Scheduled Emails

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Introduction

When recruiters or sourcers reach out to potential candidates, they often need to create 1:1 emails that will be sent later. For example, they want to ensure that follow-up messages are sent and not forgotten or create an email that will be sent later in the day to get a better outcome with the sourced candidate. For such purposes, the Send Email feature within Evolve Recruitment Marketing (RM) allows Delay sending this email with date and time selectors. This feature is available on individual 1:1 emails sent from any talent list, emails to multiple selected candidates, or emails to all candidates on lists with a thousand candidates or less.

Audience 

All Users

Must have User or Administrator privileges in Campaigns

Send Email with Delayed Sending

Navigate to the Talent tab, then run a search for the desired candidate.

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Click the menu icon on a list of candidates with or without page selection or on a single candidate profile.

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Click Send Email.

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On the Send Email page, select Delay sending this email checkbox.

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Select a Start Date and Start Time. You can delay sending for up to 12 months.

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Click Send. The email is created and added to the list of scheduled emails. No activity has been created for the candidates or reports since the email has not been sent yet. When the scheduled time comes, and the email is sent, the emailed activity will be created for the candidates in the same way as for emails sent without delay.

View Scheduled Emails

A list of scheduled emails waiting to be sent is available in Campaign within the Scheduled Emails tab. The page is available to any Source/CRM user. Recruiters can only see their own scheduled emails, whereas Company Administrators can see emails scheduled by any Source/CRM user in the company.

Navigate to Campaigns > Messages > Scheduled Emails.

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Each Scheduled Email record shows:

  • Subject - The email subject.
  • From Email - The email address the email will be sent from (as selected in the From field of the email).
  • List Name - The name of the search or talent list.
  • List Type - The name of the search (Source) or talent list type (i.e., Folder, Talent Network).
  • Scheduled Date and Time - The expected scheduled date and time.
  • Scheduled By – The name of the user who scheduled the email.
  • # Recipients - The number of recipients being sent the scheduled email.
  • Created - The date and time that the scheduled email was created
  • Updated - The date and time that the scheduled email was updated.

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Displayed records can be rescheduled or deleted by the email owner or Company Administrator.

Search Scheduled Emails

You can search scheduled emails in the search box against the following field:

  • Subject - Enter full or part of the email in the search field.

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Filter Scheduled Emails

You can filter the list of scheduled emails by the following fields:

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  • Scheduled Date – The default is all future scheduled emails
    • You can choose the next 30, 60, or 90 days as quick filters.

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    • You can also choose a custom date range.

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  • Scheduled By - This filter is only available to Company Administrators or other users with Administrator privilege in Source. Users with the Recruiter privilege can only see their own emails on the Scheduled Emails page.
    • Select from the list of the company users. You can start typing the name in the provided field, and the list of users will show the matching results.

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  • Recipient - Recruiters can filter scheduled emails by the recipient.
    • You search for a candidate by name or email. 

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Sort Scheduled Emails

You can sort scheduled emails by the following fields (ascending or descending):

  • Scheduled Date & Time (default, descending)
  • Subject
  • Updated
  • Created

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Scheduled Email Actions

You can perform additional actions on scheduled emails from the actions menu beside each scheduled email.

Navigate to Campaigns > Messages > Scheduled Emails.

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Next to the desired scheduled email, click the menu icon.

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You can Reschedule or Delete the scheduled email.

Reschedule

Click the menu icon, then click Reschedule.

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Select a new date and/or time on the Reschedule Email popup.

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Click Reschedule. The page will refresh, and the record will show the updated scheduled date and time.

Delete

Select the menu icon, then click Delete.

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On the confirmation popup, click Delete to confirm you want to delete or click Cancel to cancel the deletion.

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If you click Delete, the page is refreshed, and the deleted record is removed from the system. The deleted email will not be sent.

Preview

The Preview icon will allow you to see the content sent to recipients in the Scheduled Email.

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You can also view the recipients in the email preview.

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You can click the number to view the full Recipients List if there is more than one recipient.

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You can expand the preview to the full page by clicking the box icon or close the preview by clicking X or Close.

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