Okay, we've spent a bit of time on searching, rating and qualifying candidates, so now you have a queue of candidates to reach out to. Now we're going to dive into crafting amazing drip campaigns to send via our automated email system, because the heart of getting great talent is the messaging you're sending.

We all get lots of terrible emails every day. Bad grammar, poor spelleng (yes, that was intentional), crazy subject lines--so our goal is to help you create an email campaign that stands out so you get great open and response rates.

You're probably wondering what the secret sauce is. Well, there isn't a secret. Write quality emails that appeal to the candidate on a personal level, highlighting their skills, experience, and why they should move to a new career. Crazy, huh?

Here at RecruitBot, we've compiled lots of data around how many emails to send in an automated email campaign, how many days apart to send, what are the best subject lines, etc., but to tell the truth, there is not a single answer that fits every position or group of candidates. Truck drivers are going to respond differently to an email than a software developer or CEO will. Write your email content to fit your audience.

Creating your email campaigns is easy. You can use one of our templates (which are pretty basic), or, create your own. If you've got existing email content that's successful, feel free to create your own campaign and nail those response rates!

Let's get started building your first automated email campaign, and then move to sending outreach.

NOTE: Sending emails via RecruitBot first requires linking your email (Gmail or Microsoft) - here's a short article explaining how to do this.

First, click into the 'Campaigns' section on the left side of RecruitBot.

Depending on if you used the AI-generated job position link or the position text at the beginning, you'll either see several default templates or, you'll see a new, AI-generated email campaign waiting for your review:

Just click on any campaign with the AI tag on it, and you can quickly edit/refine using AI (full guide to editing using AI).

Or, click on 'New Campaign' to start building your own, new campaign.

Creating a new email campaign now gives you the ability to add in either a Job Description, paste in the text of a position, or, leave it blank and start with your content. You can also drop in a URL for your job position from an online source, and RecruitBot will use AI to generate it automatically!

If you're creating a new campaign, you'll see a blank slate for you to start creating an amazing email template. Your email campaign, shown on the left panel, will allow you to paste in your own content, or use AI on the right side to generate a custom campaign.

The default for the first email in the automated sequence is to 'send now', or when you click the 'Send' button. You can delay or schedule this first email, and the whole campaign, by clicking the 'Schedule to send later' link and then changing the specific day or days until the email is sent--pretty cool!

Instead of having to type the candidates name, their company, etc., each time, we take care of that for you with variables. There are several variables you can add, and there's a handy button at the bottom you can click to add them directly into the email or any subsequent drips. Here's the list:

Under the "A" button is where you'll find various formatting options, such as adding a link, font styling or bullet points/numbered list.

Now that we've locked in the details for the first email of the sequence, let's look at the second, third (and maybe more) emails.

Under the 'send in XX days', you can click the up or down arrow to adjust the cadence, number of days between each email, or drips. Completely up to you when you'd like to schedule your emails. 1 day apart, 3 days apart, or mix it up and set the drips to different cadences! Also, you can configure WHEN the email campaigns will be sent, down to the specific hour--choose early morning for those early-birds, or late at night for the work-a-holics!

To send an email campaign by specific time, just use the "at" pulldown menu on the 2nd or subsequent drips, then choose the time you'd like the drip to go out on. The default is 9am, unless you change that time and choose another. Note that this time is the time zone in which you're sending the outreach from, so if you're in Eastern Time, and you schedule the drips to go out at 2pm, they will send at 2pm ET.

Quick note on sending by time - RecruitBot adheres to the notion of FIFO, or "First In, First Out", when sending follow-up emails or drips. This means we'll always try to send drip emails before any newly scheduled emails or campaigns. RecruitBot also staggers sending your email outreach during this process so your email domain isn't overloaded or gets a negative reputation. As such, the rare case may occur where emails take longer than the specified time to send out--we don't delay or defer them to the next day.

The default setting is to send each follow-up email as a 'reply' to the first, so it shows up in most email readers as threaded, or joined with the other emails, along with the same subject line as a reply. If you want each drip to be separate, turn this off and you can change the subject line to be different for each drip.

If you want to remove a drip from the sequence, click the 'X' next to remove in order to delete it. If you want to add another drip, click the "Add Another Drip" button at the bottom. You can have up to 10 drips in an email sequence, spaced at whatever cadence/number of days apart you'd like--it's yours to customize!

Another tip if you're looking to boost your response and conversion rates--add a clickable Calendly link! RecruitBot has an integration with Calendly, so candidates can one click-and-book with you, it's that easy! Just add your unique Calendly link in each email drip, and when candidates book with you, it will be counted as a candidate response, and you don't have to do anything!

When you've completed editing your email campaign, click save at the top. We recommend changing up the name of the email campaign and personalizing it to be yours.

Now that we've created/edited your email campaign, let's get to sending outreach.

To add your email signature to an email campaign, you can add your personal signature to each drip or email of a sequence. Just copy your email signature from your email program (in this example, I'm using Gmail), then paste it into the bottom of each email drip.

Copy from here:

And paste in here:

Quick note on email signatures--typically we recommend using only text-based signatures--inline images can cause issues with your email deliverability or send your outbound emails to a candidate's spam folder. Leaving out images helps ensure maximum deliverability.

The first question to be answered is--are you reaching out to candidates in bulk or sending individual emails? Well, it depends. Or, you can mix it up and do both! Bulk outreach saves you time, money and makes you more efficient, but it can be less personal and give a lower response rate. Individual outreach can be highly personal, but more time consuming, so it's really up to you. RecruitBot gives you the option to conduct your outreach how you'd like.

For this guide, we'll touch on bulk outreach, but the process for sending to individual candidates is nearly the same.

To start sending outreach, we'll assume that you've added candidates to your qualified/short-list, and are ready to start reaching out.

Head to your qualified section by clicking into it on the left side.

Then, bulk select candidates by clicking the 'Select All' checkbox on the top, or, choose multiple candidates by clicking the checkbox next to their name. In this example, we've chosen the 'Select All' and are selecting 50 candidates.

Then, click the 'Reach Out' button on the right panel.

In the outreach panel on the right, you'll now get to choose which email campaign you'd like to use. In the prior step, we used the 'Example Campaign', so let's click it now.

Review that the email content, candidate variables and day/cadence sequences are correct, and if they aren't, you can edit the email campaign here before you click to send.

If you're happy with the way the emails look, then click 'Send' at the bottom and your first email starts sending within minutes. This email sequence is automatic--RecruitBot takes care of sending the follow up emails, and if the candidate replies or opts out, we don't send them another email. Literally just sit back and wait for candidates to respond!

After clicking to send your outreach campaign, we'll show you the progress of your sent emails, and break down how many were successfully sent, and how many weren't successful (due to a bad email, or an unverified email at the time we tried to send outreach). Then, you can click the 'View Reaching Out' to view your current, in-progress emails, or click to view any 'Unsuccessful' to view any candidates you couldn't reach out to.

Now that you've sent your first email outreach campaign, let's explore some advanced topics--outreach analytics, the LinkedIn Chrome Extension for RecruitBot and ATS integrations.