Ep.10 - How to clean up & organize your inbox to prepare for resumes
The hidden hiring bottleneck in your business could be your inbox. You're about to start getting applications, but let's be honest, how organized is the inbox that's going to receive all those applications? If you've ever lost track of an application, forgot to follow up with a promising candidate, or just felt overwhelmed by all the job inquiries, this is for you.
I'm going to show you how to set up a systemized inbox so you can review applications quickly and efficiently. This small thing will have a HUGE impact on the entire process.
Why Your Inbox Is Slowing Down the Hiring Process
Hiring itself is already overwhelming. Your inbox should not be making it worse.
A messy inbox means:
Missed opportunities (great candidates get buried under emails)
Too much time searching for important emails instead of actually evaluating applicants
Feeling disorganized and stressed
Don't worry. Cleaning up your inbox isn't as complicated as it sounds. I'm going to break it down for you step-by-step.
Step 1: Create a Separate Email Address for Job Applications (Optional But Helpful)
A very common one I see is hiring@yourspabusiness.com. You can do this with Google Workspace (formerly G Suite). It's really inexpensive.
If that's not possible, create a filter or label within your current inbox specifically for hiring-related emails. This is what I prefer to do just to keep everything in one place. I use a lot of emojis and have fun with it so it's easy for my eye to find the folder.
A dedicated inbox (or folder) keeps job applications separate from client emails, promotions, everyday messages, and all the other things flooding your inbox.
Step 2: Use Email Filters and Folders to Stay Organized
I use Gmail and I highly, highly recommend it.
Create folders for different stages of hiring:
New Applications – Where all job submissions land
Reviewed and Potential Hires – Applications that passed the first round
Not a Fit – Quick rejections and a paper trail
Interview Scheduled – Candidates moving forward
Set up automatic filters so emails containing words like "resume," "application," or "job" go directly into the hiring folder.
I actually recommend having this be the title you choose for the resume subject line. If they send the email with the proper subject line, you can have it automatically filter into that folder. Oh my gosh, it's amazing. It frees up so much of your time.
When your inbox is organized, you don't waste time digging for important emails—or worse, accidentally deleting them.
Step 3: Create a Job Application Auto-Response (Game Changer)
This helps limit time sucks. Set up an automatic reply thanking the candidate for applying and outlining next steps.
Here's a good example:
"Thank you for applying to [Your Spa Name]. We've received your application and our team will be reviewing it over the next two weeks. If we believe you're a great fit, we'll reach out to schedule an interview. No need to follow up—we've got your info. Thanks for your interest and we'll be in touch soon!"
Personally, because I'm not actively hiring all the time, I put something like "our team will be reviewing it when we're in the hiring process."This is such a fantastic way to eliminate all those extra follow-ups people might send you.
An auto-response reassures the candidate that their application was received while saving you time.
Step 4: Keep a Spreadsheet (This Is My Secret Weapon)
The way people apply is through a Google Form. At the end of the Google Form, it says, "Please send your resume to this email address with the subject line [specific instruction]." When someone hits submit on their application, there's a button in the top right corner of that Google Form where you can open up the data within Google Sheets. It is a game changer. You guys, it's amazing.
It helps you quickly scan and compare all candidates without digging through emails. I color-code it. It's so fantastic and helps me stay really, really organized. Then I can go into my inbox later, go into those folders, and dig a little deeper into the people I liked who fit the needs of whatever I'm hiring for.
The spreadsheet keeps the hiring process streamlined and stress-free. It clears your mind and gets rid of all the extra things you might worry about during the hiring process.
Your Next Steps
Create a dedicated hiring email OR set up filters in your inbox. And add emojis! This should be exciting and motivating. Set up an auto-response so applicants know what to expect moving forward. Start tracking applicants in a spreadsheet for better organization if you're planning to hire within the next 3-6 months.
Need help setting up your hiring systems?
Fill out this intake formto book a discovery call with me. I'd be happy to talk you through my whole process and help you create a system that works for your spa.
