Email integration enables you to connect your email service provider (Gmail or Outlook) to Hiretual and empowers the platform to become an all-encompassing workspace for recruiters. It allows you to send/receive your recruiting emails with your own email address within Hiretual, and at the same time, organize, track, and respond to all your candidate emails in one place.
Hiretual will only track engagement emails that are sent out to your candidates through the platform (including the web app, Chrome Extension, and Gmail Assistant).
With the Hiretual email integration enabled, you can:
Email Candidates within the Projects
After integrating your email with Hiretual, you are able to contact your candidates directly within your project pipeline.
When you are viewing candidates' information, you can find their contact info on the right side of the listed profiles. You can review the full contact information of the candidate just by clicking on the blue asterisked email address there.
When you unlock the contact details with one credit, you will see the full email address of the candidate. Click on it or use the Email button at the bottom and type in your message to the candidate in the pop-up draft window.
You may use the paper plane button on the candidate's profile page as well. Please note, if the email has been bounced back while there are multiple email addresses on a candidate's profile, Hiretual will send out the email automatically to the candidate's second email address.
In the pop-up window, you can write to the candidate directly or choose a template from the Template menu. You can also save your email as a new template through the Save Template there. When you do so, input Variables instead of specific candidate’s info in the email so that you do not have to change this information the next time you use this template. The Track button here gives the option to enable Hiretual to check whether your email has been opened or if the link included in your email has been clicked.
You may also check out the Insights on the right to enhance your email response rate. And you can always switch your single email to a Sequence by clicking the + USE SEQUENCE at the bottom of the window.
In addition, you are able to set Reminder to yourself to return the conversation to Inbox or click on Send Later to schedule a different time.
Create and Use Email Templates and Sequence Templates When Engaging Candidates
Hiretual provides 10 pre-saved templates for you by default. When you write your engagement messages, you can save the content for later use. After you save and name the template, you will be able to locate it from the drop-down menu under the Templates button.
You can find the sequence templates under the USE SEQUENCE button and choose the templates based on the status on the side. To create new sequence templates, click on the blue button on the right.
You may edit the details of the sequence on the next page. In addition to the subject and content of the email, you can also schedule the time for each message. To switch to other saved email sequences, click on the name of the sequence (in this case, New Sequence) on the upper left corner of the window.
You may also create new single/sequence templates under the Messages --> Sequences and Messages --> Templates tabs.
Email Candidates in Bulk
Sometimes you may need to reach out to multiple candidates at the same time. In Hiretual, you can achieve this by selecting the candidates from the list. You can choose to click the checkbox beside each of them or click on the general checkbox below the pipeline. You will then be able to select the candidates from the current page or check all candidates in this stage. When you finish, click on the Engage button on the right.
Just like the draft box opened when contacting a single candidate, you can edit your email or pull out your saved templates. You may want to use the Variables function mentioned above to personalize the recipients’ names. You can also transfer between Single Email and Sequence.
Hiretual will automatically remove candidates that have been contacted by your team recently. If you want to add them back to your recipient list, you can just click on their email addresses from the drop-down menu of the recipient section or bulk add the candidates by clicking on the number of recipients embedded in the notification.
Email Delegation Feature
The Email Delegation function allows you to send emails on behalf of your team members. You can find this feature on the Profile Setting page of your account.
Once the delegation permission is activated, you will be able to send engagement emails to candidates on behalf of other Hiretual users in your team. You can also authorize your team members to send emails on your behalf. In both cases, you have the options to send emails only or send emails and see replies.
You can send new single emails on behalf of your team members and request delegation permissions directly when composing your email.
You may also build up email sequences that are sent by different people. For instance, you can send out the first touch and the first Follow-up emails by yourself, while sending the second or third Follow-up message on behalf of the Hiring Manager of the department. What we found is that candidates are much more likely to reply to a TA manager than from the talent acquisition side.
After you send out the email using SOBO feature, both you and the email address holder are able to view the messages under the candidate's profile. If you hold the permission to send emails and see replies, you will also be able to view the replies from the candidate.
The SOBO emails are marked on the Messages page under the Outbox tab. You may click on the message to view more details.
Manage Your Emails with Candidates from Hiretual
The replies of the candidates are listed under the Inbox tab. Just like your email inbox, you are able to view, reply, or forward the message. The SOBO messages are marked with the bold Sent by sign on the right. To delete a conversation, hover your mouse on the email and you will be able to find the archive button on the right.
You can check the candidate's profile by clicking on the recipient's name.
You may also find the candidates' replies on the Recent Replied tab of the Navigation menu on the left.
Track Your Outreach Performance
When you send out the engagement campaign, either as sequences or single emails, you can choose if you want Hiretual to track the status of the email.
If you tick the tracking boxes here, you are able to view the status of your reach-out emails on the Recipients page of the Messages --> Outbox tab.
In addition to Opened, Clicked, and Replied status of the email, you may also check if the email or the sequence has been scheduled, finished, failed, canceled, or bounced and the last sent on time of the message. You can click on the subject name of the email to read the content.
You can also track the emails through the Recent Contacted tab on the left.
To track the performance of specific Sequences/Templates, go to the two tabs of the Messages page.
Email Candidates through Hiretual Chrome Extension and Gmail Assistant
The Hiretual Chrome Extension works for many sourcing websites, including LinkedIn (and LinkedIn Recruiter), Twitter, GitHub, Kaggle, Stack Overflow, Google Scholar, and Google Searches. With the extension, you can email candidates that you have found outside of the Hiretual application without the need to load them into your ATS or use other contact finding tools.
To generate information on a candidate found outside of Hiretual, just click on the extension to generate detailed information. You can then click on the email address link to write your engagement email.
You will then see a draft box with the same functions that you find in the Hiretual web application. You can change the scheduled time or Switch from a single email to a Sequence. You can also choose or save a Template from here. Make sure you assign a Subject to your email, otherwise you are unable to send it.
If you choose to integrate your Gmail account with Hiretual, you may also get access to the Gmail Assistant feature through our Chrome Extension.
Once you turn on this feature, you are able to locate Hiretual Inbox/Outbox in your mailbox and find your sequence and single email templates in your compose window. You may Save Templates, set Reminders, and manage the tracking status from here.