Introduction
The Auto-Email feature in Recruitment Marketing (RM) streamlines candidate outreach and pipeline building. When enabled on a talent list, it automatically sends emails to candidates when they are added to the list. If the talent list includes CRM stages, auto-emails can be set up for each stage and triggered when a candidate moves to that stage.
Auto-emails can be configured as a one-time email or a sequence (email campaign) and are available in the following talent modules:
- Folders
- Job Candidate Lists
- Talent Networks
- Internal Mobility
Audience
Company Administrators can view, create, and edit auto-emails.
Recruiters will have the following restrictions:
- Job Candidates Lists - Can set up or edit auto-emails only on the jobs flagged as My Job.
- Folders - Cannot set up or edit auto-emails on Folders that are shared with them.
- Talent Network Lists - Cannot set up or edit auto-emails on any Talent Network.
Before Getting Started
It is recommended to test your auto-email configuration upon initial setup to ensure the message renders correctly and is appropriate for candidates.
NOTE: TinyURL should not be used in email templates, campaigns, or any other emails. Instead, you should use either the merge codes provided in RM (the best recommended option) or at least a full URL.
Set up Auto-Email Without Stages
If your company does not use CRM stages in Talent or Job Candidates lists, an auto-email configured on a talent list will be sent to candidates added to that list.
Navigate to the Talent tab and open a list where you need to set up an auto-email:
- Folders
- Talent Network
- Internal Mobility list
NOTE: You can also navigate to Jobs, open a job where you want to set up an auto-email, and open the Candidates list in that job.
NOTE: We will be using Folder for the following example.
On the Folder card, select the menu icon, then click Auto-Email.
On the Auto-Email pop-up, enable Configure Auto-Email for this folder.
You can fill out the following fields:
- From User (required) - Select a sender from the list.
- Email Template (required) - Select an email template from the list.
- Attached Job – Select this field if the selected template has job-related merge fields. The current job is selected automatically on auto-emails configured for a job candidate list. NOTE: Once a job selected for auto-email is archived, the auto-email is turned off.
- Campaign – Select a campaign for email tracking if your auto-email is related to a campaign. NOTE: Please see Use Auto-Email with an Email Campaign for more information.
- Talent Network – Select this field if the template has a Join Talent Network URL merge code. Select a talent network from the list of career sites that has a talent network configured.
Click Save. The auto-email is set up and ready to use immediately, and a confirmation notification is displayed.
The Auto-Email menu option will have a checkmark beside it to indicate that the list has an active auto-email.
Any list that has an auto-email is marked with the auto-email indicator.
Set up Auto-Email from a CRM Stage
If your company uses CRM stages in Folders, Jobs, Talent Networks, or Internal Mobility, you can configure separate auto-emails for each stage within a specific talent list. These auto-emails will be sent to candidates when they are moved to that stage. NOTE: If CRM stages are not enabled for your account, please submit a Support ticket to request setup.
Navigate to the Talent tab and open a list where you need to create an auto-email:
- Folders
- Talent Network
- Internal Mobility list
NOTE: We will be using Folder for the following example.
On the Folder card, select the menu icon, then click Auto-Email.
In the Auto-Email pop-up, the list of CRM stages is displayed. The first stage (New) is selected by default. You can click any stage in the left-side panel of the pop-up to configure the auto-email for that stage.
Select the stage where you want to configure an auto-email.
Enable the toggle next to Configure Auto-Email for this stage.
Configure the auto-email for the stage by following the process outlined in Set up Auto-Email without Stages.
A yellow icon appears once a stage is configured, indicating that the new setup has not yet been saved.
You can select the next folder stage and configure the auto-email using the same steps. NOTE: You can set up auto-emails for any number of stages, each with a unique email template, job, talent network, or campaign, and designate a different sender for each.
After configuring auto-emails for all required stages, click Save to finalize the changes. The Auto-Email configuration pop-up closes, and the confirmation notification is displayed.
On the Auto-Email pop-up, stages that have auto-emails are marked with a green checkmark.
A checkmark will appear next to the Auto-Email menu option, indicating that the list has an active auto-email.
Any list that has an auto-email is marked with the auto-email indicator.
When candidates are added to a list with a stage that has an active auto-email, a warning message will appear, notifying you that the auto-email will be sent to the candidates. Click CONFIRM to proceed.
The list of stages on the candidate summary and profile displays an envelope before the name of each stage, indicating an auto-email.
You can modify the auto-email setup for individual stages by turning it off for some stages and enabling it for others. Please see Turn Off Auto-Emails for Stages for additional information.
Using Auto-Email in Different Modules
Use Auto-Email on a Folder
Use an existing test candidate or create a new one in RM (with a recruiter email address or your own email address).
From the candidate’s summary or profile, select the menu icon, then click Add to Folder. NOTE: The candidate profile is being used for this example.
From the Folder Name drop-down, choose a folder that you set up with an auto-email. NOTE: An auto-email symbol is displayed beside the folder.
Once you select a folder, the candidate will be added and will receive an email.
If the auto-email is set up to trigger from a specific stage, open the folder and move the candidate to that stage. The candidate will receive an email, typically within a few minutes.
Use Auto-Email on a Job
Use an existing test candidate or create a new one in RM (with a recruiter email address or your own email address).
From the candidate’s summary or profile, select the menu icon, then click Add to Job. NOTE: The candidate profile is being used for this example.
From the Job Name drop-down, choose a Job that you set up with an auto-email. NOTE: An auto-email symbol is displayed beside the Job.
Once you select a job, the candidate will be added and will receive an email.
If the auto-email is set up to trigger from a specific stage, open the job candidate list and move the candidate to that stage. The candidate will receive an email, typically within a few minutes.
Auto-Email from the Applied Stage
Candidates who apply for a job through your career site or via ATS are automatically added to the final CRM stage (the default system stage name is Applied) on the Job Candidate List.
NOTE: If you configure a one-time auto-email for the Applied stage, ensure there is no similar auto-email set up in the Apply Workflow for completed job applications.
Navigate to the Jobs tab and select a job.
Click the Candidates tab.
Select the menu icon, then click Auto-Email.
Select Applied (final stage).
Enable the Configure Auto-Email for this stage toggle.
Enable the Send email when candidate applies via ATS or Apply toggle.
Proceed with the auto-email configuration.
Click Save.
The auto-email configured on the last CRM stage will be sent when the candidate applies for that job via your career site or ATS.
Use Auto-Email on a Talent Network
You can set up an auto-email for a specific Talent Network. NOTE: Auto-email cannot be set up on the All-Talent Networks list.
Navigate to Talent > Talent Network > Talent Network menu icon > Auto-Email.
Enable the Configure Auto-Email for this talent network toggle.
Fill out the following fields:
- From User (Required) - Select a sender from the list.
- Email Template (Required) - Select an email template from the list.
- Attached Job – Select this field if the selected template has job-related merge fields. The current job is selected automatically on auto-emails configured for a job candidate list. NOTE: Once the job is archived for an auto-ail, the auto-email is turned off.
- Campaign – Select a campaign for email tracking if your auto-email is related to a campaign. NOTE: Please see Use Auto-Email with an Email Campaign for more information.
- Talent Network – Select this field if the template has a Join Talent Network URL merge code. Select a talent network from the list of career sites that has a talent network configured.
Click Save.
Test Auto-Email on a Talent Network
Launch your career site where you have set up the Join Talent Network option for the talent network that has an auto-email.
Click Join Talent Network and complete the application.
You will receive an email. It typically takes a few minutes for the email to be sent.
If the auto-email is set up to run from a specific stage, open that Talent Network in RM and move a candidate to the stage with the auto-email enabled. The candidate will receive an email. It typically takes a few minutes for the email to be sent.
Use Auto-Email with an Email Campaign
Auto-email can be configured to automatically add recipients to an ongoing email campaign, rather than sending a single email. The first email of the campaign is triggered when a candidate is added to a talent list with the auto-email setup, and subsequent emails are sent according to the campaign schedule. This option is available with or without CRM Stages configuration and is only accessible to users with the Mass/Drip Email privilege in Source.
Each CRM stage can have only one type of auto-email configured, either a single email or an email campaign. However, you can configure a combination of auto-email types for different CRM stages within the same talent list.
Navigate to the Talent tab and open a list where you need to set up an auto-email:
- Folders
- Talent Network
- Internal Mobility list
From the talent list card, select the menu icon, then click Auto-Email.
Enable the toggle next to Add Candidates to Email Campaign.
Select an email campaign from the drop-down.
Save the setup or proceed with configuring auto-emails on other CRM stages.
Email campaigns used in auto-email have an auto-email icon on the Email Campaigns page; see Email Campaigns for more information.
Add Applied Candidates to an Email Campaign
You can configure the Applied stage to add candidates to an email campaign automatically. Navigate to the Jobs tab and select a job.
Click the Candidates tab.
Select the menu icon, then click Auto-Email.
Select Applied (final stage).
Enable the Add Candidates to Email Campaign toggle.
Select an Email Campaign.
Click Save.
Candidates who apply for this job will be automatically added to the chosen email campaign.
Turn Off Auto-Email
If you no longer need an active auto-email for your candidate list, you can easily disable the feature.
Navigate to the Talent tab and open a list where you need to disable an auto-email:
- Folder
- Talent Network
- Internal Mobility list
NOTE: We will be using Folder for the following example.
On the Folder card, select the menu icon, then click Auto-Email.
Disable the toggle next to Configure Auto-Email for this folder.
Click Save. The auto-email is disabled, and a confirmation notification is displayed.
The Auto-Email option on the list no longer shows the checkmark.
The auto-email indicator is no longer displayed on that list.
NOTE: The auto-email setup is saved, so when you toggle the Auto-Email switch back on, the previously used configuration will be displayed.
Turn Off Auto-Emails for Stages
You can disable auto-email for individual stages within a folder, job, talent network, or internal mobility, or turn off the entire auto-email setup.
Turn off Auto-Email on an Individual Stage
Open the list where you need to change the auto-email setup. Select the menu icon, then click Auto-Email.
The stages with an auto-email are marked with a green icon. Select a stage where you want to disable auto-email.
Disable the toggle for Configure Auto-Email for this stage. The auto-email setup will be disabled. NOTE: The stage will be marked with a yellow icon that indicates unsaved changes.
If needed, select another stage where you want to change the auto-email setup (enable, modify, or disable).
Click Save.
Turn off Auto-Email for all Stages in a Specific List
Open the list where you need to change the auto-email setup. Select the menu icon, then click Auto-Email.
Click Disable.
Click Confirm on the Disable Auto-Email pop-up.
The auto-email is disabled for all stages in the folder, and a confirmation notification is displayed.