Loxo's Email Automation feature offers the most value when you intend to send the same exact email across every job or project. For example, if you use a 'Thank you for applying' message for every job, this is a feature that will work well for you.
Always ensure that job owners are assigned to their respective jobs and two-way email sync is enabled for effectively sending email automations. If automations fail, verify that candidates’ profiles have valid contact information and are not blocked in the system. Automation discrepancies could arise due to incomplete profile data or improperly formatted email addresses. Additionally, ensure that a sender is selected for the automation. If "No Account Selected" is displayed, choose the appropriate sender to resolve the issue. Verify that the automation is configured to send to the correct email type (e.g., "Personal" or "Work") and that the recipient's profile contains the required email type.
Outreach Campaigns may better fit your needs if you are trying to send a customized sequence of messages specific to the job, drip outreach, mixed-channel outreach, or tasks related to messaging. Learn how to edit Outreach Campaigns or view our Outreach Campaign proven practices in the Help Center.
Keep reading or click on the links below to understand more about Email Automations.
Create a New Email Automation:
Our Email Automation feature lets you create a sequence of email templates that will be sent out to all candidates in a specific Job Stage automatically. Email Automation stages will send scheduled messages to each candidate until they respond, similar to the way an Outreach Campaign works. You can set up a new automated email stage by following the steps below:
Before proceeding, ensure that two-way sync is enabled and that all relevant jobs have assigned Job Owners to avoid sending failures. If automated emails are not triggering, check the automation settings to ensure they apply to the job in question. Automations only apply to jobs created after the automation was set up. For older jobs, manually add the stage-level setting to enable the automation.
Navigate to Settings > Email Automation.
Click on the blue + Add in the top right-hand corner.
Name your new Email Automation.
The "Active" option indicates that the Email Automation is active and working. If you ever wish to pause or turn off an automation, this is the box to uncheck.
Select if you would like this to be a "Default" automation. This means that it will be added to all jobs that you create moving forward. This WILL NOT send emails to candidates already in the Job Stage you attach the automation to. If "Default" is not selected, you will have to select the job this automation is tied to (step 12 below), and this WILL send the automated email to candidates currently in the linked Job Stage.
*If currently in the process of a data migration, it is not recommended to create a default email automation until the migration is completed. Creating the default email automation before jobs are migrated in, the automation will be added to all historical jobs and will have to be manually removed.
If you check the "Only send to preferred email type" setting, this means that if you select "Personal," but the profile only has a work email available, Loxo will not attempt to send them an email.
Select if you would like your saved signature in Loxo to be attached to these emails.
If you would like to select a preferred email type, you have access to specify the only type you wish to contact. As stated above in Step 6, if you check the "Only send to preferred email type" box and select the Preferred Email Type here, that will be the only email type Loxo will attempt to send to. If the person does not have that email type in their profile, the automation will not send.
Select who this email will go to. Currently, the email can go to the candidate themselves or the Hiring Manager who is attached to the job as a hiring company contact.
Choose the sender for this email automation. This setting is specific to each automation, so you'll need to configure it for each one individually.
You'll be able to choose from the following list as the "sender."
Your synced emails
Synced emails that are shared with you
Job Owner - via the Job Owner's default synced email
Candidate Owner - via the Candidate Owner's default synced email
Note: Depending on whether you set this up to be a default automation across jobs, the remaining steps may differ.
If you have selected "Default" in Step 5 above, you will select which stage this automation should be set to, for all newly created jobs and candidates who move into that Job Stage, moving forward:
If you have not selected "Default" in Step 5 above, you will select which job and which stage you wish this automation to be added to using the "+Add Link" section. If you already have candidates in the linked job(s) and stage, they and all future people who enter the stage will receive this Email Automation.
Lastly, the "Add Stage" section is the email itself:
The "New Automation Stage" is simply the name you are giving this "stage" or email, if it is just one message.
Email Subject is the subject line for the email itself. You can copy and paste our Person or Job Tags from the body section of the email into the subject line for personalization and deliverability purposes.
The Email Body is the content of your message, as expected.
You can set a delay for these messages, just as is true with an Outreach Campaign, as a layer of security (say, if you were to accidentally add a person to the stage this automation is a part of). Note: .25 is 1/4 of an hour (15 minutes), etc.
Click on "Save" in the bottom right corner, and your Email Automation is built and accessible!
Adding an Email Automation to a Job Stage from within a Job
If you would like to add an Email Automation directly to a specific job and Job Stage, you can do so by following the steps below:
Open the Job Pipeline you wish to add the automation to. Be sure you're in the Kanban view using the toggle in the upper left corner.
Click on the three dots in the top right corner of the Job Stage you wish to add the automation to:
Select "Stage automations" from the menu. Note: if the stage already has other automations, you will see a yellow lightning bolt. Clicking here will open the Stage Automations flyover on the right side of your screen.
Scroll to the bottom of the flyover to locate the "Email automations" section. If there is already an Email Automation linked by default, it will show here. If you would like to add one, you can do so under "Manage all email automations," which will take you to our Email Automations page in a separate window.
Once added, simply click the X at the top of the page, and you will now see the lightning bolt icon at the top of the stage - the icon may already be present if you already have another automation set up for this stage.
Edit an Email Automation
Whether you are adding the details to a new Email Automation sequence or editing the details of an existing automation, follow the instructions below to make changes.
Select Settings on the navigation bar.
Select "Email Automations."
Click on the blue title of the automation.
You can now edit any details of the automation for future candidates that enter the stage the automation is attached to. The changes will not affect those already in the stage.
Email Automations Compared to Outreach Campaigns
Outreach Campaigns give you more flexibility in your communication than an Email Automation stage. However, there are some instances when using an Email Automation might be a better fit.
Email Automations are useful to acknowledge applications and request more information. For companies that rely on job boards or inbound job applications, Email Automations are a great way to alert applicants that their submission has been received.
Similarly, Email Automations can be applied to a specific Job Stage to request references from any candidate who reaches a specific stage in your pipeline.
Some people also like to use Email Automation stages to alert candidates when a job is filled - whether the message is tied to specific rejection reasons or is an overall "thank you for the time and interest" note. Email Automations may simplify closing the communication circle for everyone who is not hired.
If you have an Email Automation that consists of multiple stages, the delays are based on the previous stage. If you wish to end the automation for a candidate, simply remove them from the stage where the automation is present. If an automation appears inactive, check for common issues like blocked candidates or missing contact information. Perform a manual review and re-run the automation, or wait for the system to naturally reprocess corrected data. Additionally, turn off automations temporarily when performing large-scale data migrations to prevent erroneous triggers. Re-enable automations once data adjustments are complete. Consolidate workflows by defining unique, clear stages and regularly reviewing data to ensure automations target the intended candidates effectively.