only for POP mail
Click the "Edit folders" button. The system will find the existing folders on your mail server so they can be synchronized with Carerix.
Map the Carerix folders to your mail server folders (for example, "Sent folder" in Carerix corresponds with "[Gmail]Sent Mail" or "Sent Items" on your mail server)
[Folder mapping dialog showing source and target folders]
Note: If the message "An unknown error occurred while getting the mail from your mail server" appears, you have likely entered incorrect information — for example, a wrong password.
Carerix with Microsoft Outlook (Exchange)
If your organization uses Exchange, you have two options to receive email in Carerix:
Option 1: Activate a POP or IMAP connector
Set up a POP/IMAP connector (available for Exchange SBS 2003 or via third-party provider) and configure it in Carerix following the IMAP/POP steps above.
Option 2: Use OAuth2 (recommended)
Follow the Office 365 / Exchange Online OAuth2 setup guide for the most secure method.
Example: Dual synchronization with Outlook and Carerix
If using IMAP with Exchange, both Outlook and Carerix will fetch email from the mail server. To manage this:
In Outlook: Leave a copy of messages on the server and Remove from server after 7 days
In Carerix: Fetch E-mail from mail server and Keep a copy of fetched emails on the mail server
This way, both applications can fetch the messages before they expire and are removed.
Email addresses
Email address for sender
A user in Carerix can have any email address as the "from" address for outgoing messages.
Email addresses for incoming messages
Every user in Carerix has two email addresses:
A POP/IMAP email address from your external provider (e.g.,
john.doe@example.com)A system email address:
john@company.mail.carerix.net
💡 Tip: Only one POP/IMAP account is available per user. If you need to receive email from multiple POP/IMAP accounts, arrange this outside Carerix — for example, by forwarding email from one address to the POP address configured in Carerix.
Email aliases
For generic email addresses, configure distribution lists or aliases on your email server. Contact your email provider to set these up.
Email confidentiality and privacy
Emails that arrive in Carerix can be flagged as "private". Once flagged, the message is invisible to other users. Incoming messages with "confidential" in the subject are automatically flagged as private. A reply to a private email is also flagged private upon arrival. The whole conversation thread remains confidential and invisible to other users until the confidential flag is unchecked.
How to set automatic confidentiality
In Candidate or Contact records: Check the Confidential option. All emails from this contact will automatically be set to confidential.
In User settings (Administrator): Open a user record and check one or both of the following:
Incoming Email Confidential — Incoming emails are set to confidential by default
Outgoing Email Confidential — Outgoing emails are set to confidential by default
Recommendation
Carerix provides email capabilities tailored to recruitment and staffing work. If your team can work efficiently with Carerix's integrated email system, you may not need to use Outlook or Gmail alongside it. Consider whether you truly need both before configuring dual synchronization.
If you are unable to set up email or keep receiving an error, please contact our support team at helpdesk@carerix.com.