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

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

View prospects in a campaign pool

To begin, navigate to CRM located at the top of your Greenhouse Recruiting dashboard.

Click See All from the My active campaign pools dashboard.

Next, open the campaign pool by clicking its name located in the Campaign pools dashboard. The pool opens on the Prospects tab by default.

The Prospects tab provides the following information in each column:

Column Definition
Open rate The percentage of prospects who have opened an email based on the total number of prospects emailed in the campaign pool
Response rate The percentage of prospects who replied to an email based on the total number of prospects emailed in the campaign pool
Ongoing

The total number of prospects with remaining email steps in the campaign pool

Needs attention These prospects require action from the user. An error icon appears next to the prospect's name indicating what action is required
Prospect The prospect's name and email. A checkmark appears next to the prospect's email once it's been verified by Greenhouse Recruiting
Role The prospect's current job title and company
Status The status of the prospect in the campaign pool
Last activity The last activity performed by the prospect
Step

The email step the prospect is currently on

Note: When a prospect is added to an existing or newly created campaign pool, they will always start at the beginning of the campaign (step zero) and follow the steps as configured in the campaign pool

Screenshot    of    the    prospects    tab.

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.

Screenshot    of    the    awaiting    personalization    message.

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

Screenshot   of   the   tasks   tab.

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.

Tip: Download our eBook, Outbound sourcing: Best practices for talent leaders, for recommendations on how to effectively personalize your email campaigns.

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

Screenshot of the send personalized message button.

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

Screenshot of the tasks tab.

Action a prospect in multiple campaign pools

If a prospect is already in a campaign pool, an error message will appear next to their name in the additional pool(s) where they were added. The status is paused for the individual prospect until further action is taken such as clearing the warning or removing the prospect from the campaign pool.

Note: The campaign pool is only paused for the individual prospect if it is already launched.

Screenshot  of  the  contact  error  icon.

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

Screenshot  of  the  prospect  s  name.

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)
Note: A prospect should only be removed from a campaign pool that has not sent emails to them yet. If a different user owns the campaign pool, please consult with them prior to making any changes.

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.

Note: Since campaign pools send automated emails to a prospect, it is highly recommended to only have a prospect in one campaign pool at a time to ensure a positive user experience.

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

Screenshot-of-the-clear-warning-button.png

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

Move the prospect to a prospect pool

Click the Pencil icon inline with the Pool name.

Select a Pool and Prospect Stage (if applicable) from the dropdown.

Add a Touchpoint if needed.

Once finished, click Save.

Remove the prospect application

Click Remove Prospect Process located in the bottom-right corner of the prospect's profile.

Click Remove inline with the campaign pool name.

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.

Note: If an email address is changed after the campaign pool starts, the steps will restart at the beginning of the campaign for the new email.

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

Screenshot  of  the  prospect  s  name.

Click Edit Profile at the top of the page.

Once the edits are complete, click Save at the bottom of the Edit dialog box.

Emails will be delivered to the prospect at the cadence you configured if the campaign pool is presently launched.

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.

Note: Greenhouse Recruiting continues to sync any correspondence back to the prospect's activity feed after the campaign stops.

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.

Screenshot of the email inbox actions.

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.

Screenshot of the email inbox actions.

From their prospect profile, click Stop Considering as Prospect.

Note: Click here if you would like to stop considering prospects in bulk.

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.

Screenshot of the sourcing automation button.