UBIO Recruitment API

# Account Creation

The account creation process is triggered during the job application phase when an employer or ATS requires the applicant to create an account in order to complete the submission. UBIO creates a unique proxy email bridge this gap. The entire flow is explained on this page, or view the flow diagram below:

Click here to view the Account Creation Flow Diagram

UBIO Account Creation Flow


# 1. Purpose and Trigger Conditions

  • Why it's needed: Some employers/ATS systems require job applicants to log in or create an account before submitting an application.
  • When it's triggered: The process occurs when using the /apply endpoint and:
    • The employer or ATS mandates account creation, and
    • The user has not provided valid credentials (username and password).

# 2. Step-by-Step Flow

# Step 1: User Application Submission

  • A user initiates a job application that requires account authentication.
  • The client sends the user's application data to the /apply endpoint.
  • If user credentials have been collected by the client, they may be included in the request.

# Step 2: Proxy Email Generation

To avoid errors such as "email already in use," UBIO generates a unique proxy email address for the user.

  • Format example:
    • Original email: john.doe@mail.com
    • Generated email: john.doe-1234abc@apply.clientName.com
  • The proxy domain (e.g., @apply.clientName.com) can be customised.
    • The client must provide domain access or configure DNS records for proper setup.

# Step 3: Account Creation and Verification

  • The system uses the generated email and credentials to create the required account on the employer's ATS.
  • After account creation, the ATS may send a magic link or password reset mechanism to the proxy email.

# Step 4: Email Forwarding

  • UBIO sets up a forwarding rule so that any communication sent to the generated proxy email (e.g., confirmation emails, password reset links, application updates) is automatically forwarded to the user's original email address.
  • This ensures the user remains informed without needing to log in to the newly created account.

# Step 5: Post-Creation Notification

  • UBIO sends an email to the user's real email address with:
    • The generated email address used for account creation.
    • A password reset link (if available).
    • Optional custom content defined by the client.

# Step 7: Account Cleanup (Optional)

  • An API endpoint is available to delete email forwarding rules if needed.

# 3. Email Behaviour and Customisation

# Purpose

The notification email serves to:

  • Inform the user that an account was created on their behalf.
  • Share the generated proxy email address and provide a password reset link.
  • Ensure the user can receive ongoing updates from the employer or ATS.

# Customisation Options

We provide full customisation options for the the style and layout of the email. You can add your own branding, design and copy as needed by submitting it to us during the intgration process.

  1. Email Domain:

    • There are two points in the flow where domain-level email addresses can be customised. Both the credentials sender address (e.g., credentials@emailsrelay.com) and the generated proxy email (e.g., applicant123@emailsrelay.com) can use your own domain by configuring DNS settings—for example, replacing @emailsrelay.com with @apply.clientName.com:
      Customisable domains

  2. Logo Integration:

    • Body Logo: Easily added with minor configuration.
    • Header Logo: Requires additional setup and placement guidance from the client.

  3. Email Content:

    • Fully customisable, including:
      • Employer name
      • Job title
      • Branding elements or specific messaging provided by the client.

# Email Structure

  1. Subject Line:

    • Example: "Your credentials for [Employer Name] – [Job Title]"

  2. Header:

    • May include a custom logo (if configured)

  3. Body:

    • Message explaining that an account was created
    • Display of the generated email address
    • Password reset link or call-to-action button

  4. Footer:

    • Optional branding, disclaimers, or support links

# Example Templates

Here are example email templates showcasing how the content and branding can be customized: Example Template 1

Example Template 2

# 4. Limitations

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