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Email Sequencing in Recruit CRM
Email Sequencing in Recruit CRM

Leverage the sequencing feature to keep your email sequence running until the recipient responds, while efficiently managing internal tasks.

Sharanya avatar
Written by Sharanya
Updated over a week ago

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

Using sequencing you can either create a sequence of tasks or send a sequence of emails, one by one, to your contacts or candidates or use both simultaneously. The sequence will continue until the recipient responds to any of the emails sent.

Note: 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.

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.

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 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.

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 20 steps, which includes a maximum of 10 email steps and 10 task 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 5 days or business days.

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

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 candidates/contacts can be enrolled in a sequence at a time?

100 candidates/contacts can be enrolled 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 enroll up to 100 candidates/contacts in either 1 or across multiple sequences at any given point in time. Once a user reaches the maximum active enrollments i.e. 100, they will not be able to enroll 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?

You can add up to a maximum of 20 steps, including a maximum of 10 email steps and 10 task 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 be applicable to future enrollments or candidates/contacts who are about to receive that

How many sequences can be created on an account?

In total, you can add up to 100 sequences to an account.

When does a contact/candidate get unenrolled from the sequence?

Whenever someone replies to the email sequence, the sequence gets paused and the candidate/contact gets unenrolled 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.

Hope this helped!

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