What this feature does and when to use it?
The Bulk Email feature allows you to send personalized emails to multiple Candidates or Contacts simultaneously. You can use email templates, placeholders, attachments, scheduling, and AI Assist to streamline your communication while ensuring each recipient receives an individual email.
This feature is useful when you want to:
Send emails to multiple Candidates or Contacts at once.
Personalize emails using templates and placeholders.
Send bulk emails directly from Hotlists or Jobs.
Please note:
Each recipient receives a separate email, ensuring that email addresses remain private.
Connecting multiple mailboxes and choosing the “From” account is only available for users on the Business plan and above.
How to send bulk emails to Candidates or Contacts
Navigate to the Candidates or Contacts list page and select the records you want to email.
Click Email from the action bar.
Review the selected records before proceeding. Records without an email address will be shown as No Email Available. If needed, click the pencil icon to add or update an email address. Any changes made here will also update the corresponding Candidate or Contact record. Click Continue to proceed.
Compose your email using an email template and placeholders to personalize your message. You can also attach files, save the email as a draft, schedule it for later, and enable the Unsubscribe link to let recipients opt out of future email communications.
Attach files from your local device or Recruit CRM's Saved Files if required.
Select the connected email account you want to send from (if multiple accounts are connected).
Click Send.
Upon sending, Recruit CRM automatically sends an individual email to each recipient, ensuring that recipients cannot see one another.
Send bulk emails from a Hotlist
Open the required Hotlist, select the records you want to email, and click Email from the available bulk actions.
Send emails from a Candidate or Contact profile
Open the required Candidate or Contact profile.
Click the primary Email ID to open the email composer.
If you've created additional Email ID custom fields, clicking any secondary email address will also open the email composer.
Send bulk emails to candidates within a Job
Navigate to Jobs and open the required job.
Under the Candidate Pipeline, click View All.
Select the required candidates from either the Kanban or List view.
Click Compose Email, draft your email, and click Send.
Attach files to your emails
You can attach files in two ways:
Upload files from your device
Click Upload from Device, select the required files, and they'll be added to your email.
Attach files from Recruit CRM's Saved Files
Click the arrow beside Upload from Device, select Select from Saved Files, search for the required record, select one or more files, and click Done.
You can preview files before attaching them and add files from multiple records to the same email.
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:
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.
Email sending recommendations
Recruit CRM allows you to send bulk emails to up to 500 Candidates or Contacts at a time.
However, email providers such as Gmail, Outlook, and Yahoo may have lower sending limits.
For better email deliverability, we recommend:
Sending emails in batches of 30–50 recipients.
Waiting 20–30 minutes before sending the next batch.
Turning off the Email Tracking Pixel from Profile Settings if your emails continue to land in recipients' Spam or Junk folders.
For more information, refer to the Email Sending Limits article.
FAQs
1. What languages does this feature support?
1. 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
2. Is there any limit to the number of prompts I can save?
2. Is there any limit to the number of prompts I can save?
The limit of prompts that can be saved is 50.
3. How many prompts can be pinned?
3. How many prompts can be pinned?
You can pin up to 10 prompts.
4. Is there any limit on this feature?
4. 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.
5. What happens if I reach the token limit?
5. 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}
6. Why do placeholders need to be updated by the user?
6. 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.
Conclusion:
Bulk emailing in Recruit CRM helps you quickly send personalized emails to multiple candidates and contacts using templates, attachments, scheduling, and AI Assist.