Auto Engage Emails

Table of Contents

What is Auto Engage?

How Does It Work?

Edit Templates

Specificity

Tracking, Status & Management

Best Practices

FAQ

What is Auto Engage?

Auto Engage is a new feature designed to optimize candidate engagement with minimal effort from the user. This feature allows users to bulk select candidates they want to contact, and automate a series of follow-up emails to accelerate candidate engagement.

With bulk select actions, Auto Engage streamlines the recruiting process by enabling quick selection of multiple candidates that match requirements. The bulk select action can reduce manual selection time by up to 80%. On by default for new searches, Auto Engage email functionality aims to make candidate engagement effortless by automating up to three (3) follow-up emails. Data shows that multiple emails can double response rates.

• Default Behavior: Auto Engage is enabled by default for single candidate messages.
• Email Outreach: The feature sends a series of follow-up emails to candidates after the initial contact, which encourages a response. You are not charged for these emails.
• Follow-Up Process: Auto Engage sends emails 2, 3, and 4 automatically under the hood, ensuring continuous engagement with candidates. In other words, you don't need to worry about manually crafting follow-up emails to candidates of interest.

How Does It Work?

Note:

As a prerequisite to using Auto Engage, you must first have your Gmail or Outlook account integrated with your Findem account. For steps on how to complete the Gmail connection, click here. For Outlook, click here.

1. When you're ready to contact a candidate, click Message. This will bring up the candidate's enriched profile, where you then will select Email. You'll see the messaging modal with Auto Engage enabled by default.
   

2. The email modal will appear. Fill in any applicable message inputs, and the AI will generate your email text.
   

   • Hover over the body text to edit or regenerate the email at any time.
     
3. By default, you'll see the follow-up emails 2-4. You can delete any number of them if you'd like. By deleting the follow up emails, you disable auto engage. You can always add them back if you change your mind by clicking Add Follow Up Emails. Turning off Auto Engage here applies at the action level, and will revert to "ON" each time you enter a new email template.

Bulk Select Actions

The second part of Auto Engage is the ability to bulk select candidates that you want to enroll in the automated follow-ups. To do so:

1. Check the box at the top of your candidates. A new modal appears at the bottom of the screen to Bulk Message. Click it.
2. Edit or regenerate your email as needed. All selected candidates will receive the same email.

Edit Auto Engage Templates

• You're able to edit the Auto Engage series by clicking the three dots at the top right, then Edit Auto Engage. 
  

Outreach Specificity

Templates are unique to the specific search. Editing the template within one search will not affect other searches emails.

There is also no cross-search impact, meaning you can apply different messaging strategies to each search without worrying about affecting other emails.

Tracking, Status & Management

• Status: Once messages are sent, users will see the email status in the main All Contacts page. This includes information about emails sent, upcoming scheduled messages, and the ability to pause individual messages.
  
  • You can also manage your emails from the main Searches page, or landing page. From here, in the Status column, if you pause an outreach, this pauses the entire outreach for all candidates in the search.
    

The Status column will show you all contacted candidates' current status.

• Reach Out indicates you haven't yet contacted the candidate
  • In Progress shows that an email has been sent to the candidate
  • You'll receive an informational notice if a candidate has already been added to an email outreach recently (pre-outreach)
  • Candidates that have scheduled messages in an outreach where the outreach is paused will show up as Paused
  • Candidates with email messages sending in the next ~30 minutes will be displayed as Sending now

Important to Note

First-Time Users: Non-recruiters, particularly those who are not experienced with outreach emails, may initially hesitate to send follow-ups, fearing it might appear "needy." However, the goal is to ease them into this practice through automated nudges that improve response rates.

Best Practices

We recommend manually pausing the outreach for everyone if you have enough interested candidates to the point where you don't want to send more communications out right now. Once a candidate applies, the email outreach will pause for them automatically.

Once an outreach is paused, you can resume it at any time. If you resume after email 2 was sent out, it will resume at email 3, exactly where it was left off and on the same cadence (email is sent once every 4 days).

Other best practices to keep in mind:

• Send from your work email (standard email integration)
• Send follow ups - often it's about catching the candidate at the right time
• Cadence "3 2 2"
• Use custom variables in the subject line (Candidate + Company = Opportunity)
• Include content
• Light introduction

FAQ

Q: Will a candidate be sent multiple sets of emails if they're already part of an existing outreach?

A: No. Candidates will only receive one set of emails based on the initial email list they were made a part of.

Q: If a candidate was already messaged outside of Auto Engage, will they be messaged again if I turn on Auto Engage?

A: Yes. If you previously messaged a user, we will still attempt to contact them via Auto Engage if enabled. The exception is when you are already using Auto Engage in another search, we will prevent that candidate from receiving multiple sets of messages and follow ups from multiple searches.

Q: How do I edit a template?

A: After initiating a messaging workflow, users can click to Edit Auto Engage, which enters a template editing mode. As opposed to the normal author mode which allows you to personalize the content for a single candidate a time - changes made and saved in the Edit Template mode will be applied to all future outgoing messages for that candidate search. Each search has its own template that can be customized. New searches will always start with our default template.

Q: Can I customize the Auto Engage templates?

A: Yes. You can see the edit button for the first template. You can edit each template in the series and even delete them if you prefer.

Q: What should I do if I encounter errors while saving an email template?

A: If you encounter errors while saving an email template, check the following: 1) Verify that all campaign variables are either completely filled out or removed, 2) Ensure you have the necessary permissions to edit the template, 3) Check that the variables you're using are currently active in your workspace. If problems persist, reach out to technical support with specific details about the error you're experiencing.

Q: Why aren't my bulk-messaged candidates showing up in my Contacts tab?

A: If candidates are not appearing in your Contacts tab after attempting to send a bulk message, this could indicate a technical issue with the messaging system. Verify that you have properly unlocked the candidates and that your email account is correctly connected. If the problem continues, reach out to customer support with specific details about the candidates and the actions you've taken.

Q: What should I do if my bulk email is stuck in a loading state when trying to send messages to multiple candidates?

A: If your bulk email is spinning or stuck in a loading state for an extended period, try the following troubleshooting steps: 1) Verify that your email account (Gmail or Outlook) is correctly connected to Recruiting Copilot, 2) Check that the 'Message' button is blue and clickable, 3) Ensure you have a stable internet connection, and 4) Contact support if the issue persists, as it may require technical investigation.

Q: Isn't this spam?

A: While that's a perfectly understandable question, our data shows that multiple emails can actually double response rates because candidates may not see your first message or forget to respond. Life is busy. Candidates may just need an encouraging reminder to respond when they have time. And this way you don't have to remember to send them a reminder either.

Q: Why are there emails being sent without me knowing? Why did you send multiple emails on my behalf?

A: Auto Engage is a powerful recruiting feature that is on by default. The best way to get a reply is catch candidates at the right moment, with the right content. Sending a respectful series of follow ups greatly increases you chances of success and overall response rate.

However, you still maintain flexibility and control over the details. Findem does not send messages with missing details and only uses details provided by you. In the same way, we only send messages from the address you provide so that deliverability is not impacted, and messages are not sent to spam. In addition, data shows that multiple messages increase response rates by up to 20%. We know that drafting and personalizing a series of emails is time consuming, so this feature cuts out the manual work by automatically personalizing email templates with your provided details. You can edit templates at any time.

Auto Engage increases the chances of a response while boosting your efficiency, without requiring more time and effort form you. If you prefer not to have the automation work for you in the background, disable it by removing steps 2-4 of your campaign, or pause Auto Engage for an entire search.

Q: Can I pause Auto Engage if I progress a candidate or make a hire?

A: Yes. You can pause Auto Engage at any time by going to your saved searches and pressing the Pause button. This will pause all outreach for the entire candidate list in your search. You can also pause Auto Engage for an individual candidate if you want to.

Q: Do I have to pause Auto Engage for every single candidate who responds?

A: No. Recruiting Copilot syncs with your email. So Auto Engage will know if a candidate responds. You'll see the Status change to "Needs Response" and no additional emails will be sent to that candidate.

Q: If I turn off Auto Engage for one candidate does it turn it off for everyone?

A: If you bulk select, turn off Auto Engage for one candidate, then go into a different candidate and edit a template, Auto Engage stays on even though you turned it off on the other candidate.

Q: What happens if my email authentication expires?

A: When your email authentication expires, all configured auto-engage emails will be automatically paused, and no emails will be sent to candidates. You'll need to re-authenticate your email in the Account Management section under Integrations to restart your campaigns and continue contacting candidates.

Q: What should I do if my auto-engage emails are not being sent?

A: If your auto-engage emails are not being sent, first check your email authentication status. Expired email authentication will pause all configured auto-engage emails. Follow the re-authentication steps to restore your email integration and restart your outreach campaigns. If problems persist after re-authentication, contact technical support.

Q: Why am I not receiving responses from candidates on the Findem platform?

A: If you're not receiving candidate responses, consider the following: 1) Review your outreach messages for clarity and engagement, 2) Ensure your email is correctly connected to the platform, 3) Check that your candidate search filters are appropriate, and 4) Verify that your emails are being successfully delivered. Most responses typically start rolling in after the 3rd or 4th email in the auto-engage sequence. Make sure you've upgraded to a paid account, initiated the first message to candidates, and enabled the auto-engage feature. Our support team can help review your recent searches and outreach to identify potential improvements.

Q: How can I verify if my emails are being successfully delivered?

A: To verify email delivery, check the platform's outreach tracking. Look for sent email confirmations and delivery status indicators. If you suspect emails aren't being sent, review your email connection settings, verify your email account is properly linked, and contact support if you continue to experience delivery issues.

Q: Will emails from Auto Engage be sent from my integrated mail service, or from Findem's systems?

A: Your's. Byintegrating your email with Findem, we'll be able to send emails on your behalf. This is a recruiting best practice. Messages coming from an personalized or work related email are more trusted, and receive higher response rates from candidates. A copy of anything sent on your behalf can be viewed in your sent items inbox.

Q: What are the Auto Engage statuses and what do they mean?

A: The primary statuses are: "In Progress" which means Auto Engage is running and follow ups will continue to be scheduled. "Replied" The candidate has replied and Auto Engage will be paused, not further emails will go out. "Complete" means Auto Engage has completed and the candidate has not replied. You can try other outreach mentions like a phone call or text message.

Q: What does the "Campaign Issue" status mean?

A: "Campaign Issue" means something has prevented your email outreach campaign from sending successfully. The most common cause is a problem with your connected email account (for example, the Gmail or Outlook authorization has expired). Check and re-authenticate your email integration in Account Management > Integrations, then return to your search to confirm the campaign has resumed.

Q: Why does my campaign show "Email not authorized" even after I re-authenticated my email?

A: If your campaign still shows "Email not authorized" after re-authenticating, the Auto Engage series may still be configured to use a different integrated sending address than the one you just authenticated. Confirm which email address is currently selected in the Auto Engage settings. If you cannot resolve the mismatch or the domain email is not being accepted during integration, contact support so the issue can be escalated for further investigation.

Q: How do I update the sending email used by an Auto Engage series so it matches the email I authenticated?

A: Open one of your saved searches, then click the three dots at the top-right and choose Edit Auto Engage. In the Auto Engage popup, open the email dropdown and select the newly authenticated sending address. Save the change; once the Auto Engage series is using the authenticated email, the "Email not authorized" error should go away and the campaign can resume.

Q: Will I be notified that another recruiter has already contacted a prospect if I bulk select them and have Auto Engage on?

A: The system will know the candidate is already enrolled in a sequence. We won't start a new email sequence for that candidate once one is already in progress.

Q: How do I ensure that I only send one message for each candidate in my search?
A: To ensure you send only one message to each candidate in your search:

1. Remove the follow ups (2, 3, 4) from your messaging modal.
2. Save the template.

On your next action in that search, the template running will just be the single step that you see in the editor.

Q: Can one user override another user's email template in a saved search?

A: Email templates in Recruiting Copilot are search-specific. A user can override or replace the email template associated within a saved search only if they have been explicitly given access to the search by the user who created and owns the search.

Q: Does the workspace owner have access to change email templates?

A: Email templates in Recruiting Copilot are search-specific. A user can override or replace the email template associated within a saved search only if they have been explicitly given access to the search by the user who created and owns the search.