How can I contact a candidate that I find with SeekOut?
There are two ways to reach out to candidates you find on SeekOut: Candidate Outreach, and individual email messages.
I want to engage with multiple candidates at a time.
SeekOut helps you identify candidates, find their contact information, and engage with multiple prospects at once with messaging campaigns. See the article Candidate Outreach for steps on how to create a messaging campaign.
I want to contact a single candidate.
You can also send ad-hoc messages to individuals based on a messaging template you create. See How do I send a single email to a candidate? for information on how to do this.
What do I do if I see an error message in my campaigns?
When SeekOut detects a connection issue with an email address used for Messaging, a notification will appear in the project’s Outreach tab.
If your campaigns are unexpectedly pausing, unable to be started, or generating other errors, you may need to reset the connection between SeekOut and your email host by re-linking your email account.
Reset your Email Connection
Go to Outreach Setting tabs from left navigation menu. Find the email under the section 'Connected email accounts' and click the 3 dots on the right, then select Remove Account.
Click Disconnect twice in the pop-up that appears to remove it from your SeekOut account. This does not affect the email you use to login to SeekOut.
Next, click Link an email account and follow the prompts to connect your email account to SeekOut Messaging again.
Why does it say, "Not Started" or "Pending" next to a candidate in my campaign?
When you click the Start Campaign button to begin a messaging campaign, your first messages will be sent out after 20 minutes. This allows you to pause the campaign and make last-minute adjustments before any mail is sent to candidates.
During this 20 minute period, the Candidate page will list each candidate status as Not Started and the first step as Pending.
After the 20 minute period, SeekOut will start to send your messages. You can confirm that your messages are being sent out by checking the Sent folder of the email address you have linked to SeekOut.
What happens if a message bounces?
If an email sent during a campaign bounces, SeekOut will automatically end the campaign for that candidate with error 'Bounced: (Ended)'.
Note: When you check the box If preferred email address type isn't available, don't send to other address types, SeekOut will only automatically continue with the email preference you've selected (Personal Address or Work Address).
You can select the alternate email ID from the drop down and try again.
When there are no more available email addresses, the campaign is stopped for that candidate, and no further steps are sent. These candidates have a status of Bounced.
If the candidate does not have any other valid email addresses and their status remains as Bounced, then SeekOut will automatically refund the contact credit you used to get the candidate's email.
Which candidate email does SeekOut Messaging use?
Email addresses are listed in order of relevancy. When a candidate with multiple email addresses is added to a messaging campaign, SeekOut will send emails to the first address listed on their profile.
What is the 'When to Send Preference?'
The "When To Send Preference" can be found in the Messaging section by selecting a campaign and clicking the Settings tab. This affects when SeekOut Messaging will send messages during a campaign. Changing your preference will only affect the campaign you've selected.
Best Time
When Best Time is selected, messages from your campaign will be sent according to the following logic:
Times listed here are in your time zone.
If the campaign is started between 7pm and 6am, the message will go out between 7 - 7:20am.
If there are multiple steps in the campaign, they will all go out at the same time as the first message, plus or minus 0 - 20 minutes, after the specified number of days have passed.
If the campaign is started between 6am and 10am, the message will go out after a 20 minute delay.
If there are multiple steps in the campaign, they will go out at the same time as the first message, plus or minus 0 - 20 minutes, after the specified number of days have passed.
If the campaign is started between 10am and 7pm, the message will go out at 4pm or after a 20 minute delay, whichever is later.
If there are multiple steps in the campaign, they will go out at a random time between 7am and 9am after the specified number of days have passed.
Specific Time
Selecting Specific Time will allow you to choose a time from a dropdown menu.
The first message will go out between 0 - 20 minutes after the time selected. If there are multiple steps in the campaign, they will go out at the same time as the first message, plus or minus 0 - 20 minutes, after the specified number of days have passed.
When the campaign is started (default)
When this is selected, the first message will go out after a 20 minute delay. If there are multiple steps in the campaign, they will go out at the same time as the first message, plus or minus 0 - 20 minutes, after the specified number of days have passed.
Can I use my hiring manager's email address to send campaign messages?
Yes, you can link the email of another person (like your hiring manager) to your account and use that email to send messages. Your hiring manager will need to take a few minutes to set up a free SeekOut account and link their email to your account. See the article Use different email addresses in your messaging campaigns for setup instructions for you and your hiring manager.
Can I change which type of email I want to use?
Yes. You can change the type of email (personal or work) SeekOut Messaging will use or manually add an email address for a candidate in your campaign.
Recipient Email Setting
To change which types of email addresses are used for a campaign, select the project and go to the Outreach Settings tab.
Choose Work Address or Personal Address from the Prefer dropdown to change which type of email SeekOut will use for this messaging campaign. By default, SeekOut will automatically use a work address if a candidate in your campaign doesn't have a personal address, and vice versa. To disable this for a campaign, check the box If preferred email address type isn't available, don't send to other address types.
See the article What do the letters next to email addresses and phone numbers mean? for more information on address types.
Use this address first
When looking at a candidate profile within a project, click on an email address and select Use this address first in messaging campaign. The email will be highlighted in green.
When this candidate is added to a new messaging campaign, SeekOut will always send messages to the highlighted email. This setting overrides Recipient Email Preference.
Can I manually add an email address for a candidate?
Yes. There are two ways to do this: for a candidate before you add them to a campaign, and for a candidate after you add them to a campaign.
Manually add an email to a candidate before they're in a campaign
Add an email address to a candidate by clicking the plus sign next to the emails in their profile.
Select the address type from the dropdown - Personal, Business, or Other - and enter the email into the text field. Click Save to save the email to the profile. Saved emails are marked with a green circle.
You can use manually added emails within new message campaigns you start. Only you can see the emails that you manually add to a candidate. Other users in your organization cannot see your manually added emails.
Manually add an email to a candidate after they're in a campaign
You can change the email address and other fields used for a candidate within an individual campaign. From your Outreach page click on a candidate name to open the dialogue box. You will find an option to add email at the bottom.
These changes are only reflected within the messages you send within this campaign and do not affect the candidate's SeekOut profile.
A candidate replied to a message but my campaign is still sending steps. What happened?
SeekOut tracks replies from emails that are sent via the Messaging feature. When an email bounces or is replied to, the campaign will be automatically stop for that candidate.
In a small percentage of cases, reply tracking may not work correctly and the campaign will continue to send scheduled emails. This can happen if the candidate replies to a different thread after the mail comes back as undeliverable, or if the recipient changes the email subject before replying, among other possible causes.
If this occurs, go to Project and open the outreach page. Find the candidate who is still receiving messages. Select Pause Campaign on the right side.