Creating a Sequence

Creating a sequence is the first step toward automating your outreach. In this process, you’ll define the type of record the sequence applies to and name the sequence. Then, you'll begin building out the steps that will drive your communication - whether through automated emails, scheduled activities, or a mix of both.

To access Sequences:

• Expand the Sidebar in the upper-right corner of the software and click on the Settings icon
• Click to expand the Automation and Sequencing section, then select Sequences
• The Sequences page displays a list of sequences you've created, along with those shared by others in your agency

To create a new Sequence:

• From the Sequences page, click Create New Sequence in the upper right corner

• Enter a unique Name for the sequence
• Select the type of record you plan to enroll: Person or Company
  • Note: Emails will be sent to the address listed in the Contact Information card on the corresponding record’s Datasheet

• Click Save
• After saving, you’ll be taken to the Edit page, where you can begin adding steps to your sequence.

To relate a Job to your Sequence:

• Select the Relate a Job link at the top of the Edit page
  • Note: this option is not available for Company Sequences
  • The related Job will be automatically applied to each step in the sequence, ensuring all actions are linked to the correct record for reporting and merge field accuracy

To add steps to your Sequence:

• From the Edit page, click Add Step in the upper right corner
• Select the type of step you wish to add: Send Email or Scheduled Activity

• A side panel will open for you to configure the delay and details of the selected step
• New steps are added to the bottom of the sequence, and can be edited at any time.

To configure an Email step:

Email steps are sent automatically based on the timing you configure. For the first step, the send time is calculated from when the record is enrolled. For all other steps, it’s based on when the previous step is completed. Select when you would like the email to send:

• Immediately – Sends immediately
• Set Date – Sends after a specified number of business days (Monday through Friday, excluding weekends). You’ll also choose the specific time you want the email to send.

Complete the fields below to set up your email:

• From Address – Set the appropriate sender. Selecting User Starting Sequence will default to the email address of the user enrolling the record into the sequence.
• Check the Append user's default signature to email template (if available) option to automatically include the sender’s default signature
• Subject – Enter an engaging subject line for your message. Recruitment email subject lines are important; strong subject lines can help drive opens and responses from clients and candidates. This is a required field.
• Activity Type – Consider assigning a Custom Activity Type to help differentiate between automated sequence emails and standard outreach in reporting or filters.
• Attachments – Include file attachments with the email as needed
• Relate a Job – You can relate a Job to the entire sequence. If a Job is related, it will automatically apply to each step, including this email
• Email Template – Select an existing template using the Templates drop-down in the editor. This appears alongside Signatures and Merge Fields.

• Email Body – Write your message directly in the editor. You can personalize your email with merge fields and various formatting options.
• Once the email is configured, click the Save button
  • If the button is disabled, review your selections above to ensure all required fields have been entered appropriately

To configure a Scheduled Activity Step:

Activities are scheduled and due in accordance with the timing you configure. If there is a preceding step, the due date is calculated from the time the previous step completes. If it’s the first step, the due date is calculated from the time the record is enrolled. Select when you would like the activity to be due.

• Immediately – Due the same day
• Set Date – Due after a specified number of business days from the completion of the previous step. Define a specific time range or mark it as All Day

Complete the fields below to set up your scheduled activity:

• Notification – Select Add Notification if you'd like to create a reminder for this activity. You can set it to trigger a specified number of minutes, hours or days before the activity is due.
• Activity Type – Choose the Activity Type you’d like to log using the corresponding drop-down. This is a required field.
• Assignee – Use the Assignee field to schedule the activity for either the user starting the sequence, or a specific user every time
• Priority – Select a priority level of high, medium, or low
• Subject and Description – Enter a subject line and description to define what the activity is and what needs to be done
  • Use Mentions in the description field to notify other users directly
• Once the activity is configured, click the Save button
  • If the button is disabled, review your selections above to ensure all required fields have been completed appropriately

To further manage your Sequence:

After adding steps, you can review or edit them, remove a step, or share the sequence with others in your agency.

• Review or Edit a Step – Click any existing step in the sequence to review or update its details

• Delete a Step – To remove a step, open it and select Delete in the bottom left of the side panel

• Share with Agency – To make the sequence available to all users in your agency, select Share With Agency at the top of the page

When you're finished editing, click Back to Sequence in the top left corner of the page to return to the main sequence view.