HiredAI Email Campaigns – Complete Help Manual

Getting Started

Prerequisites

• Active HiredAI recruiter account
• At least one job posting created in your job management system
• Verified email address for compliance

Accessing Email Campaigns

1. Log into your HiredAI account at hiredaiapp.com/login
2. Navigate to Campaigns in your main menu
3. Choose between:
   • Create Campaign – Start a new email campaign
   • Campaign Dashboard – Manage existing campaigns

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Creating Your First Campaign

Step 1: Campaign Setup

1. Campaign Name: Choose a descriptive name for internal tracking
2. Job Selection: Select from your existing job postings
   • If no jobs appear, create a job posting first
3. Priority Level: Set campaign urgency (Normal, High, Urgent)

Step 2: Email Template Selection

Choose from three professionally crafted templates:

Professional & Direct

• Best for: Executive and senior-level positions
• Tone: Formal, respectful, detailed
• Average open rate: 22%

Warm & Personal

• Best for: Creative roles and startup environments
• Tone: Friendly, conversational, engaging
• Average open rate: 28%

Brief & Intriguing

• Best for: High-volume outreach and tech roles
• Tone: Concise, mysterious, action-oriented
• Average open rate: 18%

Step 3: Adding Candidates

Import from Search Results

1. First, use HiredGPT to search for candidates
2. Return to campaign creation
3. Click “Import from Search Results”
4. Select candidates from your recent searches

Import from Saved Profiles

1. Click “Import from Saved Profiles”
2. Choose from your personal candidate database
3. Select relevant candidates for this campaign

Step 4: Review and Launch

1. Preview Campaign: Review how your emails will appear to candidates
2. Verify Settings: Double-check job selection, template, and candidate count
3. Launch Campaign: Click “Create Campaign” to begin automated outreach

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Campaign Dashboard Overview

Accessing Your Dashboard

Navigate to hiredaiapp.com/campaigns-dashboard to view all your active and completed campaigns.

Dashboard Features

Campaign Cards

Each campaign displays:

• Status Badge: Draft, Active, Paused, or Completed
• Priority Indicator: Color-coded priority level
• Basic Metrics: Total candidates, sent emails, opens, clicks
• Performance Rates: Open rate, click rate, bounce rate
• Creation Date: When the campaign was launched

View Options

• Grid View: Visual card layout (default)
• List View: Compact table format for detailed data

Filtering and Sorting

• Search: Find campaigns by name, job title, or company
• Status Filter: Show only specific campaign statuses
• Priority Filter: Filter by urgency level
• Sort Options: By creation date, name, status, or priority

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Managing Active Campaigns

Campaign Actions

Click the settings icon on any campaign card to access:

Start Campaign

• Converts draft campaigns to active status
• Begins automated email sending
• Note: Requires active subscription

Pause Campaign

• Temporarily stops email sending
• Preserves all progress and analytics
• Can be resumed at any time

Complete Campaign

• Marks campaign as finished
• Stops all automated activities
• Archives campaign data

Delete Campaign

• Permanently removes campaign and all data
• Warning: This action cannot be undone
• Confirmation required before deletion

Real-Time Monitoring

Processing Status

Active campaigns show:

• Progress Bar: Percentage of candidates contacted
• Batch Processing: Current batch number out of total
• Timestamps: Last processed time and next scheduled run

Performance Alerts

The system automatically flags:

• High Bounce Rates: Over 10% for campaigns with 10+ emails
• Low Open Rates: Under 5% for campaigns with 10+ emails
• Processing Errors: Failed email deliveries or technical issues

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Analytics and Performance Tracking

Campaign Metrics

Core Statistics

• Total Candidates: Number of prospects in campaign
• Sent: Successfully delivered emails
• Opened: Candidates who opened your email
• Clicked: Candidates who clicked job link
• Bounced: Failed email deliveries
• Failed: Technical delivery failures

Engagement Rates

• Open Rate: (Opens / Sent) × 100
• Click Rate: (Clicks / Sent) × 100
• Bounce Rate: (Bounces / Sent) × 100

Performance Benchmarks

• Excellent: 25%+ open rate
• Good: 15-24% open rate
• Average: 5-14% open rate
• Poor: Under 5% open rate

Detailed Analytics

Campaign Details View

Click any campaign card to see:

• Extended Statistics: Detailed breakdowns and comparisons
• Delivery Breakdown: Success vs. bounce vs. spam categorization
• Top Performers: Candidates with most opens and clicks
• Processing Timeline: Complete send history with timestamps

Export Options

• CSV Export: Download complete campaign data
• Candidate Lists: Export prospect information
• Performance Reports: Analytics summaries for reporting

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Troubleshooting

Common Issues

“No Jobs Found” Error

Problem: Cannot create campaign due to missing job postings Solution:

1. Visit Post a Job to create job listings
2. Ensure job is saved and published
3. Refresh campaign creation page

“No Candidates Available” Error

Problem: Import buttons show no candidates Solution:

1. For Search Results: Use HiredGPT first to search candidates
2. For Saved Profiles: Add candidates to your personal database
3. Ensure candidates have valid contact information

Campaign Stuck in “Processing”

Problem: Campaign shows processing for extended periods Solution:

1. Check system status – may be temporary server load
2. Verify email addresses are valid format
3. Contact support if stuck over 24 hours

Low Open Rates

Problem: Campaign getting poor engagement Solution:

1. Try different email template (Warm & Personal typically performs best)
2. Review job title and company attractiveness
3. Check if emails going to spam (high bounce rate indicator)
4. Consider timing – avoid Mondays and Fridays

Subscription Errors

Problem: Cannot activate campaigns Solution:

1. Check subscription status
2. Verify payment method is valid
3. Contact billing support for account issues

Getting Help

• Live Demo: Schedule 30-minute consultation
• Support Email: Available through your dashboard
• Knowledge Base: Additional resources in account settings

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Best Practices

Campaign Optimization

Template Selection Strategy

• Executive Roles: Use Professional & Direct template
• Creative/Startup Roles: Use Warm & Personal template
• High-Volume Tech: Use Brief & Intriguing template
• A/B Testing: Try different templates for similar roles

Timing Best Practices

• Launch Day: Tuesday-Thursday for best open rates
• Send Time: 10 AM – 2 PM in candidate’s timezone
• Follow-up: System handles automated scheduling

Candidate Selection

• Quality Over Quantity: 50 well-targeted candidates outperform 200 generic ones
• Profile Relevance: Ensure candidates match job requirements closely
• Contact Verification: Higher success with recently verified email addresses

Compliance Guidelines

CAN-SPAM Compliance

• System automatically includes unsubscribe links
• Professional “from” address used
• Clear job opportunity identification
• Honest subject lines generated

GDPR Considerations

• Only contact candidates who have made profiles public
• Respect opt-out requests immediately
• Maintain legitimate interest for recruitment purposes

Performance Monitoring

Daily Checks

• Review bounce rates (should stay under 5%)
• Monitor open rates against benchmarks
• Check for processing errors or delays

Weekly Analysis

• Compare template performance across campaigns
• Analyze candidate response patterns
• Adjust targeting based on engagement data

Monthly Optimization

• Review overall campaign ROI
• Update templates based on performance data
• Expand successful campaign strategies

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Subscription and Billing

Subscription Requirements

Email campaign activation requires active HiredAI subscription. Features include:

• Unlimited Campaigns: No limits on active campaigns
• Advanced Analytics: Detailed performance tracking
• Priority Support: Faster response times
• 7-Day Free Trial: Test system before commitment

Billing Process

1. Free Trial: Automatic 7-day trial period
2. Subscription Creation: Secure Stripe payment processing
3. Auto-Renewal: Monthly billing cycle
4. Upgrade Options: Scale based on usage needs

Managing Your Subscription

• Current Plan: View details in account settings
• Usage Tracking: Monitor campaign limits and usage
• Billing History: Access invoices and payment records
• Cancellation: Available anytime through account portal

Pricing Information

Visit HiredAI Pricing for current subscription rates and feature comparisons.

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Additional Resources

Related HiredAI Features

• Candidate Search: Find prospects before campaigning
• ATS Integration: Move respondents directly to tracking system
• Performance Analytics: Comprehensive recruitment metrics
• Job Posting: Increase organic candidate discovery

Integration Workflow

1. Source: Use HiredGPT or candidate search to find prospects
2. Campaign: Create automated email outreach
3. Track: Monitor responses in ATS
4. Analyze: Review performance in recruiter stats
5. Optimize: Refine approach based on data

This help manual covers all essential aspects of HiredAI’s email campaign system. For personalized assistance or advanced configuration, schedule a demo with our support team.