What This Feature Does & When to Use It?
Recruit CRM lets you send and track emails to candidates and contacts directly from the platform. You can send individual or bulk emails, use email templates and AI-generated drafts, attach files, and it automatically links each email to the relevant candidate, contact, company, and job records available in the database. All conversations are stored under the Related Emails tab, so you can view the complete communication history in one place.
This feature lets you:
Send emails to candidates and contacts and manage them directly from Recruit CRM.
🔗 Connecting your email to Recruit CRM
First off, make sure your email is connected. Refer to these articles to set up the connection:
📧 Composing emails
1. Inside your mailbox
Click on the email icon to be directed to your mailbox in Recruit CRM and select the green button to compose an email.
You can add attachments, save drafts, and schedule emails to be sent out later:
Attach files to emails from Recruit CRM's "Saved Files" section:
Attach files to emails from Recruit CRM's "Saved Files" section:
To add files from the "Saved Files" section, you can click on the arrow button beside the 'Upload From Device' option and then click on the 'Select From Saved Files' option.
You will be able to see up to 15 recently used files.
You can search for the specific record(s) by using the search bar and then select the record(s). After that click on the 'Search' button.
You'll be able to see all the files related to that specific record.
You can also preview the files by clicking on the file name.
You can select the desired files by clicking on the 'Add Files' option. You can search files from multiple profiles to add to your email. Once you select all the files, click on 'Done'.
Now your selected files will be added to the email :)
Notes
1. You can give the recipients the option to be excluded from future email communications by enabling the opt-out/unsubscribe link.
2. When composing an email, you can select from which connected email you wish to send the email. However, the ability to connect two emails is only available for users in the Business Plan.
2. Inside the candidate/contact profile
Open the candidate or contact profile from the Candidates or Contacts list, then click on the email address to instantly open the Compose Email window.
If you would like to store additional email addresses, you can create a custom field with the field type set to Email. Any email addresses saved in this field will be clickable, and clicking on them will automatically open the Compose Email window.
You can also bulk-email multiple candidates at once.
3. Anywhere in the app
You can start emailing no matter what Recruit CRM page you're on by clicking on the "Compose Email" button at the top right of your screen.
Setting up email templates
Easily access all your emails!
You can locate your emails in two simple ways:
In Recruit CRM, your mailbox mirrors your native email inbox. This means you can view all your emails in one place, including emails sent and received both inside Recruit CRM.
Related Emails Tab
Within each candidate, contact, and company profile, the Related Emails tab shows all emails exchanged between you, your team and the email address associated to that record.
Please Note
1. Clicking "View All" lets you see the last 100 emails exchanged with the candidate/contact.
2. If multiple email addresses are linked to a profile using email-type custom fields, emails for all those addresses will appear in the related emails tab.
3. For companies, the Related Emails section includes conversations linked to their associated contacts.
Tracking opened emails
You can also track the status of emails that were opened. Here's a guide:
➕ Add Associations in email
You can associate emails to Candidates, Contacts, Companies, and Jobs so that they can be viewed under the 'Related emails' tab directly in the respective entity types, ensuring seamless tracking and context for my communication.
🤖 Use AI to compose emails
You can use Recruit CRM’s AI Assist to quickly draft new emails and generate replies to candidates and clients, helping you write professional messages more efficiently.
Open the pop-up to compose an email. In it, you'll see an option called "AI Assist".
Once you click on it, you'll have different possibilities for using AI to compose an email.
👈 Let's go through all of them!
👈 Let's go through all of them!
You can select from one of our ready-made suggestions to immediately draft an email:
You can type in a prompt to indicate the topics you wish the AI to write about:
You can also use voice commands to speak your prompt by clicking on the microphone icon. You can select from one of our nine supported languages.
You can select the tone of the email, which can be formal, casual, friendly, or neutral.
Users can include placeholders in the emails, however, we recommend replacing the AI-generated placeholders with the placeholder from the dropdown to avoid potential errors. Please refer to the video for more context.
After inserting your prompt, you can save it by clicking the "Save" icon.
You will be asked to name your prompt and you can decide whether you want to share it with your teammates or not. Don't forget to hit "Save"!
The prompts will be stored in the "Saved Prompts" section, which will help you save time writing manual prompts for specific needs.
By clicking on "Saved Prompts", you'll also be able to pin and unpin the prompts you have saved.
💡 AI Assist FAQs
What languages does this feature support?
What languages does this feature support?
The AI-Assisted Email Template Creation feature currently supports the following languages:
English
Deutsch
Français
Dutch
Español
Português
Japanese
Finnish
Is there any limit to the number of prompts I can save?
Is there any limit to the number of prompts I can save?
The limit of prompts that can be saved is 50.
How many prompts can be pinned?
How many prompts can be pinned?
You can pin up to 10 prompts.
Is there any limit on this feature?
Is there any limit on this feature?
The AI-Assist feature has a monthly token limit. Users on the free plan will get 50k/user/month, while users on a paid subscription get 2 million/user/month.
What happens if I reach the token limit?
What happens if I reach the token limit?
If users reach the token limit, the AI-assist features will stop generating new content until the next monthly cycle begins. If that happens, you will get this error:
Oops! It seems you have exhausted your 2 million token limit for this month. It will be restored on {date}
Why do placeholders need to be updated by the user?
Why do placeholders need to be updated by the user?
Recruit CRM placeholders have a specific format, like {candidate_name}, {candidate_city}, etc. However, AI may generate different results in terms of placeholders, such as [candidate_fullname], or , etc.
Therefore, users are advised to update the placeholders using the placeholder dropdown to avoid issues. If placeholders are incorrectly added, they will not work.