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Where to find it: Sidebar → Communication Policies

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What it does

Communication Policies let you control how and when HeyMilo reaches out to candidates throughout the interview process. You can set nudge timing, business hours, lifecycle emails, and agent-specific overrides — then apply a policy to one or many interviewers.
Communication Policies overview
Every workspace starts with a Default Policy. You can edit it or create additional policies for different use cases (e.g. high-touch outreach, specific client workflows, or different time zones).

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Creating a policy

Communication Policies → Create Policy
Create a communication policy
Give it a name and an optional description so your team knows when to use it.

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Policy settings

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Master switches

ToggleWhat it controls
All communicationsTurns all candidate-facing communications on or off for this policy
All nudgesTurns all nudge messages on or off without affecting lifecycle emails

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Global timing

SettingWhat it does
Nudge cooldown (hours)Minimum time between nudges sent to the same candidate
Candidate max age (days)Stops nudging candidates who have been in the pipeline longer than this
Business hoursStart time, end time, and timezone — nudges only send within this window

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Nudge settings by agent type

By default, all agents use system nudge defaults. Use Add Override to customize nudge behavior for specific agent types:
  • Web Interview Reminders (Sarah): nudges to complete the video/web interview
  • SMS Follow-ups (Tyler): SMS nudges and conversational follow-ups
  • Resume Screening Reminders (Roscoe): nudges to submit resume for screening
  • Form Reminders: nudges to complete application forms
  • AI Scenario Assessment Reminders: nudges to complete AI scenario assessments
Only the agent types you add here will have custom settings. All others continue using system defaults.

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Lifecycle emails

SettingWhat it does
Deadline remindersSends reminder emails before an interview deadline. Set the window (how many days before the deadline to start and stop) and max number of reminders.
Completion emailSent when a candidate completes their interview
Retake emailSent when a candidate is allowed to retake
Scheduling emailSent when scheduling is involved
Report emailSends the interview report to the candidate
Each can be toggled on or off independently.

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Applying a policy to an interviewer

Linking a policy to an interviewer
Once a policy is created, link it to one or more interviewers. Open the policy → Linked Interviewers to manage which interviewers use it.

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Default policy

Every workspace has one default policy. It applies to any interviewer that doesn’t have a specific policy assigned. To change the default, open the policy menu and select Remove as Default or set a different policy as default.