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 the campaign pool dashboard

Note: Only users with CRM access and a sourcing automation seat can access the campaign pool dashboard. Please reach out to your Sourcing Automation admin for further assistance.

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

Screenshot    of    the    crm    tab.

Any active campaign pools you created are listed in the My active campaign pools panel.

Click on any campaign pool name to open the pool, or click See All to create a new pool and view the campaign pool dashboard for your organization.

Screenshot   of   the   my   active   campaign   pools   dashboard.

The Campaign pools dashboard provides the following information in each column:

Column Definition

The status of the campaign pool

Dark gray toggle: The campaign pool is created with email steps, but has not been launched or is currently paused

Light gray toggle: The campaign pool is created, but requires email steps

Green toggle: The campaign pool is launched and automated emails are being sent to prospects in the pool

Campaign pool The name of the campaign pool, status updates, and error messages
Owner The owner/creator of the campaign pool
Tasks The number of prospects that require personalization
Prospects The number of prospects in a pool
Open % The percentage of emails that have been opened by prospects in a pool
Reply % The percentage of emails replied to from prospects in a pool

You can also filter the list of campaign pools by the owner and enabled/archived state.

Screenshot of the campaign pool dashboard.

Create a campaign pool

Note: You can only create a campaign pool from your Greenhouse Recruiting account. Campaign pools can't be created on behalf of other users.

Click Create Campaign Pool.

Screenshot of the create campaign pool button.

Next, name the campaign pool.

You have two options to choose from when creating a campaign pool:

  • Copy steps from another campaign and select the campaign pool from the dropdown
  • Start with a blank campaign to build the campaign pool from the beginning

Click Create once you've made your selection.

Screenshot of the create button.

Now that it's created, review the various sections of this article to further manage the campaign pool. 

Add email steps to a campaign pool

Note: Users 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 is 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.

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.

Next, add a subject line and email copy.

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.

Tip: Review this article for delivery recommendations for each step, email templates, token glossary, and best practices.

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 in the campaign pool and sent to prospects even if the suggestions are not incorporated.

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.

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.

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.

If the campaign pool contains an existing email step, you can select if the email should be a reply or a new thread.
Screenshot of the reply and new thread button.

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, subject line, email body, and enable/deactivate personalization.

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.