Learn about common Sourcing Automation errors and how to troubleshoot them.
Prospect error troubleshooting
A prospect error appears next to the prospect's name any time there's an issue with their profile. Depending on the error, the campaign pool will pause for the individual prospect.
Hover over the Error icon to view the message.
| Prospect error | Action needed |
| Found in another campaign pool |
Since campaign pools send automated emails to a prospect, it is highly recommended to only have a prospect in one campaign pool at a time to provide a quality user experience. Remove the prospect from the additional campaign pools from their prospect profile. Click here to learn how. |
| Invalid Email |
The prospect's email is invalid. Check the email on the prospect's profile to remove any errors. |
| Missing Current Company |
The Company name token is included in an email step(s), but the prospect's profile does not include a Current Company. Add the Current Company to the prospect's profile. |
| Missing Current Title |
The Title token is included in an email step(s), but the prospect's profile does not include a Current Title. Add the Current Title to the prospect's profile. |
| Missing Phone number |
The Phone number token is included in an email step(s), but the prospect's profile does not include a Phone number. Add a phone number to the prospect's profile. |
| Missing Location |
The Location token is included in an email step(s), but the prospect's profile does not include an Address. Add an Address to the prospect's profile. |
Add or update prospect contact information
Greenhouse Recruiting validates every contact added to your campaign pool to ensure the data is accurate prior to sending emails to the prospect.
There may be a slight delay in adding the prospect's contact information to the campaign pool while the information is being vetted.
Once a prospect is verified, a green checkmark appears next to their email address in the campaign pool. If the campaign pool is launched, emails are delivered to the prospect at the cadence configured in the email step and the campaign owner's account settings.
Email troubleshooting
Email wait times
You can check the wait time by opening the Steps tab of a campaign pool.
Set the Wait time in Step 1 to 0 days if you want the email sent the same day you add a prospect to an active campaign pool. After ten minutes of launching the pool, the email will be delivered anytime during the custom schedule configured in the campaign owner's account settings.
Click here to learn how to adjust the wait time.
Email schedule settings
Emails are delivered on the days and times configured in the campaign owner's Sourcing Automation account settings or by the campaign-level schedule (if your organization has configured one).
Email volume limits
To help ensure good email deliverability, Greenhouse Recruiting limits the number of messages that can be sent through each user’s email account to 200 each day.
If this limit is reached, a message will appear under the Campaign pool indicating when emails will resume.
Click here for more information on our campaign pool default settings.
Email provider throttles your account
Your email provider can throttle your email account if you have reached their daily volume limits.
You will know if your email provider is throttling your account when you see an error message under the Campaign pool.
They may also throttle your email account temporarily if too many emails bounce within a short period of time.
Check out the topics below for more in-depth information based on your email provider:
Google's limits for sending and receiving mail
Outlook's limits for sending and receiving mail
Note: Greenhouse Recruiting only sends 200 emails a day for each user with a 100-second delay between emails to help ensure your email provider does not throttle your account.
Add or edit email steps
Greenhouse Recruiting automatically pauses the campaign pool any time you add or edit email steps. The campaign pool will resume once the changes are saved and the pool is launched.
Email personalization
When personalization is enabled on an email step, prospects who reach this step in an active campaign pool are paused until personalization is added.
Click here to learn how to add personalization to your prospect's email.
Issues with the campaign owner's account
A campaign pool automatically pauses when the following issues occur with the campaign owner's account:
| Issue | Resolution |
|
The campaign owner's seat is removed by an Admin |
The campaign pool remains paused until the individual is granted a seat by an Admin and the campaign is manually relaunched. |
| The campaign owner's Greenhouse Recruiting account is deactivated | If this action was an accident, a Site Admin can reactivate the individual's account and the campaign pool can be manually relaunched. If this action was intentional, the campaign pool remains paused indefinitely. Either a new campaign pool can be created under a different Sourcing Automation user, or prospects can be added to an existing campaign pool. |
| Connection is lost with the campaign owner's email provider | Follow the steps in this article to re-establish the connection with your email provider. |
Issues with the sender's account
A campaign pool automatically pauses when the following issues occur with the sender's account:
| Issue | Resolution |
|
The sender's seat is removed by an Admin |
The campaign pool remains paused until the individual is granted a seat by an Admin and the campaign is manually relaunched. Alternatively, a different sender can be selected within the campaign pool. |
| The sender's Greenhouse Recruiting account is deactivated | If this action was an accident, a Site Admin can reactivate the individual's account and the campaign pool can be manually relaunched. If this action was intentional, the sender needs to be replaced in order to launch the campaign. |
| Connection is lost with the sender's email provider | Follow the steps in this article to re-establish the connection with your email provider. |