A large piece of closing the loop in email outreach campaigns is being able to show solid, quantitative data on how the campaign performed--from candidates who opened your emails and responded, all the way to the rate of interest, interviews scheduled and candidates hired. RecruitBot gives you a suite of analytics to help you track this candidate progression (we'll call it pipelining) through the outreach and hiring process. Consider RecruitBot a 'mini-ATS' in helping you to prove your results.
Pro-Tip: This is also very helpful in being able to show ROI/real statistics to answer the bosses questions of, "How many interested candidates came out of your email campaigns", or, "How many people did we hire from using RecruitBot".
Let's dive in to how to pipeline your candidates through the outreach process and prove ROI!
Quick Links:
First Steps: Position Overview
Let's do a quick review of the dashboard and positions, and what each section in the pipeline means. Each section is clickable and will take you to the appropriate section of RecruitBot so you can continue sourcing, qualifying, respond, etc.
Automatically moved by RecruitBot
Search: Click 'Search' to start or continue searching for candidates
Qualified: How many candidates you have short-listed or qualified for your position
Reaching Out: The count of candidates you have currently in any ACTIVE campaigns for this position
Responded: This is your 'to do' list for the number of candidates who've responded and are awaiting either a response, or to be pipelined and have their status changed. You can of course respond directly through your email, or through RecruitBot's UI, but you can only change their status in RecruitBot.
Re-Engage: Candidates in the re-engage pool have completed their email outreach, but never responded. This doesn't mean they aren't still great candidates--for some reason, you qualified or short-listed them, so RecruitBot saves these candidates so you can re-engage with them. Enroll them in a new email campaign, connect via phone, reach out via LinkedIn connection request, it's up to you!
Manually marked by you
Interested: When a candidate responds positively to your outreach, you can mark them as interested. A good example would be, "I'm interested in the position, tell me more!". Mark the candidate as interested in RecruitBot to track your progress.
Interviewing: Moving a candidate into interviewing shows they've moved farther into the hiring process. Mark them as interviewing to show you've got a really interested candidate who is right for the position!
Hired: The culmination of the sourcing process, they're hired! Here's where the ROI pays off--when you get asked how many candidates have been hired through RecruitBot, you'll have an answer.
Step 1: After Candidates Respond
After a candidate responds, head to the aptly named 'Responded' section in your position on RecruitBot. Either click the left-side navigation, or click the responded section on the position in the dashboard.
Once you're in the Responded section, choose the candidate's name from the left panel, and their outreach opens up on the right side. Then, at the bottom, you'll see a selection of options. Choose the appropriate option, depending on the candidate's response.
The options, from left to right, are:
Interested: Clearly, an interested candidate.
Not Interested: A candidate who isn't interested.
Interviewing: Move them directly into the interviewing stage.
Snooze: If the candidate replies with a, "Reach back out later", type message, mark them as snoozed to circle back in the future.
Reject: A candidate who NEVER wants to hear from you again, they're retired, out of the line of work, etc.
Once you mark the candidate appropriately, they'll be removed from their current stage and moved through the pipeline. You'll also see this reflected in their candidate panel on the left side.
Step 2: Close the Loop
As the candidate's status changes (let's say you've disqualified a candidate, or they're amazing and you're moving them into interviewing or hired), you'll want to keep track with their status.
Click the appropriate bucket on the position on the dashboard. Then, choose the candidate, go to their profile, and change their status to whatever is appropriate. In the screenshot below, you can see we've decided to move Jennifer into the next stage, and can mark her status appropriately. Other statuses are available under 'Engaged', such as interviewing, hired, etc.
Pro-Tip: If you have an ATS linked with RecruitBot, changing the candidate's status can also trigger other features, such as automatic syncing to your ATS. This all depends on your ATS integration settings.
Step 3: Review the Analytics
Now that you've pipelined your candidates, you'll want to review and track your analytics--showing how great of a job you're doing converting those email outreach campaigns into interested and interviewing candidates!
Head to the 'Team' page or use this link: https://app.recruitbot.com/team
Then, click on 'Analytics', select the appropriate date range (or use the date picker), then find yourself or your co-worker in the list of users. Then, you'll see the full breakdown of candidates in their appropriate statuses. Use this data to show off your response, interested and interview/hired rates to the bosses!
Also, in the Analytics section, you can export your full analytics pipeline into a handy CSV file for your own use. Just click 'Export to CSV' to download the file.
We hope this guide to pipelining candidates, tracking/changing statuses and reviewing analytics/showing ROI have been helpful. Any questions, don't hesitate to reach out to support@recruitbot.com.