Campaign pools are the primary function of Sourcing Automation. This tool streamlines automated email outreach and activity tracking all within Greenhouse Recruiting.
Once you've authenticated your email account, you can create a campaign pool and begin sending automated messages to prospects.
Access your campaign pool dashboard
To access the campaign pool dashboard, navigate to CRM from your Greenhouse Recruiting dashboard.
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.
Click See all to open your organization's campaign pool dashboard and create new pools.
On the Campaign pools page, you'll find a dashboard with a list of all active and inactive campaign pools created within your organization.
Your dashboard provides the following information for each campaign pool:
| Dashboard column | Information provided |
| Status |
The status of the campaign pool. This can include the following statuses:
|
| Campaign pool |
The name of the campaign pool and general status messages, which can include:
|
| 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.
Create a campaign pool
To create a new campaign pool, click Create Campaign Pool.
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
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.
Click Create once you've finished making selections.
Add steps to a campaign pool
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.
Create a step by completing the following:
- Step 1: Add a wait time
- Step 2: Select an action
- Step 3: Select a template
- Step 4: Select the sender
- Step 5: Add a subject line and email copy
- Step 6: Review the email using email coach
- Step 7: Enable personalization
- Step 8: Save the email step
Step 1: Add a wait time
Set a wait time. Your campaign pool will wait to move to the next step until your configured wait time has expired.
Note: If a prospect replies to the current step before the wait time has expired, you can mark them as replied. They'll be paused in the campaign pool and won't move to the next step.
Tip: Set the wait time in step one to 0 days to send the message after 10 minutes of launching the pool or adding prospects to an active pool.
Step 2: Select an action
Use the Action dropdown to select one of the following step types:
- Send email
- Send LinkedIn InMail
- Complete a manual task
The Send email action allows you to create an email that Sourcing Automation automatically sends to prospects based on the message schedule you've configured.
The Send Linkedin InMail and Complete a manual task actions are both manual steps that you'll need to complete separately to reach your prospects. These step types will create a task in the Tasks tab of your campaign pool.
Step 3: Select a template
If you have email templates configured in your Greenhouse Recruiting account, you can use the template dropdown to apply an email template to this step.
Step 4: 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 display only 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 5: Add a subject line and email copy
Build out your step content manually with the Subject and Body fields.
Note: If you've selected a template, your template copy will automatically fill these fields.
Click Insert Token to add default tokens or custom candidate tokens to your subject line and email body.
Customize your step content further by using the editor to add text styling, hyperlinks, URL-hosted images, and video links.
Note: Greenhouse Sourcing Automation currently supports videos from YouTube, Loom, or Vidyard.
Once your step email is sent to prospects, the tokens you've added will automatically personalize your email with the prospect's available information.
Step 6: Review with Email Coach
As you write the email, a feature called Email Coach flags behaviors that might mark the email as spam in your prospect's inbox.
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.
Step 7: 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 8: 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.
Enter an email address in the field and click Send preview.
Launch your 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.
Another option is to click Launch automation from within the campaign pool.
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.
Review 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.
Manage your campaign pool settings
Navigate to the Settings tab in your campaign pool to manage the following settings:
- Set a campaign-level schedule
- Configure prefilled data
- Enable link tracking
- Edit the campaign pool name
- Archive the campaign pool
Set a campaign-level schedule
By default, campaign messages send based on each step sender's configured timezone and schedule in their personal Sourcing Automation settings.
Under the Schedule tab, you can configure a campaign-level schedule to send campaign messages more consistently to prospects. When you turn on this feature, each message in your campaign pool will send according to the campaign-level timezone and schedule, regardless of sender.
Learn more about configuring a campaign-level schedule.
Configure prefilled data
You can create prefilled data that will automatically populate when you add a prospect to your campaign pool through the Greenhouse Recruiting Chrome extension.
Navigate to the General tab, then click Edit settings.
Scroll to the Prefilled data section.
Fill out each field with the job data that you'd like to automatically populate each time you add a prospect to your campaign pool.
Click Save changes when you're done.
Launch 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 a campaign pool's name
To edit the campaign pool name, click Edit settings.
Rename the campaign pool, then click Save changes.
Archive a campaign pool
Navigate to Settings > General.
Scroll to the bottom of your campaign's general settings tab, then click Archive campaign.
Click Archive again to confirm that you're ready to archive this campaign pool.
Pause your campaign pool
To pause the campaign pool, click Pause automation from within the pool.
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.
A campaign pool automatically pauses in the following situations:
- A person adds a step
- A person edits a step
- A campaign pool reaches the maximum email delivery limit
- The campaign owner or sender's seat is removed by an Admin
- The campaign owner or sender's Greenhouse Recruiting account is deactivated
- The sender revokes the campaign owner's access to their email
- Connection is lost with the campaign owner or sender's email provider
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.
Click Delete to confirm you would like the step deleted from the campaign pool.
Continue with launching the pool after you delete the step.