01
Applications are forwardedResumes, certificates and contact details create an additional copy with every forwarding.
For HR, recruiting & personnel management
Request personnel data. Not as open email attachments.
Applicants and employees send contracts, proof documents and confidential personnel data via a fixed HR link – without account, while only authorized internal personnel have access.
The sensitive part
The more personal the document, the less suitable a shared secure inbox.
02
Personnel documents end up in the wrong handsSalary, bank or social data must not be sent to unnecessarily many people via a shared secure inbox.
03
External portals deterNo one wants to create a new account or install an app just for a single proof.
A clear process
A link for the person, a protected entry point for HR.
1
Create HR secure inbox
For example, "application", "personnel documents", or "pay slips" — with appropriate deadline and protection level.
2
Integrate the link into your contact
Career page, applicant email, onboarding checklist or employee letter.
3
Limit access
Business shares secure inboxes only with the HR team or selected individuals. Each user accesses via their own account.
Use cases
From first contact to ongoing employment.
Name data minimally: Use neutral secure inbox names and subjects. The encrypted content is protected; metadata should still not reveal diagnosis, evaluation, or other sensitive context.
Application
Request additional evidence or identification documents without creating a new applicant account.
Onboarding
Receive tax, bank and social security data via a specifically named link.
Ongoing employment
Separate confidential evidence and personal documents from general email traffic.
Offboarding
Revoke team accesses immediately; the company licence ends upon removal from the organisation.
Functions
Fewer copies, clear permissions, low barrier.
One-time readable
After successful opening, the message is deleted from the server; uncollected messages expire automatically.
Shared or private secure inboxes
Business shares incoming messages with the entire team or only selected individuals.
API & Webhooks
If required, secure sending can be integrated into existing HR processes without mapping every process via the API
SchlüsselBot does not replace applicant management or personnel archives. The service secures transmission; storage, deletion policy, and long-term documentation remain in your HR system. Read security details .
Frequently asked
Briefly answered
Can a recruiting secure inbox later be restricted to HR?
Yes. Business allows sharing with selected individuals. Changes take effect immediately for future access.
How long are submissions available for?
For each secure inbox, 24, 48, 72 hours or 7 days are configurable. The action is deleted after opening.
Can I open directly from the dashboard?
Yes. New incoming messages appear live and can be opened directly in the account; notification emails are not required.
A good application process doesn't have to choose between convenient and confidential.
Give external parties a simple link, and internal access only to the right people.