Manage prospects in a campaign pool

This article outlines how to view and manage prospects in a campaign pool.

View prospects in a campaign pool

Navigate to CRM from the navigation bar in your Greenhouse Recruiting dashboard.

Scroll to My active campaign pools, then click See all.

On the Campaign pools page, click on any campaign pool to open it and begin managing prospects.

Navigate to the Prospects tab. Here, you'll find the overall status of how your campaign pool is engaging prospects and a table that lists each prospect in this campaign pool.

Use the Search bar to quickly locate specific prospects in this campaign pool.

You can also apply filters to narrow your list of prospects based on their status or activity. These filters include:

• Has error – there's an error preventing this prospect from progressing in your campaign pool
• Ongoing – this prospect is in progress and receiving campaign pool emails
• Opened – this prospect has opened the email sent by the current step
• Replied – this prospect has replied to the email sent by the current step
• Booked – this prospect has been booked for a meeting

Understanding the prospects tab

The Prospects tab provides the following information about prospects in your campaign pool:

View prospect activity

Click on any prospect row to see more details about that prospect's interactions with your campaign. This will open an activity panel where you can review both past and upcoming activities connected to your prospect.

Learn more about using the prospect activity panel.

Perform quick actions

Use quick actions in the Prospects tab to efficiently manage prospects in your campaign pools.

Set replied or booked

Use these quick actions to set a prospect's status as Replied or Booked.

In the Prospects tab, click the three dots icon to the right of a prospect's name.

Select Set replied to show that this prospect has replied to the current campaign step.

Select Set booked to indicate that you've booked a meeting with this prospect.

To remove either of these statuses, click the three dots icon again and select Remove reply or Remove booked from the dropdown.

Unsubscribe prospect

Use this quick action to unsubscribe a prospect from all current and future Sourcing Automation campaigns.

In the Prospects tab, click the three dots icon to the right of a prospect's name.

Select Unsubscribe prospect from the dropdown.

You'll be asked to confirm that you want to permanently unsubscribe this prospect. Click Yes, unsubscribe this email when you're ready.

Add sentiment tags to replies

Sentiment tags are an easy way to classify replies so you can focus on interested prospects. You can use AI to automatically assign sentiments to replies or add sentiment tags manually.

Turn on AI sentiment analysis

Sentiment analysis uses AI to automatically interpret and categorize responses to your sourcing automation emails. By reducing the need for manual tagging, sentiment analysis makes prospect outreach more efficient and effective.

Turn on sentiment analysis

First, go to Configure, then select AI Tools. Turn “Sourcing email sentiment analysis” on to activate Sentiment analysis.

Sentiment is only assigned when the system is at least 90% confident in its interpretation. You can still add or change sentiments manually, even with the automated analysis turned on.

For more details on AI and ML security, refer to our AI/ML Security Support Document.

Manually add or edit a sentiment tag

In the Prospects tab, click ellipses by the prospect's name.

Select Assign sentiment from the dropdown.

In the "Assign sentiment" window, use the Sentiment dropdown menu to select one of the following sentiments for your prospect:

• Interested
• Not interested
• Bad fit
• Wrong contact
• Bad timing
• No sentiment

Click Save when you're done.

Personalize your prospect's email

When personalization is enabled on an email step, prospects who reach this step in an active campaign pool are paused until personalization is added.

Navigate to the Tasks tab within the campaign pool to add personalization to your prospects' emails.

Each task shows you the prospect and email step that needs personalization.

Add your message to the email body. If needed, the Reset button allows you to revert the email back to its original state and start over. You can also send the email without adding any personalization.

Once finished, click Send personalized message. Then, repeat this process for each task.

The prospects return to the queue and will receive the email at the time configured in the campaign owner's account settings.

Send LinkedIn InMail

Use your LinkedIn RSC integration to send prospects InMail messages directly through Greenhouse Recruiting.

Learn more: Send LinkedIn InMail using Sourcing Automation

Manage duplicate prospects

If a prospect is already in another campaign pool, an error message will appear next to their name. This individual prospect will be paused until you clear the warning, move the prospect to a prospect pool, or remove the prospect from the additional campaign pool(s).

Click the prospect's name to open their profile in a new tab.

One of the following actions can be taken when a prospect is in multiple campaign pools:

• Clear the warning from the prospect application attached to the duplicate campaign pool(s)
• Move their prospect application tied to the additional campaign pool(s) to a prospect pool
• Remove the prospect application tied to the additional campaign pool(s)

Clear the duplicate prospect warning

An error message appears in the prospect application attached to the duplicate campaign pool. This message indicates the existing campaign pool the prospect is in and when the last email was delivered from that pool.

Click Clear warning if you would like to proceed with sending automated messages to the prospect in the additional campaign pool.

Once cleared, automated emails are delivered to the prospect if the campaign pool is launched.

Move the prospect to a prospect pool

You can update a prospect's pool and stage by clicking Edit on their prospect profile.

Remove the prospect application

If you want to completely remove a prospect's file, including removing their record from any reports, stages, or links to the owner, click the three dots in the prospect profile and choose Remove prospect process from the list.

Update a prospect's contact information

Emails will pause for the individual prospect whenever their profile is updated. This usually occurs when you need to change the email address or if there's a contact error that requires an update to their profile.

Click the Prospect's Name to open their Profile in a new tab.

You can update any of the prospect's information on their profile in the details section of the right panel.

To update a specific field, click the Edit icon next to the information that needs to be changed.

Convert prospect to candidate

Automated emails stop immediately when the prospect replies or when an invite is created from your connected calendar that includes the prospect's email address.

After the initial email is sent to a prospect, Greenhouse Recruiting will automatically reply to the thread with information about the prospect including a link to their profile in Greenhouse Recruiting, a link to their social media accounts (if present), and options to mark the prospect's reply as one of the following Sentiments: interested, not interested, bad fit, wrong contact, timing, bad data, or unsubscribe.

These categories are hyperlinked. Once clicked, they open the prospect's profile in Greenhouse Recruiting for further action such as converting them to a candidate. These reply categories are referred to as a Sentiment in the Contacts replied report.

Click on the appropriate reply category to open the prospect's profile in Greenhouse recruiting.

If the prospect decides to move forward as a candidate, convert them to a candidate from their prospect profile.

Stop considering the prospect

After the initial email is sent to a prospect, Greenhouse Recruiting will automatically reply to the thread with information about the prospect including a link to their profile in Greenhouse Recruiting, a link to their social media accounts (if present), and options to mark the prospect's reply as one of the following Sentiments: interested, not interested, bad fit, wrong contact, timing, bad data or unsubscribe.

These categories are hyperlinked. Once clicked, they open the prospect's profile in Greenhouse Recruiting for further action such as no longer considering them as a prospect. These reply categories are referred to as a Sentiment in the Contacts replied report.

If a prospect does not respond to the email campaign, or if they reply and would not like to move forward as a candidate, click on the appropriate reply category to open the prospect's profile in Greenhouse recruiting.

From their prospect profile, click Stop Considering as Prospect.

Manage prospect data

Greenhouse doesn't maintain a database for contact lookups performed by customers. Greenhouse only stores contact information once the prospect is saved in Greenhouse Recruiting.

Your Site Admin can configure a data deletion rule for the prospect's contact information.