What this feature does & when to use it?
The bulk email feature in Recruit CRM lets you send personalised emails to multiple candidates or contacts at once, with each recipient receiving an individual email. You can use templates, placeholders, attachments, scheduling, AI Assist, and saved prompts to streamline your communication.
Use this feature when you want to:
Email multiple recipients about a job or an update.
Reach candidates linked to a job or hotlist
Note:
When sending bulk emails from Recruit CRM, each recipient receives an individual, personalized email. Recipients cannot see each other’s email addresses, ensuring complete privacy. While drafting the email, you may see all names listed together, but each email is sent separately as a blind email to each recipient.
📧 How to bulk email candidates/contacts?
To send a bulk email, navigate to the Candidates or Contacts list page and select the records you want to email. Once selected, click on Compose Email from the header bar.
If any of the selected records are missing an email address, a validation box will appear highlighting those records.
To add an email address, hover over the “Not Available” tag, click the pencil icon, enter the correct email, and save it.
Please note that any email added here will also be saved as the record’s primary email.
If you prefer, you can click Continue to proceed without adding missing emails.
Once all required emails are added, you will be redirected to the Compose Email screen.
If all selected records already have email addresses, you will be taken directly to the Compose Email screen. Here, you can draft your email, use templates, and add placeholders to personalise your message.
You can also add attachments, save the email as a draft, or schedule it to be sent later.
Additionally, you can send bulk emails from a hotlist by opening the desired hotlist, selecting the records, and choosing the bulk email option.
You also have the option to enable the opt-out/unsubscribe link, allowing recipients to opt out of future communications.
2. Send an Email from an Individual Candidate/Contact Profile
From the Candidate/Contact list, click the name of a record to open their profile.
Click on the Email ID field; the Compose Email pop-up will open immediately for that specific contact.
You can store additional email addresses by creating a custom field of type Email ID. When you click a secondary email ID, you will also be redirected to the Compose Email pop-up for that address.
3. Attach Files from Your Local Device or Recruit CRM's "Saved Files" section
When composing an email, you can attach files stored on your local device.
Click Upload from Device to select and upload files.
After uploading, the attached files will appear at the bottom of the email.
Attach files from the Recruit CRM Saved Files.
To attach files already stored in Recruit CRM, click the arrow next to Upload from Device and select Select from Saved Files.
You will see up to 15 recently used files. You can:
Search for specific records using the search bar
Click Search to list files related to that record
Then:
You will see all files associated with that record. You can preview any file by clicking its name. Select the desired files and click Add Files.
You can repeat this process for other profiles. Once you have selected all required files, click Done.
All chosen files will be attached to your email.
Note: You can also preview the files by clicking on the file name.
When composing an email, select which connected email account you want to send from.
Note: Connecting multiple mailboxes and choosing the “From” account is only available for users on the Business plan.
After confirming your content, attachments, and sender address, click Send.
The system sends a separate email to each recipient in the To section, ensuring that no recipient can see any other recipient’s email address.
4. Bulk Email Candidates for a Specific Job
Navigate to your Jobs list page and click on the job you’re interested in.
Under the Candidate Pipeline tab, click View All.
By default, you will see the Kanban view, but you can switch between Kanban and List views as needed.
Select the candidates you want to email and click Compose Email from the header bar.
Compose your email and click Send to bulk email candidates associated with that job.
5. Use AI Assist to Compose Emails
You can use Recruit CRM’s AI assistant to draft new emails or replies to candidates and clients.
Once you open the Compose Email pop-up, click AI Assist to open AI options. You can then:
Choose from ready-made AI suggestions to instantly draft an email.
Type a prompt describing what you want the AI to write.
Use voice commands by clicking the microphone icon and speaking your prompt. Choose from nine supported languages.
Select the tone: formal, casual, friendly, or neutral.
You can include placeholders in AI-generated content, but it is recommended to replace AI-generated placeholders with official placeholders from the dropdown to avoid errors.
After entering your prompt in AI Assist, you can save it for future use by clicking the Save icon. You will be prompted to name your prompt and choose whether to share it with your teammates.
Saved prompts appear in the Saved Prompts section, helping you avoid rewriting prompts for recurring needs.
By clicking on saved prompts, you can also pin or unpin them for quicker access.
If your emails are still going to the SPAM/JUNK folder of your recipients, please turn off the Email Tracking Pixel from the Profile Settings.
Troubleshooting
Problem: Some selected candidates/contacts did not receive the bulk email.
Problem: Some selected candidates/contacts did not receive the bulk email.
Likely cause: Their records were missing email IDs at the time of sending.
What to check: Whether those records appeared in the validation box for missing emails. If you clicked Continue without adding email IDs.
Resolution path: Update the missing email IDs in the relevant records. Re-run the bulk email to include those updated records.
Problem: AI Assist output includes placeholders that do not work correctly.
Problem: AI Assist output includes placeholders that do not work correctly.
Likely cause: AI-generated placeholder text does not match Recruit CRM’s official placeholder format.
What to check: The placeholders used in the AI-generated email body.
Resolution path: Replace AI-generated placeholders with default placeholders from the dropdown menu in the email composer. Re-run AI Assist if needed and then manually insert default placeholders.
FAQs
1. How many bulk emails can be sent at a time?
1. How many bulk emails can be sent at a time?
While Recruit CRM allows you to send an email shot to 500 candidates/contacts at a time, it is important to understand that most email service providers (like Gmail, Outlook, Yahoo, etc.) impose certain restrictions on the number or volume of emails that can be sent in a single batch AND/OR within a day.
It's advisable to keep your email batches relatively small, typically no more than 30 to 50 emails at a time, based on the restrictions set by your email service providers.
After sending each batch, we recommend waiting for a 20 to 30-minute interval before dispatching the next set of emails.
This strategy can lower the risk of your email account being flagged by your service provider, thus reducing the chances of these emails landing in the spam folder of your candidates or contacts.
Conclusion:
Bulk emailing in Recruit CRM helps you communicate quickly with multiple candidates and contacts while keeping each message personalized.