Permissions: Job Admin and above with CRM access and a Sourcing Automation seat

Product tier: Available for all subscription tiers with the Sourcing Automation add-on

Campaign pools are the primary function of Sourcing Automation. This tool streamlines automated email outreach and activity tracking all within Greenhouse Recruiting.

Once you have authenticated your email account, you can create a campaign pool and begin sending automated messages to prospects.

Access your campaign pool dashboard

Note: Only customers with CRM access and a Sourcing Automation seat can access the campaign pool dashboard. Reach out to your Sourcing Automation admin if you need additional assistance.

To access the campaign pool dashboard, navigate to CRM from the top of your Greenhouse Recruiting navigation bar.

Greenhouse Recruiting dashboard with CRM tab on navigation bar highlighted with marigold box

You'll see a list of your currently active campaign pools in My active campaign pools panel.

Click on any existing campaign pool name to open the pool.

My active campaign pools on the CRM page with an existing campaign pool highlighted in marigold

Click See all to open your organization's campaign pool dashboard and create new pools.

My active campaign pools section on CRM page with see all button highlighted in marigold

On the Campaign pools page, you'll find a dashboard with a list of all active and inactive campaign pools created within your organization.

Campaign pools page in Greenhouse Recruiting with full dashboard view

Your dashboard provides the following information for each campaign pool:

Dashboard column Information provided

The status of the campaign pool. This can include the following statuses:

  • Dark gray toggle: The campaign pool and email steps are complete but haven't been launched
  • Light gray toggle: The campaign pool has been created but still needs email steps
  • Green toggle: The campaign pool has been launched and automated emails are being sent to prospects in this pool
  • Red exclamation mark: The campaign pool has been paused due to sender errors on one or more steps – you'll need to fix any sender errors before launching again
Campaign pool

The name of the campaign pool and general status messages, which can include:

  • # of messages sent
  • # of messages queued to send
  • # of messages sending today
Owner Name and email address for the owner who created this campaign pool
Tasks The number of prospects in this pool that require message personalization
Prospects The number of prospects in this pool
Open % The percentage of emails that have been opened by prospects in this pool
Reply % The percentage of emails replied to by prospects in this pool

You can also sort and filter your dashboard to quickly find specific campaign pools. Use the Owner and Status dropdown menus to filter for campaign pools created by specific users or campaign pools that have been enabled or archived.

Campaign pool dashboard filters with all owners and show enabled only filters selected

Create a campaign pool

Note: Campaign pools must be created in Greenhouse Recruiting and can't be created on behalf of other users in your organization. However, you can send campaign step emails on behalf of other users, which you'll set up when creating campaign steps.

To create a new campaign pool, click Create Campaign Pool.

Create campaign pool button highlighted in marigold on the campaign pool dashboard page

Give your campaign pool a name, then select one of the following options:

  • Copy steps from another campaign – reuse the steps from one of your existing campaigns in this campaign pool
  • Start with a blank campaign – build a campaign pool from scratch

New campaign pool window with name filled out and start with blank campaign option selected

Next, decide whether anyone with a Sourcing Automation seat can edit your campaign pool. Select one of the following permissions:

  • Can view – Sourcing Automation users can add prospects but have view-only access to your campaign's steps and settings
  • Can edit – Anyone with a Sourcing Automation seat can edit your campaign steps and settings

Note: Access permissions for your campaign pool can be changed at any time. Only the campaign's owner and Sourcing Automation admins can change access settings or archive / restore a campaign.

New campaign pool window with can view and can edit access permissions highlighted and can edit permission selected

Click Create once you've finished making selections.

Add steps to a campaign pool

Note: Customers with LinkedIn RSC enabled can add both InMail and email steps to a campaign pool. Learn more

Steps represent emails in the campaign pool that are automatically sent to the prospect at the cadence you configure. Each step equates to one email.

While you can add as many steps as you like, it's recommended to have at least three, but no more than four steps for optimal results.

Navigate to the Steps tab within the campaign pool and click Add Step.

Screenshot       of       the       add       step       button.

Create a step by completing the following:

Step 1: Add a wait time

Set the wait time.

Screenshot of the wait time.

Note: Set the wait time in step one to 0 days to send the message after 10 minutes of either launching the pool or adding prospects to an active pool. The email will be delivered anytime within the schedule configured in the campaign owner's account settings.

Step 2: Select the sender

Select whether to send this step's email from your email address, an email alias, or on behalf of someone else at your organization.

Certain roles may require outreach from specific individuals or trusted email aliases to guarantee better response rates. For example, a leadership role may receive more responses if the email is coming from the hiring manager or an executive.

Use the From dropdown to select a sender

Note: Sending on behalf of a Gmail alias or another user at your organization requires you to set up the correct permissions. This dropdown will only display the individuals who have granted you permission to send emails on their behalf. Gmail aliases will only display if your Sourcing Automation admin has allowed all users at your organization to use aliases when sending campaign steps.

Learn more about managing permissions to send emails on behalf of another user or send emails through an email alias.

Step 3: Add a subject line and email copy

Use the template dropdown to add an email template to the step. 

Alternatively, manually write the step and use the token dropdown to add default tokens and/or custom candidate tokens to your subject line and email body. Once the email is sent, the tokens automatically fill in information such as the prospect's current company.

Further customize the email by adding URL-hosted images using the link Link icon icon. 

Tip: Take a look at this article for delivery recommendations for each step, email templates, token glossary, and best practices.

Step configuration page.png

Step 4: Review the email using email coach

As you write the email, a feature called Email Coach flags behaviors that might mark the email as spam.

Click View to see all of the email suggestions.

Any suggestions with an X require your attention. Click Done to return to the email and make the suggested changes.

Note: While the suggestions are highly recommended, they are not required. Email steps can still be saved and sent to prospects even if the suggestions aren't incorporated.

Step 5: Enable personalization

Each email step can require personalization. When enabled, prospects who reach this step in an active campaign pool are paused in the pool until their message is personalized.

Click the toggle to enable personalization.

Step 6: Save the email step

Once your first email step is configured, click Save Changes and repeat this process for each step in your campaign pool.

Alternatively, click Save & launch if you're adding another step to an existing campaign.

Note: When you create additional steps, the wait time must be set at a value above 0. For example, if you set the wait time to 3 days, the email will be delivered at least three days after the previous message was sent.

Additionally, if the campaign pool contains an existing email step, you can select if the email should be a reply or a new thread. Keep in mind that the sender can only be changed on new threads. 

Now that your email steps are created, navigate to this article's campaign pool settings section to configure the prefilled data that populates when selecting the campaign pool during the prospect creation process.

Send a preview

To send a preview of the email step to a recipient, navigate to the Steps tab within a campaign pool. 

Click Send a preview within the desired step. 

Screenshot of the send a preview button.

Enter an email address in the field and click Send preview

Screenshot of the send a preview window.

Launch the campaign pool

There are several ways to launch a campaign pool.

Once you create your last email step, click Save & launch to launch the pool.

Screenshot of the save and launch button.

Another option is to click Launch automation from within the campaign pool.

Screenshot of the launch automation button.

Campaign pools can also be launched from the Campaign pools dashboard by clicking the gray toggle button under Status. The toggle color changes to green with a checkmark indicating the campaign pool is launched.

Screenshot  of  the  gray  toggle  button.

Review the step-level reporting

Step-level reporting shows you how a step is performing including sent, opened, clicked, and replied percentages. 

Navigate to the Steps tab to see how each step is performing in a campaign pool. 


Note: The clicked data is only available when link tracking is enabled on the campaign pool.

Manage the campaign pool settings

The Settings tab allows you to perform the following administrative actions for the campaign pool:

Configure the prefilled data

The prefilled data you add to the campaign pool, such as the job(s), prepopulates when you select the pool during the prospect creation through Greenhouse Recruiting and the Chrome extension.

Click Edit settings.

Screenshot of the edit settings button.

Select the information from each relevant dropdown.

Click Save changes when done.

Screenshot of the save changes button.

Continue with launching the campaign pool if it's currently paused.

Enable link tracking

Link tracking allows you to track when prospects click a link within your message. 

To enable link tracking, click Edit settings and check the box Use tracking links in emails

You can now view the Clicked percentage for each step in the campaign pool. 


Learn more about step-level reporting here

Edit the campaign pool name

To edit the campaign pool name, click Edit settings.

Screenshot of the edit settings button.

Rename the campaign pool, then click Save changes.

Archive the campaign pool

To archive the pool, click Archive campaign.

Screenshot of the archive campaign button.

Next, click Archive to confirm the action.

Screenshot of the archive button.

Pause the campaign pool

To pause the campaign pool, click Pause automation from within the pool.

Screenshot of the pause automation button.

Campaign pools can also be paused from the Campaign pools dashboard by clicking the Green Toggle button under Status. The toggle color changes to gray, indicating the campaign pool is paused.

Screenshot of the green toggle button.

A campaign pool automatically pauses in the following situations:

Edit an email step

Select a step from the Steps tab, then click Edit Step.

You can make changes to the wait time, sender, subject line, and email body, and enable/deactivate personalization.

Note: The sender can only be changed on the first step by the campaign owner. Changing the sender on the first step also updates any connected reply messages. 

Once finished, click Save & launch.

Delete an email step

Select a step from the Steps tab and click Edit Step.

Click Delete step located at the bottom of the page.

Screenshot of the delete step button.

Click Delete to confirm you would like the step deleted from the campaign pool.

Screenshot   of   the   delete   button.

Continue with launching the pool after you delete the step.