Introducing the Administration Course

Exploring the Candidate Experience

Formatting Job Data and Job Distribution

Exploring Career Site Builder

Setting Up and Configuring Career Site Builder

Customizing the Career Site

Optimizing and Maintaining the Career Site

Managing Candidate Relationships

Introducing Advanced Analytics

Planning Next Steps

Managing Email Campaigns

Objective

After completing this lesson, you will be able to manage email campaigns.

Email Campaign Creation

Usually, it is the recruiters and sourcers who create and send email campaigns. They are sent from Recruiting→Marketing.

A screenshot showing an option to select New Email Campaign

Definitions for selected fields on the Email Campaign page are presented below:

Locale - Be aware that a separate email campaign must be created for each desired language. You cannot create one email campaign and change the locale to make changes for other languages.
Email Campaign Code - Automatically generated from the Campaign Name but can be overwritten. It must be URL-compliant, for example, replace spaces with underscores
From Display Name - How you would like the From information to be presented on the email
Reply-To Display Name - How you would like the Reply To information to be presented on the email.
Reply-To Email Address - Actual email address that potential candidates reply to
To - Recipients are added in a separate step.
Email Layout – Optional: Select an Email Layout created in Career Site Builder.
Content Template – Optional: Select an Email Campaign Content Template created in Admin Center.

Click Review Email to view a mock-up of the email that will be sent.

Create an Email Campaign

Business Example

We will continue working with the use case for Build Your Coaching Skills. In this exercise, we will create the email campaign for a training session on January 10.

ExerciseStart Exercise

Steps

Proxy as Paula Price.
Navigate to Recruiting→Marketing.
Click New Email Campaign and make the following selections:
1. Email Campaign Name: Build Your Coaching Skills training invite – January 10
2. Campaign Description: Invitation to attend the remote training on January 10
3. Locale: English US
4. Brand: Red
5. Email Campaign Code: Coaching_Skills_January_10
6. From Display Name: Best Run Staffing
7. Reply-To Display Name: Paula Price
8. Reply-To Email Address: Enter your own email address
9. To: [To be completed in the exercise, Add Recipients to an Email Campaign.]
10. Email Layout: Red Brand
11. Content Template: Build Your Coaching Skills training invite. The Content (Email Body) is populated with the content in the template.
12. Email Subject Line: Invitation to Best Run's "Build Your Coaching Skills" Training
Replace the <date and time> placeholder with 8:00am Eastern Time, January 10. Do NOT replace the email tokens within [[]].
Save.
Click Review Email.

Addition of Recipients to an Email Campaign

Up to 2 million candidates can be added to an email campaign. They are processed in jobs of 250,000 each. Recipients are not added directly to the Email Campaign page. Typically candidates are added to the campaign from a Candidate search or from the candidate’s Profile. It’s also common to add selected members from a talent pool. An entire talent pool can be added, but that is not commonly done. Remember that we do not recommend emailing candidates who have indicated that they are not interested the position, or that the Recruiting users have determined are not a good fit. If a candidate is added multiple times to an email campaign, they will receive only one email.

Adding Candidates to an Email Campaign from a Search

To select candidates from a search, navigate to Recruiting→Candidates→Keyword and Item Search. For example, to search on a field you created using the Candidate Profile Extension, select the field from the Profile Extension dropdown, as shown in the screen capture.

Select the desired candidates from the search results, and from the Actions option, select Add to Email Campaign. Select the name of the email campaign, and click Submit.

A screenshot shows a candidate search result, including details of a candidate. An actions button displays a dropdown menu, which includes the option, Add to Email Campaign.

To confirm that the correct candidates were added, navigate to Recruiting→Marketing and open the Email Campaign. Scroll down to the To option and notice the number of manually added recipients and talent pools.

Note that you can also add candidates to an email campaign directly from the Candidate Profile.

A screenshot showing Email Campaigns with the option to add a candidate by selecting +Add

Adding a Talent Pool to an Email Campaign

As mentioned, it is not leading practice to add an entire talent pool to an email campaign. When it is appropriate, navigate to Recruiting→Candidates→Talent Pools and check the box next to the talent pool name. Click on the ellipsis button and select Add to Email Campaign.

A screenshot of the Talent Pools section shows that clicking on the ellipsis button triggers a dropdown menu including the Add to Email Campaign option

Adding Selected Members from a Talent Pool to an Email Campaign

Rather than adding an entire talent pool to an email campaign, it is far more likely that you will want to select candidates that are in specific statuses. To do this, open the talent pool and select the first status that you wish to select candidates from. Select the appropriate candidates, or select the entire list of candidates in that status. Click Actions→Add to Email Campaign. Repeat for the other desired statuses.

A screenshot showing that a specific candidate is selected under Send Training Emails. Selecting the Actions button opens an options menu, including Add to Email Campaign.

Add Recipients to an Email Campaign

Business Example

For their training invitation email campaigns, Best Run will add all candidates in the Send Training Emails status in the appropriate talent pools. In this exercise, you will also search for and add candidates who indicated on the data capture form that they have less than 3 years of management experience.

ExerciseStart Exercise

Steps

Proxy as Paula Price.
Navigate to Recruiting→Candidates→Talent Pools, and click to open the Remote Sales Manager pool.
1. Select the Send Training Emails status.
2. Select the box before the candidates in that status.
3. From the Actions dropdown list, select Add to Email Campaign.
4. Select Email Campaign, Build Your Coaching Skills training invite – January 10, and click Submit.
To add candidates who indicated on the data capture form that they have less than 3 years of management experience, navigate to Recruiting→Candidates→Keyword and Item Search.
1. From the Profile Extension dropdown list, select Years of management experience.
2. Enter 0 as the starting value and 2 as the upper limit.
3. Click Search.
4. Select the candidates, and from the Actions option, select Add to Email Campaign.
5. From the dropdown list, select the name of the Email Campaign, Build Your Coaching Skills training invite – January 10.
6. Click Submit.
To confirm that the correct candidates were added, navigate to Recruiting→Marketing and open the email campaign that you created.
Scroll down to the To option and notice the number of Manually Added Recipients and Talent Pools.
Click the links to view the candidates that were added to the email.

Summary

Creating email campaigns (Recruiting → Marketing): Recruiters/sourcers build campaigns using key fields like Locale (requires separate campaigns per language), auto-generated/URL-compliant campaign code, From/Reply-To display names and reply-to address, and optional Email Layout (from Career Site Builder) and Content Template (from Admin Center). Use Review Email to preview.
Using templates correctly: When a content template includes placeholders (e.g., <date and time>) and tokens (e.g., [[CANDIDATE_FIRST_NAME]]), you replace the placeholders with campaign-specific details but do not replace the tokens.
Adding recipients at scale: Up to 2 million candidates can be included (processed in batches of 250,000). Recipients are added from candidate search, candidate profile, or (selectively) from talent pools/statuses; adding entire pools is not leading practice, duplicates receive only one email, and you can verify counts and lists back on the campaign’s To section.

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