With Loxo, you can make more placements with less effort and in less time without manually following up. Using Email Automation, you can create a sequence of email templates that will be sent out to an entire list of candidates automatically. Email automation will send your messages to each candidate until they respond, eliminating the need to create calendar reminders to manually follow up one by one. 

Most popular email automation stages: Applied, Sourced, & Rejected.

Watch Dan's quick training video here.

To create an Email Automation: 

1. Navigate to your Loxo Gear and select Settings within your drop down menu.
2. Select Email Automation on the left-hand side under My Settings.
3. Click on the blue + New Email Automation in the top right hand corner.
4. Edit the name of your email automation by clicking on the pencil icon next to New Email Automation.

5. Check Active to turn on your sequence. Note, your emails will not send until this box is checked. If you leave this box un-checked, your sequence will be saved to a draft. 

6. Check Default to make this new automation apply to all new jobs that are required. If you check Default you will also have to choose which stages you want this email automation to default to turn on for.

Note: The next time you create a Job in Loxo you will see the option to opt out of automated emails for this job. Make sure to check that box if you DO NOT want that job to receive any email automations. Once you check that box you cannot uncheck it after the job has been saved.

7. Check Only Send to Preferred Email Type if you only want to send to a specific email type such as personal or main. If you do not check this the email automation will go down your email list until there is an available email type saved on the person's profile.

8. Check Append signature of sender at send time if you want the email automation signature to reflect the sender each time. You can choose who the email is sent from under Settings > Customize.

9. Now it is time to link this sequence to a job(s). To do this, simply click +Add Link.
10. You'll be able to select one job and one stage within your Hiring Pipeline. Note, you can add the same sequence to multiple jobs and multiple stages within the same job but you'll need to click +Add Link each time. You only need to do this if you don't want the email automation to default for all new jobs.

11. Next step is to build the first email in your new sequence by clicking +Add Stage.
12. Now, you can a) name this stage in your sequence, b) type your email subject line, and c) build the body of the email. Note, you can personalize your email by inserting template tags and/or company and job tags. 

13. You can choose when the email automation will be sent by editing the delay in hours. Please note, time is in hours. For example, if you type .50, the first email in the automation will be sent to the applicable contacts in sequence 30 mins after placed in this automation (steps for this below). 

14. To add the second email within this automation, click Create Automation Stage again and build out the second email. You can change the time the second email is received as well by editing the delay in hours. For example, you could set the second email to be received 24 hours after the first. 

15. You can continue building however many emails within the automation you would like by clicking "Create Automation Stage." 

16. Choose what email address you want automations to send to. The below example is saying this Automation will ONLY be sent to Personal emails. If I were to uncheck that, it would send to personal first but then whatever else is on file for a candidate if they didn't have an address marked Personal. 

Once you are finished building your email automation, and you are ready to send, check the box to activate. Once your automation is set to active, contacts within the selected stage in the Job will start receiving the email automation. As you add new candidates into stages and jobs you have built automations for, they will start receiving the sequence as well.

A candidate will be removed from an email automation if they either reply to one of the emails, or if you remove them from the stage associated with the email automation.

The possibilities are endless when leveraging email automation to streamline recurring communications. You can build campaigns to:

  • Acknowledge applications and request more information
  • Engage passive candidates
  • Nurture candidates in your hiring pipeline
  • Request references
  • Reject candidates

To learn about Email Automation best practices, check out our webinar training here!  

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