Email sequence in Hiretual offers you an automatic and systematic way to engage candidates. You can build your drip campaign up to 10 emails (first email + 9 follow up emails) at the most, and the follow-up emails only send out if candidates don’t reply to the previous ones.

Prepare your email templates for different roles/projects 

It’s always recommended to start your engagement from the “Uncontacted” stage in the project, thus you’ll need to prepare your email templates accordingly. In this article, the email templates created are for examples only.

Go to https://app.hiretual.com/engage/templates, and click “Create a template” on the top.

  1. Name: This is a required field only for your own record. It’s recommended to name it as [name of the position-email 1]
  2. Subject: This is a required field the subject line candidates will see when you use this template to email them, and it is a required field. You will not be able to save this template without filling out both Name and Subject.
  3. Variables (the red box): To make your email template more personalized and efficient, click on the variables button to insert name, company and location variables into your email content. In the screenshot above, the variable {{%firstname%}} will automatically change to the first name of the candidate you email.
  4. Keep editing your email content and formatting it until satisfied.
  5. Click on “Save” at the bottom right to save the template.

Follow the format, and create your follow-up email templates.

How many follow-up emails should I send?

Never stop following up, as simple as that. People love attention. In life, being proactive is key to success.

As long as you haven't gotten a clear NO from your potential candidates, keep reaching out! Research shows that follow up emails even by email 10 get results!

Engaging candidates from your project talent pipeline

After finish setting up the templates, you can then go to the project to start your email sequence. Click on “Uncontacted,” and mark the checkbox to select all candidates in this stage. Then click “Engage.”


Choose "Switch to Sequence” to proceed. In the New Message-1st Touch window, click “Insert Templates” to insert the template you just created from the drop-down list.

In this inbox window, you can do a lot of things:

  • Create the email sequence name in the upper left-hand side column.
  • Schedule the specific date, time, and time zone, which your email is set to send out.
  • Insert the email templates which you just created from https://app.hiretual.com/engage/templates
  • Gain an insight and analyzed look of your subject and email structure on the right-hand side column, powered by AI.
  • Preview the message and send a test email to yourself first, to double check.

After setting up the initial email, go to the rest of your follow-up emails and set up the templates, and send time.

Once you're ready, click "Start Sequence", then sit back and relax. Hiretual helps you to manage all contacted candidates and their replies.

Track your engagement statistics to further improve your reachout strategy

Hiretual is all-encompassing workspace for you. We have all your engagement data tracked in one place. This helps you understand what email, email template and time give you higher open/replied rate, thus you can modify your engagement strategy accordingly.

On the Talent Pool page, under "My Activities", you will find

  • Recently Replied: This page is similar to an inbox but with candidate's Job Title and Company. The reasoning behind, is that recruiters may be sending out hundreds of emails to candidates they've never talked to, so seeing the job title and company names will be useful in helping them prioritize who to respond to.
  • Recently Contacted: This page helps you to track the performances of all the email messages (e.g. Opened, Clicked, Replied). You can see who has responded and who has not, as well as the current status of your email sequence.
  • Recently Viewed: This page is self-explanatory, and it also gathers candidate profiles that recruiters have recently viewed with the Hiretual Chrome Extension on LinkedIn, GitHub, Kaggle, Stack Overflow, and Google Scholar.

In addition, you can track statistics of each email sequence at https://app.hiretual.com/engage/sequences. This page also helps you to plan a better email outreach strategy.

Once the email is scheduled to send out, you can go back to the Talent Pool page --> "Recently Contacted", to check on the status of your scheduled emails. You can also have the option to personalize/edit even after they're scheduled, as well as stop the sequence as you wish.

Please contact your Customer Success Manager to gain more insights on this topic.

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