The Email Engagement feature of hireEZ is a great tool for you to connect with candidates. By integrating your email, you are able to contact your candidates directly through hireEZ. In this article, we offer some tips to improve your response rate and to help you have a smooth experience with hireEZ’s engagement function.
Set up Your Email Integration and Email Signature Correctly
To enjoy the full benefits of the engagement feature, you need to set up your email integration correctly.
You can find this feature on the Profile Settings-->Email settings-->General, or through the link here.
For Business users, you can locate it on the Product Setting-->Email setting page.
Check the green tag to see if the integration is Active. hireEZ currently supports both Gmail and Outlook email addresses and we recommend you to integrate the same email address as you use for your hireEZ login.
You may also add your email signature on the same page. The signature you set up here will appear on all emails that you send through hireEZ.
Use the editing bar below to adjust the format of your signature or add your company links and logos here. A clear structured signature will make your email look more professional.
Remember to Save the signature when you finish.
Avoid Being Marked as Spam
While hireEZ allows you to add variables to the email content to make it personal and individual, you should always be aware of the usage of the engagement function and protect your emails from being marked as spam.
To do so, use the in-project power filters on your search results page or the More Filters menu in your pipeline to screen candidates who have Not Contacted by Team during the time period of your current recruiting project. In this way, you can avoid contacting the same person multiple times.
If you are the Team Admin, you are able to limit the number of emails you send per day and set an interval time in between your emails on the Email tab of the Admin Console.
We recommend you limit your total number of emails sent to under 400 per day and use different email templates and limit the contacted candidates to under 500 per template. And you should leave at least 20 seconds in between two emails.
If you need to send more emails in one day, you may use the Send-on-behalf-of function and deliver additional emails through your teammate’s email address, as long as they also have hireEZ Enterprise accounts and grant your access to their email addresses.
You can locate the Email Delegation section on the Email Settings page.
Polish your Email Content
When you are editing the email, make sure you DO NOT capitalize the whole subject line. Instead, keep the subject short and include shiny information about the position, e.g. company, location, job title, or compensation.
For the email body, be more specific about the job opportunity by always including position title, location, company, and 1-2 sentences about the position, team, division, organization, product, service, etc. You may also click on the Insights button and read through the suggestions on the left. The email insights are suggested based on our current user performance.
If you still don’t know where to start, check out the 10 email templates that hireEZ preloaded for you under the Template button.
Use Email Sequence
Sending sequence emails can also increase your email response rate. In fact, our data prove that a sequence with three emails is the most efficient combination. Therefore, when you create the sequence, try to add 2 follow-up emails in addition to the 1st touch.
You may also prepare more follow-ups in your templates and delete the ones that you don't need when reaching out to your candidates.
You will be able to save the modified sequence as a new sequence template. Please note, if you choose not to save the sequence in this case, the status of the messages will not be tracked.
You can also switch to other saved sequences by clicking on the name of the sequence on the upper left of the window. You may also create a new sequence from there.
If you want, share your successful sequences with your teammates. Check the Opened, Clicked, and Replied rates from the Message --> Sequences site. Click on the three dots on the right and select Share.
You can then choose to share the sequence with individual member(s) or with the entire team.
Use the Poll for Quick Response
High efficiency will benefit both the recruiters and candidates, particularly in the early stages of a conversation about a job opportunity. When you are writing emails to your candidates, you can use the Poll to provide quick response choices to your candidates.
For the candidates, they will be able to quickly respond with a simple click. They can also add some comments in the next step.
Once the candidate reacts to your emails, you will receive a notification from the email.
You can then click "Reply to candidate" to reply to the email directly.
Also, you will see different tags, based on these reaction options in your hireEZ Inbox. By clicking the drop-down button, you can filter the replies by their tags. In addition, we also provide a similar auto response function for you to use, so you can give quick replies to candidates with the templates provided.
Leverage on hireEZ Send-on-Behalf-of Feature
When you are creating the sequence list, you may also take advantage of the SOBO function and send the second or third email on behalf of your Hiring Manager. Our data indicate that emails delivered from hiring managers would receive higher response rates, as candidates would feel more valued and considered.
You may request email delegation permission on the Profile Settings site. You can choose if you need to send emails only or want to view the replies from the candidates as well.
When you are composing the email, click on the From bar and you will be able to select from the list of your team members who have activated your SOBO access. You may also request new delegations from here.
Add a Meeting Link to Your Sequence or Email
For Enterprise users, if you have integrated your calendar with hireEZ, you can insert a scheduling link to the content of your email and allow candidates to book events on your calendar with one click.
After connecting your calendar with hireEZ, you will be able to insert your or your team members' availability by clicking on the Meeting button on top. You can set the meeting template on the left when you add the link for the first time. You can also edit the template using the pencil button in the future.
You may also add the link to your email sequences.
Once the link is added, the candidate can view and book the available slots directly on your calendar.
Please refer to the article Calendar: Schedule Your Meetings with the Candidates on hireEZ for more information on the calendar integration feature.