Creating and Sending Email Campaigns

Table of Contents

Overview

How Campaigns Work

Personalize Campaign Messaging

Campaign Templates

Metrics

Shared Campaign Templates and Important Notes

Overview

Findem automates outreach to fill recruiter's inboxes with perfectly matched interested candidates at record speed. You can create an email campaign while creating a new Search or add one to an existing Search.

Findem offers two types of outreach: Individual Reach Out and Campaigns for Bulk Outreach.

Note:

By utilizing the Assign with AI Assistant button, you can create a highly personalized outreach. This innovative tool allows you to generate a custom message that is specifically designed to appeal to the candidate. The message will typically include detailed information about the candidate's professional background, skills, and experiences. It will also provide comprehensive insights about your company, including its mission, values, and culture. This level of personalization can significantly increase your chances of engaging the candidate and sparking their interest in the opportunity. Learn more about how Findem uses AI.

How Campaigns Work

1. To create email campaigns for your shortlisted candidates within a Findem project, go to the Outreach tab and select Create Campaign, then Auto-Personalization or Existing Campaign.
2. If you choose an existing campaign, you have the option to clone a Findem template (pre-built campaigns) or add to an existing campaign. Finally, you can build a campaign from scratch by clicking Build a campaign from scratch.
   • Note: Removing a candidate from the shortlist DOES NOT remove them from any campaigns that were created using the shortlist. You'll need to remove those users from the campaign if you no longer want to contact them.
3. The first steps are to give your email campaign a recognizable name and select the From and Reply to email address. You also have the option to add CC email addresses for outgoing emails, or to Forward candidate replies to additional email addresses. The Reply To field is freeform, so any email can be input here.
   
     

4. In the Advanced options, choose the type of candidate emails you want to send messages to, whether personal or work. Note: The Findem campaigns always default to send to personal emails only.

   You can also set a daily outreach limit, add an unsubscribe link, and more.

   
   

5. After selecting the advanced options, add a step to insert the subject and body of the message. Findem utilizes custom variables to personalize each outgoing email in your shortlist. These fields are dynamically updated with different values, depending on the recipient of the email. For example, the custom field @candidate_First_name will automatically populate an email with the candidate's first name.

Note:

Findem's campaign email text limit is 80k characters of HTML content, including spaces and formatting. Maximum image size that can be added to campaigns is 5MB, with max dimensions of 600px. We recommend only uploading images half that size though so they display well on high density display devices.

You can add these to your email's subject line and body by typing '@' and selecting an option from the dropdown or by selecting @variables button.

For a complete list of available custom fields and additional details, refer to the Custom Fields article.

Note that with Employee Connections, you can create an email campaign template with variables indicating the name and information of the connection to include in your "Request Intro" message to the candidate. When creating your campaign template, simply input "@connection" and a dropdown list will appear with dozens of connection variables you can include.

5. Add multiple emails to a campaign by clicking the Add Step button, located in the left-hand column, and Customize Email Scheduling.

Findem's AI Assistant can personalize your outreach and assist in creating content from scratch, including the crafting of streamlined follow-up emails. To use AI in your campaign, click Enhance With AI.

6. Before starting the campaign, switch to preview mode to confirm that the content is complete and properly formatted. Variables that have been correctly filled out will populate in green. If you are missing a variable, the variable will underlined in red.

7. You have the option to either start the campaign immediately save it for later and manually initiate at a later time. If you decide to postpone, you can start the campaign by clicking Play on the Findem homepage or in the Campaigns tab whenever you'd like.

If you encounter issues when trying to save or send your campaign, check for any errors in your campaign details, refresh the page, or ensure you have the necessary permissions. For persistent problems, contact Findem Support with specific details about the error.

Campaign Template Visibility

When creating or assigning a new campaign, template visibility depends on how templates were created and shared:

• Personal templates appear under Add to existing campaigns
• Organization-shared templates appear under Clone from Templates
• Templates already in use elsewhere will be available as Shared Template options for cloning

Note that Findem has a 6-month time limit before allowing another reach out to a candidate from a different campaign. After this period, you can email candidates from a previous search through a new campaign.

You can also save the campaign and send a test email prior to starting the campaign by clicking the blue carrot next to Start campaign.

Note that the first campaign you create will automatically be set as your "default campaign."

This indicates that any candidates added to your shortlist will be automatically assigned to this campaign.

For instance, if you shortlist a candidate after your campaign has started, this candidate will automatically receive the first email in the sequence. This automation streamlines the process and ensures that your outreach is consistent and timely.

However, sometimes you may want to shortlist candidates without automatically enrolling them in the campaign. In such cases, you have the flexibility to change this setting. To do so, click the three dots to the right of the campaign title and select Unset Default. This prevents new candidates from being automatically added to the campaign, giving you more control over your candidate management.

This dual approach ensures that you have both the efficiency of automated assignment and the flexibility to manage your outreach strategy according to your specific needs.

Troubleshooting Campaign Issues

If you encounter issues when trying to save or send your campaign, check for any errors in your campaign details, refresh the page, or ensure you have the necessary permissions. For persistent problems, contact Findem support with specific details about the error.

If campaigns are not starting after adding candidates, verify that your campaign settings are configured to begin immediately and that you have manually clicked Start in the Campaign tab. There might be occasional system delays, so wait a short period before taking further action.

To confirm whether emails have been sent, check the campaign status and email logs. Campaigns clearly indicate when emails have been sent, and if no emails have gone out, the campaign can still be safely deleted (the Delete option will remain available).

Note that Findem has a 6-month time limit before allowing another reach-out to a candidate from a different campaign. After this period, you can email candidates from a previous search through a new campaign.

Personalize Campaign Messaging

Although the variables you can input to fill in fields like candidate name, company, etc can be useful, they can also be incorrect depending on the candidate you're sending a campaign to.

To preview each campaign message and tweak individual messages to certain candidates, an admin user can head to Campaigns > Advanced Options and toggle the option for Manually customize each message before sending.

Now, when going through the Shortlist or browsing shortlisted candidates, you'll see the option to customize each message to candidates.

Campaign Templates

Findem has included a default campaign template for you to use, but admin users can add as many templates as they'd like and make them usable to all users, or limit access. The admin user is the only one who can create and edit campaign templates by default. However, there is an option to share out templates for other users (more below). In addition, you're able to clone any campaigns to make them easier for sharing.

Campaign Template Visibility

When creating or assigning a new campaign, template visibility depends on how templates were created and shared:

• Personal templates appear under "Add to existing campaigns"
• Organization-shared templates appear under "Clone from Templates"
• Templates already in use elsewhere will be available as "Shared Template" options for cloning

To share templates with your organization, use the Share with your org option in the campaign template settings. You must have the FmCreateCampaignTemplate role to access this feature. This role lets you create and share templates without requiring full admin access and can be managed from the All Users page. At least one template must exist before the share option becomes available.

To get started creating a new template:

1. From the left-hand navigation menu, choose Advance > Outreach Templates.
   
2. Browse through or search for an existing campaign template or campaign with the dropdown menu, or click New Template > Campaign to begin a new one. You can also delete any existing inactive template by choosing Actions (ellipsis) > Delete on the right-hand side. If a campaign is currently in progress on any open role, the template being used cannot be deleted. 
   
3. One you begin creating your campaign, give it an appropriate title and optional description. Then, choose whether or not to share it for use with the rest of your Findem users. Our recommendation is to allow others to use the campaign template as well.
   
4. Create the emails, assign dates to be sent, etc. the same way you'd create a campaign. The Campaign Library allows you to select existing phases from any other campaign template to add here, so you don't always have to start from scratch when adding phases. Check the box(es) for any phases you'd like to add, then scroll down and choose Add Selections.
   
5. Once finished, click Save Campaign. Now when creating a new campaign, this template will appear on the list of templates to use.

Troubleshooting Campaign Issues

If you encounter issues when trying to save or send your campaign, check for any errors in your campaign details, refresh the page, or ensure you have the necessary permissions. For persistent problems, contact Findem support with specific details about the error.

If campaigns are not starting after adding candidates, verify that your campaign settings are configured to begin immediately and that you have manually clicked Start in the Campaign tab of your project. There might be occasional system delays, so wait a short period before taking further action.

You can confirm whether emails have been sent by checking the campaign status and reviewing the email logs. Campaigns clearly indicate when emails have been sent, and if no emails have gone out, the campaign can still be safely deleted (the Delete option will remain available).

Adding Candidates to Campaigns

There are two main ways to add candidates to a campaign in Findem:

1. From the shortlist view by selecting candidates and clicking 'Add to Campaign'
2. From the campaigns page using the 'Add Candidates' button

If you experience issues with adding candidates, double-check that you have selected the correct candidates and that the campaign is properly configured. Also confirm that the candidates appear in the campaign's candidate funnel. If issues persist, try removing and re-adding candidates or contact Findem Support with the campaign details and the list or count of recipients that still need to be included.

Campaign Metrics

From each campaign, you have access to view key metrics on each email sent. The numbers shown here reflect each candidate in the campaign. Note that Clicks in these metrics are on a per-email basis, meaning if John Doe opened an email and clicked any component or multiple components within it, he would count as 1 click on this dashboard. Think of it as "19 candidates clicked at least one component in Email 1" if referring to the image below. 

The campaign statistics page shows the number and the percentage of candidates who opened each campaign email, but it does not provide a list of the specific candidates who opened it.

To see whether specific candidates opened your message, open the Candidate Interactions tab for that outreach. This view shows each candidate's interaction status, including whether they opened the email.

Opens and clicks are tracked automatically for campaign emails. Your own interactions (for example, opening a test email or clicking a link) are also recorded as signals. To keep reporting accurate, avoid repeatedly opening or clicking links in test or live campaign emails.

Findem uses machine learning to assess candidate response sentiment to campaigns. With Copilot, we use machine learning to detect when users are not liking a lot of candidates in their search results and asking to course-correct the project, and are continually exploring additional ways to adapt.

Findem can capture and track emails sent outside of the original campaign. If a communication thread is ongoing with a candidate, Findem will log the entire conversation, including subsequent emails that may be unrelated to the initial campaign, such as interview invitations or follow-up communications.

Shared Campaign Templates and Important Notes

Note that with shared campaigns, one issue we've seen involves dormant projects becoming active again.

Dormant projects—those without shortlisted candidates or activity for months—can inadvertently become active when shared email campaigns are sent. This is because if a shared campaign is made active and also tied to an existing project, even if that project has not been active for several months, the campaign will trigger and could begin sending emails to candidates when you didn't intend for it.

This issue is particularly problematic when campaign emails from previously active projects still go out if shortlisted candidates' email addresses are added over time, even if the campaign was not intended to be reactivated.

Potential solutions:

• Archive projects post-hire: Automatically archive projects once a hire has been made to prevent unintended activity.
• Pause campaigns on dormant projects: Prompt your users to decide whether old campaigns should be paused or deactivated if they were previously used but have since become inactive.

When working with shared templates, keep the following in mind:

• To see which projects or shortlists a shared campaign template is used on:
  1. From a project's Campaigns tab, click a template that shows the Shared Template pin icon before assigning it. A notification will appear showing details, including the projects/shortlists where that shared template is used.
• If a campaign shows as a shared template, the template content and variable pointers (the @variables) are shared across projects. However, once those variables are resolved for a specific project/campaign, the resolved content becomes particular to that project. Edits or resolved instances in one project may not automatically appear in other projects where the template has already been resolved.

Note that Findem has a 6-month time limit before allowing another reach-out to a candidate from a different campaign. After this period, you can email candidates from a previous search through a new campaign. This policy helps maintain appropriate candidate communication frequency.

By addressing these scenarios, you can reduce confusion and ensure campaigns are intentional, targeted, and aligned with user expectations.

Troubleshooting Campaign Issues

If you encounter issues when trying to save or send your campaign, check for any errors in your campaign details, refresh the page, or ensure you have the necessary permissions. For persistent problems, contact Findem support with specific details about the error message and the campaign you're working on.

Campaign save or send failures can occur for several reasons, including temporary system glitches, network connectivity issues, incomplete candidate assignments, or permission-related problems. If campaigns are not starting after adding candidates, verify that your campaign settings are configured to begin immediately and that you have manually clicked Start in the Campaign tab of your project. Campaigns will not send until they are explicitly started, even if they are configured to send "immediately." There might be occasional system delays, so wait a short period before taking further action.

Saving a campaign does not send any emails. During the save process you can assign candidates to the campaign, but no communications are sent until you explicitly start the campaign. To begin sending, you must manually click Start in the Campaign tab of your project (even if the campaign is set to send "immediately").

You can verify whether a campaign has actually sent emails by checking the campaign status and reviewing the email logs. Campaigns clearly indicate when emails have been sent, and if no emails have gone out, the campaign can still be safely deleted (the Delete option will remain available).

If a campaign shows as In progress but appears to be stalled with no emails sent, double-check the scheduled send date/time, confirm the audience/recipient list contains the expected recipients, and verify that the campaign is not paused or cancelled. Review any send or activity logs for signs that sends were attempted or blocked. For time-sensitive campaigns, consider duplicating the campaign, re‑selecting the intended audience, and initiating a new send right away while you investigate the original campaign's delivery status.

Adding Candidates to Campaigns

There are two main ways to add candidates to a campaign in Findem:

1. From the shortlist view by selecting candidates and clicking "Add to Campaign"
2. From the campaigns page using the "Add Candidates" button

To ensure candidates are correctly added to a campaign: 1) Verify the candidates are selected correctly, 2) Check that the campaign assignment process is completed fully, 3) Confirm the candidates appear in the campaign's candidate funnel, and 4) If issues persist, try removing and re-adding candidates or contact Findem support. If a campaign has already launched and the UI no longer allows you to add recipients, support and engineering can help on the backend by adding the remaining candidates and, if needed, extending the step end date so those sends can still be processed.

Large drops in recipient counts between email steps (for example, from Email 6 to Email 7) can happen when candidates are excluded by status-handling logic, when batches of candidates were not successfully added at launch, or when configuration such as per-day send limits and step end dates prevent all recipients from being processed. Check the campaign UI for any messages indicating that candidates were not added and confirm that all intended recipients were included before and during launch.

Campaign Template Visibility

When creating or assigning a new campaign, template visibility depends on how templates were created and shared:

• Personal templates appear under "Add to existing campaigns"
• Organization-shared templates appear under "Clone from Templates"
• Templates already in use elsewhere will be available as "Shared Template" options for cloning

Remember that Findem has a 6-month time limit before allowing another reach-out to a candidate from a different campaign. After this period, you can email candidates from a previous search through a new campaign. This policy helps maintain appropriate candidate communication frequency.

Our Product team is aware of this use case and will be working to implement clearer and more prominent warnings to users when a dormant project is about to become active due to a campaign.