Table of Contents
Personalize Campaign Messaging
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
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To create email campaigns for your shortlisted candidates within a Findem search, go to the Campaign tab and select Assign with AI Assistant or Assign Campaign. If you Assign a Campaign, you have the option to clone a Findem template (pre-built campaigns), add to an existing campaign, or create a new campaign.
- 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.
- The first steps are to give your email campaign a recognizable name and select the sender 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.
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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.
- 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.
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.
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.
To get started creating a new template:
- From the left-hand navigation menu, choose Advance > Campaign Templates.
- Browse through or search for an existing campaign with the dropdown menu, or click Create Campaign to begin a new one. You can also delete any existing inactive template by choosing Actions > Delete on the right-hand side. If a campaign is currently in progress on any open role, the template being used cannot be deleted.
- 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.
- 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.
- Once finished, click Save Campaign. Now when creating a new campaign, this template will appear on the list of templates to use.
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.
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.
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.
By addressing these scenarios, you can reduce confusion and ensure campaigns are intentional, targeted, and aligned with user expectations.
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.
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