Email integration enables you to connect your email service provider (Gmail or Outlook) to hireEZ and empowers the platform to become an all-encompassing workspace for recruiters. It allows you to send/receive your recruiting emails with your own email address within hireEZ, and at the same time, organize, track, and respond to all your candidate emails in one place.
hireEZ will only track engagement emails that are sent out to your candidates through the platform (including the web app, Chrome Extension, and Gmail Assistant).
In this article, we will discuss:
- How to Connect/Integrate the Email
- Email Candidates within the Projects
- Useful Email Sequence/Email Campaign
- Email and Sequence Templates are Easy to Use and Create
- Email Candidates in Bulk
- Email Delegation Feature
- Manage Candidates' Emails
- Track Your Outreach Performance
- Email Candidates through hireEZ Chrome Extension and Gmail Assistant
How to Connect/Integrate the Email
From the Profile Settings-->Email settings-->General, you will find a page to click "Connect" to integrate your email.
hireEZ supports the integration of multiple email servers. You can choose one based on your work email domain and click the link connect. Then you just need to follow the instructions to sign in to your account and allow hireEZ to get access to your account.
Email Candidates within the Projects
After integrating your email with hireEZ, you are able to contact your candidates directly within your project.
When you are viewing candidates' information, you can find their contact info on the right side of the listed profiles. You can review the full contact information of the candidate just by clicking on the blue asterisked email address there.
When you unlock the contact details with one credit, you will see the full email address of the candidate. Click on it or use the Email button at the bottom and type in your message to the candidate in the pop-up draft window.
You may directly click the candidate email to send out the email as well. Please note, if the email has been bounced back while there are multiple email addresses on a candidate's profile, hireEZ will send out the email automatically to the candidate's second email address.
In the pop-up window, you could write to candidates by using a sequence. You may select a sequence or create a new sequence at the drop-down window on the left. You could also choose a template for each email. For Enterprise users, you can insert a Meeting link here by clicking the meeting button. When you do so, input variables instead of specific candidate’s info in the email so that you do not have to change this information the next time you use this sequence/template. Next to it, you can add Poll options which can help you to get a quick response from candidates.
You may also check out the Insights by clicking the lighting icon to enhance your email response rate.
Schedule the time for each email before you choose to Send directly or click Review to review the details of your email and do a final check in the sequence setting. And you can click Save the sequence for your future use.
You are able to set Tracking, Invisibility, and Reminder(Enterprise users only) for the sequence. After that, don't forget to click Send to begin your engagement work.
And you can always switch your Sequence to a Single email at the top left corner.
Useful Email Sequence/Email Campaign
hireEZ builds up a smart mechanism of sequence engagement, which means that you can create and send it with no worries about re-engaging passive job-seekers. You will have a full capacity of up to 10 emails in a sequence to ensure your engagement efforts don't go unnoticed.
You can compose your emails or insert your created templates and set the preferred contact schedules and conditions related to each candidate or style of engagement.
Email and Sequence Templates are Easy to Use and Create
hireEZ provides 10 pre-saved templates for you by default. When you write your engagement messages, you can save the content for later use. After you save and name the template, you will be able to locate it from the drop-down menu under the Templates button.
You can find the sequence templates and choose the saved sequences in the drop-down window in the upper left side corner. You could also create new sequence templates here.
You may directly edit the details of the sequence on compose window. In addition to the subject and content of the email, you can also schedule the time for each message. Once you make a change to the saved sequences, we will remind you to save or share it.
You may also create new single/sequence templates under the Messages --> Sequences and Messages --> Templates tabs.
Email Candidates in Bulk
Sometimes you may need to reach out to multiple candidates at the same time. In hireEZ, you can achieve this by selecting the candidates from the list. You can choose to click the checkbox beside each of them or click on the general checkbox below the pipeline. You will then be able to select the candidates from the current page or check all candidates in this stage. When you finish, click on the Engage button on the right.
For Business users, click on the Email button on the right.
Just like the draft box opened when contacting a single candidate, you can edit your email or pull out your saved templates. You may want to use the Variables function mentioned above to personalize the recipients’ names. You can also transfer between a Single Email and a Sequence.
hireEZ will automatically remove candidates that have been contacted by your team recently. If you want to add them back to your recipient list, you can just click on their email addresses from the drop-down menu of the recipient section or bulk add the candidates by clicking on the number of recipients embedded in the notification.
Email Delegation Feature
The Email Delegation function allows you to send emails on behalf of your team members. You can find this feature on the Profile Setting-->Email settings-->General page of your account.
Once the delegation permission is activated, you will be able to send engagement emails to candidates on behalf of other hireEZ users in your team. You can also authorize your team members to send emails on your behalf. In both cases, you have the options to send emails only or send emails and see replies.
You can send new single emails on behalf of your team members and request delegation permissions directly when composing your email.
You may also build up email sequences that are sent by different people. For instance, you can send out the first touch and the first Follow-up emails by yourself, while sending the second or third Follow-up message on behalf of the Hiring Manager of the department. What we found is that candidates are much more likely to reply to a TA manager than from the talent acquisition side.
After you send out the email using the SOBO feature, both you and the email address holder are able to view the messages under the candidate's profile. If you hold the permission to send emails and see replies, you will also be able to view the replies from the candidate.
The SOBO emails are marked on the Messages page under the Outbox tab. You may click on the message to view more details.
Manage Candidates' Emails
The replies of the candidates are listed under the Inbox tab. Just like your email inbox, you are able to view, reply, or forward the message. The SOBO messages are marked with the bold Sent by sign on the right. To delete a conversation, hover your mouse on the email and you will be able to find the archive button on the right.
You can check the candidate's profile by clicking on the recipient's name.
Track Your Outreach Performance
When you send out the engagement campaign, you can choose if you want hireEZ to track the status of the email. In a sequence, you could find the track setting after you click the Review and send button.
In a single email, you may find the track button on the left bottom side.
If you tick the tracking boxes here, you are able to view the status of your reach-out emails on the Recipients page of the Messages --> Outbox tab.
In addition to Opened, Clicked, and Replied status of the email, you may also check if the email or the sequence has been scheduled, finished, failed, canceled, or bounced and the last sent on time of the message. You can click on the subject name of the email to read the content.
To track the performance of specific Sequences/Templates, go to the two tabs of the Messages page.
Email Candidates through hireEZ Chrome Extension and Gmail Assistant
The hireEZ Chrome Extension works for many sourcing websites, including LinkedIn (and LinkedIn Recruiter), Twitter, GitHub, Kaggle, Stack Overflow, Google Scholar, and Google Searches. With the extension, you can email candidates that you have found outside of the hireEZ application without the need to load them into your ATS or use other contact finding tools.
To generate information on a candidate found outside of hireEZ, just click on the extension to generate detailed information. You can then click on the email address link to write your engagement email.
You will then see a draft box with the same functions that you find in the hireEZ web application. You can change the scheduled time or Switch from a single email to a Sequence. You can also choose or save a Template from here. Make sure you assign a Subject to your email, otherwise you are unable to send it.
If you choose to integrate your Gmail account with hireEZ, you may also get access to the Gmail Assistant feature through our Chrome Extension.
Once you turn on this feature, you are able to locate hireEZ Inbox/Outbox in your mailbox and find your sequence and single email templates in your compose window. You may Save Templates, set Reminders, and manage the tracking status from here.