Email Sequencing in Recruit CRM (New UI) | Recruit CRM

This is a Business Plan feature and for the Pro/Free plan, users will have access to create only 1 sequence. Only the account owners, admins, and users on custom roles with access to sequences can create a sequence.

You can send a series of precisely timed email templates to candidates and contacts over a specified period.

A sequence can contain up to 40 steps in total. You can use a single step type or mix email, SMS, task, and LinkedIn steps within the same sequence, as long as you do not exceed 10 steps per step type. The sequence will continue until the recipient responds to any of the emails sent.

Steps to create a sequence

1. Go to Admin Settings > CRM Process Customization > Sequences.

2. Click on "Create Sequence".

3. Select either "Candidates" or "Contacts" as the recipient of the sequence.

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4. The next step is to name your sequence and select the task or email step that needs to be executed. You can choose to either select an existing email template or create a new one dedicated to the sequence.

5. Then, specify the number of days and the time when the sequence step should be executed.

It is important to know exactly when an email will be sent in relation to the starting date of the sequence. To calculate this, you can use the following formula:

Send Date = Start Date + Specified No. Of Days (Send Email In)

Here, "Start Date" represents the date when the email sequence was initiated.

"Specified Date" or "Send Email In" is the number of days you have indicated for the email to be sent after the start of the sequence.

The resulting "Send date" is the calculated date on which the email will be sent.

For example- If you start the email sequence on January 1st and specify that the email should be sent in 2 days, the Send Date would be calculated as follows:

Send date= January 1st + 2 days =January 3rd.

You can also set the "Send Email In" date as 0, establishing the beginning of your sequence in Day 0.

This way, the first email will be sent on the same day you enroll prospects into a sequence.

In addition, we provide the option to execute email or task steps exclusively on business days. All you need to do is turn on this toggle :

6. When creating an email step, you'll have the option to include an unsubscribe/ opt-out link within each email.

7. Add steps to the sequence as required, up to a maximum of 40 steps, which includes a maximum of 10 email steps, 10 task steps, 10 LinkedIn steps and 10 SMS steps. You can easily rearrange the sequence steps by using the drag-and-drop functionality.

8. Set a specific number of days for each step to execute, with a range of 1 to 250 calendar days or business days.

Tasks can be created on the same day as the sequence initiation by setting the day as "0".

When implementing a task on the 0th day, it's crucial to align the step timing with the previous steps or set it for a later time than the preceding step to ensure a seamless workflow.

9. Refer to this article to know more about how you can enrol and unenroll records from a sequence:

Managing Your Sequence

The email signature used for sequences will match the one set in your system settings for regular emails.

If you’ve created a signature on this page: Email Signature Settings, it will also appear in your sequence emails.

Enrolling contacts into a sequence while Pitching the Candidates to the Contacts

Here is how you can do it:

1. You need to click on the 'Enroll Selected Contacts to Sequence' option while pitching the candidates to the contacts

After successful completion of sending the email/marking the candidates as pitched, you will be automatically redirected to the page where you can enroll them into the sequence.

Hope this helps!

FAQs On Sequencing

What are the time slots/execution times of the sequences?

Emails in a sequence are fired in 30-minute slots (e.g. 9:00 AM, 9:30 AM, etc.).

Also, the email's timestamp is based on the timezone set in the user profile who initiated the enrolment.

Here's how a user can check their timezone:

How many prospects can be enrolled in a sequence at a time?

The limit on the number of prospects that can be enrolled in a sequence depends on the number of users in the account.

Each user can enrol up to 500 prospects in a sequence at a time.

Is there any limit on the number of candidates/contacts that a user can enroll in a sequence?

A user can enrol up to 500 candidates/contacts in either 1 or across multiple sequences at any given point in time.

Once a user reaches the maximum active + paused enrollments i.e. 500, they will not be able to enrol any further records until the active sequence(s) are completed or they manually unenroll some records.

How many steps can you have in a particular sequence?

Add steps to the sequence as required, up to a maximum of 40 steps, which includes a maximum of 10 email steps, 10 task steps, 10 LinkedIn steps and 10 SMS steps. You can easily rearrange the sequence steps by using the drag-and-drop functionality.

What happens when a user edits a running sequence?

If someone edits the sequence that is already running, then the changes will apply to only future enrollments.

How many sequences can be created on an account?

In total, you can add up to 1000 sequences to a business plan account.

However, on the pro plan, you can test the feature with 1 sequence.

When does a prospect get unenrolled from the sequence?

1. Whenever someone replies to the email sequence, the sequence gets paused for that specific prospect and it gets unenrolled from the sequence.

2. If the candidate/contact chooses to opt out of the email they will get automatically unenrolled.

3. If you manually unenroll them from the sequence.

Can we add a candidate/contact to multiple sequences?

No, each candidate/contact can only be a part of a single sequence at a time.

Is there a time gap between each email sent in a sequence?

Yes, consecutive emails will experience a delay ranging from 3 to 5 seconds. This measure has been implemented to prevent email throttling.

How to add an image and resize it on the signature?

You can click on the 'Insert image' option under the 'Email Signature' section and add the image:

You can even re-size it by clicking it and dragging it at the bottom right of the image:

Hope this helped!