Campaign Pausing

Table of Contents

How Do I Pause a Campaign?

Pausing Logic

What Happens After I Pause a Campaign?

Email Disconnection

Resuming Campaigns

Campaign Issues

Any campaign targeting a candidate can be paused, but not fully completed if you have enough interested candidates that you'd like to stop further communications for the time being. Pausing allows you to temporarily halt the campaign without permanently deleting it, which is useful when you need to make edits, review its performance, or when you've received sufficient candidate interest.

How Do I Pause a Campaign?

There are a few ways to pause an existing campaign. First, as the campaign owner, you can simply head to any project listed on the Projects page, and if there's an active campaign, click where it says Active campaign in the Campaign column and toggle the switch to pause. This will pause the campaign for all candidates.

You can enable automatic campaign pausing from Organization Settings > Campaigns. With this option toggled on, all campaigns will automatically pause for the candidate(s) who clicks a job description or calendar invite link within an email. This organization-wide setting needs to be configured by team administrators. If not enabled, campaigns may continue sending emails even after candidate interactions.

Pausing Logic

Note that campaigns may be automatically paused if the system detects a potential meeting scheduling scenario. This can occur even if there is no explicit calendar link in the outreach, but job description links are present in the communication. The system uses certain triggers to pause campaigns as a precautionary measure to prevent potential scheduling conflicts.

Campaigns are paused when the following actions occur:

• If a candidate applies (and Findem knows via the ATS): When a candidate submits an application and Findem detects the application through an integrated ATS, the campaign will pause for that candidate.

• If a candidate clicks on a job link, but no ATS job is connected: When a candidate clicks a job link in your outreach and there is no connected ATS job to track an application, the campaign will pause for that candidate.

• If a candidate clicks on a calendar link: When a candidate clicks a calendar/scheduling link in your email, the campaign will pause for that candidate.

• If there have been no changes to the search for 2 months (including saving the search, shortlisting candidates, or updating candidate reply classifications)

• If the sender’s email isn’t valid anymore

Note:

When campaigns are paused automatically using these methods, they are paused only for the specific candidate who triggered the event. The campaign will continue sending to other candidates unless paused manually for everyone.

Additional Pausing Logic Details

When evaluating candidate link clicks, Findem uses specific campaign variables and known integrations to determine whether a campaign should be paused.

• Findem will consider the @sender_calendar_link and @search_job_description_url variables in the campaign when reviewing links clicked and will pause the campaign appropriately based on the candidate’s action. We strongly recommend using these variables to ensure campaigns pause correctly when candidates engage with job or calendar links.

• Findem will also evaluate clicks against a maintained list of frequently used ATS platforms and calendar scheduling tools to determine whether a pause should occur.

• Findem will not pause campaigns for candidate applications that occur as a result of the candidate being exported from Findem (for example, exported to an ATS without applying directly through a tracked job link).

Applicable links in this case are determined by a list compiled manually by our Engineering team. The following calendar vendors and job description links will pause the campaign:

• calendly.com/
• calend.ly/
• cal.mixmap.com/
• lever.co/
• greenhouse.io/
• angel.co/
• calendar.app.google/
• goodtime.io/
• book.ms/
• youcanbook.me/
• sprintful.com/
• acuityscheduling.com/
• 10to8.com/
• Any shortened URL (e.g., bit.ly/xyz) that redirect to a valid calendar service

• Custom calendar links embedded using the @calendar_link variable in Findem
  

Note when a campaign is paused automatically using the method above, it's paused only for the candidate who clicked a link in the email. It will resume for all others. Currently, the system pauses the campaign for any link click and does not offer link-specific pause options (such as pausing only for scheduling links but not for job description links).

What Happens After I Pause a Campaign?

If there hasn't been activity in the campaign for 60 days or more, it will automatically pause. It will resume when there's activity again (e.g. editing or saving the associated project, editing or saving the campaign, updating campaign options, and adding or removing candidates). During a paused campaign, any replies to previously sent messages are still processed. Campaigns will never automatically archive. The campaign owner must manually archive any campaign.

We recommend manually pausing a campaign 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 campaign will pause for them automatically.

Managing Paused Candidates

When working with paused candidates in Findem, you may need to refresh the page after each interaction to ensure proper functionality. If you encounter issues when trying to unpause or update a candidate's status, try refreshing the page and then attempting the action again.

If you're experiencing errors when reviewing paused candidates, we recommend:

1. Refreshing the page after each candidate interaction.
2. Ensuring you have a stable internet connection.
3. Clearing your browser cache if the issue persists.
4. Contacting Findem support if the problem continues.

Email Disconnection

If at any point your email connection is disconnected, all campaigns are automatically paused and their status changes to 'Hold'. This ensures no campaigns continue running without a valid email connection.

Sometimes campaigns may not pause automatically when a candidate responds. This typically happens if the candidate's reply comes from a different email address than the one originally used to send the campaign. The system tracks replies based on the original thread and exact email address, so slight variation can prevent automatic campaign pausing.

Resuming Campaigns

Once a campaign is paused, you can resume it at any time. If you resume the campaign after email 2 was sent out, it will resume at email 3, exactly where it was left off and on the same cadence as set up (i.e., email sent once every 4 days). Depending on the verbiage within your campaign email, best practice may be to start the campaign over or edit the campaign with a new step to imply the role is still open and that previous candidates are still welcome to apply.

Campaign Issues

You may see on some candidates a Campaign Issue alert.

Most of the time, this will inform you that the campaign was paused for the candidate because they may have scheduled a meeting. Click into this alert to open the shortlist and learn more.

From the shortlist, click May have scheduled.

Because the system doesn't know for sure whether or not the candidate clicked the "book time" link in the campaign to meet with you (or the recruiter), you will need to go to your calendar or the Inbound Applicants tab in Findem and see if they actually applied/scheduled time with you. If so, click Yes so the candidate is removed from the campaign. If not, click Not yet so the campaign resumes for them.

Troubleshooting Email Sending Issues

What should I do if my campaign is not sending emails as scheduled?

First, check if your campaign is paused. In the platform, you can resolve this by clicking back into the campaign and selecting 'start'. Ensure that your emails are approved before restarting the campaign. After restarting, you may need to manually update email send dates to maintain your intended scheduling sequence.

How do I update email send dates in a campaign after restarting?

When a campaign is restarted, you'll likely need to manually update the send dates for each email in the sequence. This ensures that your emails continue to follow the intended timing and order. Go through each email in the campaign and adjust the scheduled dates to match your original communication plan.

Why am I only receiving the first email when running a test of a multi-email campaign?

Occasionally, there might be temporary technical issues that can cause only the first email in a multi-email campaign to be sent during a test run. If you experience this problem, we recommend:

1. Pausing the campaign
2. Retesting the dry run
3. Contacting support if the issue persists

Our Support team can help investigate and resolve any email campaign testing problems.

Why am I seeing 'unknown phases' in my campaign statistics?

The 'unknown phases' typically occur when an outreach has been deleted after a campaign has been executed. For example, if a campaign originally had 3 outreaches and someone removes the first outreach after the second one has been sent, the system may display 'unknown phases' in the UI. This is an expected behavior when phases no longer exist in the campaign.