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
To access the campaign pool dashboard, navigate to CRM located at the top of your Greenhouse Recruiting navigation bar.
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.
The Campaign pools dashboard provides the following information in each column:
| Column | Definition |
| Status |
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.
Create a campaign pool
Click Create Campaign Pool.
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.
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
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.
Set the wait time.
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.
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.
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.
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 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.
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 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.
Manage the campaign pool settings
The Settings tab allows you to perform the following administrative actions for the campaign pool:
- Configure the prefilled data
- Enable link tracking
- Edit the campaign pool name
- Archive 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.
Select the information from each relevant dropdown.
Click Save changes when done.
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.
Rename the campaign pool, then click Save changes.
Archive the campaign pool
To archive the pool, click Archive campaign.
Next, click Archive to confirm the action.
Pause the 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's seat is removed by an Admin
- Connection is lost with the campaign owner'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, 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.
Click Delete to confirm you would like the step deleted from the campaign pool.
Continue with launching the pool after you delete the step.