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've 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 your Greenhouse Recruiting dashboard.

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
Status

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
Type

The campaign type that you selected for this campaign pool:

  • Engage
  • Nurture
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, Type, and State dropdown menus to filter for campaign pools created by specific users, campaign type, or whether a campaign has been archived.

Sourcing_Automation_campaign_pool_dashboard_filters.png

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_with_campaign_type_dropdown_highlighted.png

Select which campaign type you'd like to create:

  • Engage campaign
  • Nurture campaign

Note: Engage campaigns help you reach out to prospects quickly for open jobs, while nurture campaigns are a great choice for keeping prospective talent warm, regardless of whether you're actively hiring. Learn more about which campaign type best fits your sourcing needs.

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.

Add step button

Create a step by completing the following:

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.

Wait_time_setting_in_campaign_pool_step_editor.png

Tip: Minimum wait times for your steps depend on which campaign type you selected when creating your campaign pool.

Engage campaigns have a minimum wait time of 10 minutes for Step 1 and one day for Step 2 and beyond.

Nurture campaigns have a minimum wait time of seven days for Step 1 and 30 days for Step 2 and beyond.

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.

Action_options_displayed_in_campaign_pool_step_editor.png

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.

Template_selection_dropdown_in_campaign_pool_step_editor.png

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.

Sender_dropdown_in_campaign_pool_step_editor.png

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. In nurture campaigns, you can also include tokens to highlight featured job posts.

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.

Tip: Check out our recommendations and best practices for step email templates, using tokens, and sending your campaign emails.

Campaign pool step editor with subject line and body fields filled out and highlighted

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.

Email coach with one suggestion and view button highlighted in campaign step editor

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 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. 

Send a preview button

Enter an email address in the field and click Send preview

Send a preview window

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.

Save and launch buttons

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

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.

Gray toggle button

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. 

Steps tab

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

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.

Campaign pool settings page with Schedule tab opened and Enable campaign level scheduling turned on and highlighted

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.

Campaign pool Settings page with General tab open and Edit settings button highlighted

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.

Save changes button

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. 

Steps tab

Learn more about step-level reporting here

Edit a campaign pool's name

To edit the campaign pool name, click Edit settings.

Campaign pool Settings page with General tab open and Edit settings button highlighted

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.

Archive campaign button on the General settings tab in a campaign pool

Click Archive again to confirm that you're ready to archive this campaign pool.

Archive button

Pause your campaign pool

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

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.

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.

Delete step button

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

Delete button

Continue with launching the pool after you delete the step.