What this feature does & when to use it?
Email Scheduling in Recruit CRM lets you compose an email now and schedule it to be sent automatically at a specific future date and time. Recruit CRM will deliver the email exactly as scheduled, even if you are offline. This feature allows you to plan and automate your communication, ensuring your emails are delivered exactly when you want them to be.
This feature is ideal when you want to:
Send emails to candidates or clients at a specific time.
Schedule follow-up emails in advance.
🕒 How to schedule your emails?
1. Open the email composer from either the candidate/contact list view or the detailed profile view in Recruit CRM.
The list view:
The Detailed profile view:
You cannot bulk-select candidates/contacts and schedule emails. To send a scheduled email to multiple recipients, manually enter each email address in the To field.
Please note that you can add up to 10 recipients per email at a time, and this feature is available on all plans.
2. Write your email as usual, then click the clock icon next to the Send button. This option is labelled Send Later and opens the scheduling window.
3. Select the date and time you want the email to be sent based on your time zone and hit the schedule button.
When scheduling an email, you can select from which connected email you wish to send the email:
NOTE: 2 email connection is only available for users in the Business Plan.
Save your settings to schedule the email. Recruit CRM will automatically send the email at the selected time, even if you are offline.
It's worth noting that you need to select a date and time at least 15 minutes ahead of the current time.
For example, if the current time is 1:43 PM, selecting 1:45 PM will not allow you to schedule the email. Make sure to set the time for 1:58 PM or later to ensure your email is properly scheduled.
How to track your scheduled emails❓
All the emails you have scheduled will appear in your mailbox under the "Scheduled Emails" tab.
Please note that you'll be able to view only your own scheduled emails, not those of your team members.
If a scheduled email fails to send, you can easily reschedule it from the "Scheduled Emails" section in your mailbox, ensuring your important messages still reach their intended recipients.
Here are some important limits to keep in mind when scheduling emails:
1. Per Slot Limit: Each user can schedule up to 20 emails within any 5-minute slot. Note that if there are 3 recipients in an email, it will be counted as 3 separate emails, since our bulk email functionality sends individual emails to each recipient.
2. Daily Limit: Users can schedule up to 100 emails per day, based on the GMT zone over 24 hours.
3. Recipient Limit: You can add a maximum of 10 recipients per email.
Troubleshooting
Problem: I can’t select the time I want; the system won’t let me schedule.
Problem: I can’t select the time I want; the system won’t let me schedule.
Likely cause: The selected time is too close to the current time.
What to check: Confirm the time you’re choosing is at least 15 minutes ahead of the current time.
Resolution path: Adjust the scheduled time to be 15 minutes or more in the future (for example, from 1:45 PM to 1:58 PM or later) and try scheduling again.
Problem: My scheduled email did not send at the planned time.
Problem: My scheduled email did not send at the planned time.
Likely cause: The send may have failed due to email provider issues or temporary connectivity problems.
What to check: Go to your mailbox and open the Scheduled Emails tab to see the status of the email.
Resolution path: If the email shows as failed, open it from the Scheduled Emails section and reschedule it for a new time.
🎥 Here's a tutorial on how to schedule emails in Recruit CRM
🤔FAQs
Can I schedule emails to multiple candidates at once using bulk select?
Can I schedule emails to multiple candidates at once using bulk select?
No. You cannot bulk-select candidates or contacts to schedule a single email to all of them. You must manually enter each recipient’s email address in the To field, and you can add up to 10 recipients per scheduled email.
What happens if I add multiple recipients to one scheduled email?
What happens if I add multiple recipients to one scheduled email?
Each recipient is counted as a separate email, because Recruit CRM’s bulk email functionality sends individual emails to each recipient. For example, one email with 3 recipients counts as 3 emails towards your per-slot and daily limits.
Conclusion:
Email Scheduling in Recruit CRM allows you to send candidate and client emails automatically at the time you choose. It helps you stay organized and maintain timely communication with less manual effort. By following the steps in this guide, you can easily schedule and manage your emails with confidence.