CHRS Knowledge Base

Bulk Communications

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This guide shows you how to send bulk communications to applicants. With CHRS Recruiting, you can send communications to multiple applicants at once. Bulk communications are useful for keeping applicants interested in campaigns and providing updates. This guide includes the following bulk communication methods:

  • Bulk actions
  • e-Zines

Send Bulk Communication to Applicants

You might need to send the same communication out to multiple applicants. For example, you can use bulk communications to:

  • Invite applicants to apply for a position.
  • Invite applicants to a screening event.
  • Inform applicants that a position has been filled.

You use bulk communications to draft one email and send it out to multiple participants.

How to Send Bulk Communications to Applicants

You must have an applicant list open to send bulk communications. The applicant list can be opened from a job, from the Applicants Main Menu links, or from the dashboard.

  • Open the applicant list.
  • Select the applicants by checking the green, yellow, or red checkboxes.
    • The colors are not important, but used for grouping applicants.
  • From the top menu, click Actions > Bulk Communicate
  • Optional: In the Select a communication template page, select your campus-branded communication template if one is available. You can preview the template in the preview area.
  • Click Next. The Bulk communicate page opens.
    1. Edit the outgoing communication
    2. Add attachments
    3. Add a time delay
  • Click Send.

How to Send Bulk Communications to Different Groups

You can send up to three communications to three groups of applicants at the same time.

  • For example, for the same job, you can group applicants by their status and then send appropriate communications to each group.
  • For each applicant you can select green, yellow, or red check boxes.
    • These colors do not have any specific meaning inside CHRS Recruiting: they only provide a way for you to group applicants into three arbitrary sets.
    • If you want to work with only one group, select the applicants with the same color.
  • When you select applicants, sort them into groups by selecting green, yellow, or red check boxes.
  • At the top of the Bulk communications window, you can see three buckets that correspond to the three groups of applicants that you selected. The first communication goes to the green group (if selected), then yellow, then red.
  • After you send the first communication, select the template and customize the communication for the next group.
  • Repeat steps if necessary.

Use Merge Fields

Use merge fields to customize the communication by importing data from the system. For example, when you can add an applicant’s first and last name merge fields to the communication body, each communication is automatically updated with each recipient’s first and last names.

  • On the Bulk communication page, place your cursor at the point in the email where you want to insert the merge field.
  • Click Merge fields.
  • Click the merge field that you want to add. The field is added to the communication at the insertion point.
  • Click Close window.

Manage e-Zines

Use e-Zines to send announcements and other news items to your applicants. e-Zines can include HTML, graphics, and other content to improve visual appeal and brand visibility.

  • Before you create a new e-Zine, consider editing and sending an existing e-Zine.

e-Zine Design Templates

  • e-Zine design templates ensure that your communications have a consistent look and feel that aligns with your campus marketing. You can create an e-Zine without using a design template, but the e-Zine will not have a consistent look.
  • To create an e-Zine template requires someone who can use HTML and CSS code.
    • Crafting e-Zine design templates is beyond the scope of this guide.

How to create an e-Zine

  • Open the Main Menu.
  • Click Communication center.
  • Click e-Zines. The Manage e-Zines page opens.
  • From the top menu, click New e-Zine. The New: e-Zine page opens.
  • Enter values for the following fields:
    • e-Zine title*
    • Select a Design template.
    • From name*
    • From e-mail*
    • Applicant E-mail Subject*
  • Enter the content for this e-Zine.
    • Content can include:
      • HTML formatting
      • Graphics
      • Hyperlinks
      • Tables
      • Merge fields
  • Click Submit. The e-Zine is displayed on the Manage e-Zines page.
  • You have created an e-Zine. Now you want to select your applicants and send it to them.
  • You can use talent pools, categories, and applicant status to select recipients.

Send an e-Zine to applicants

  • On the Manage e-Zines page, click Send for the e-Zine that you want to send. An applicant search page opens.
  • Use the search fields to search for specific applicants, or leave the fields blank.
  • Select an applicant status:
    • Active has a current application
    • Inactive does not have a current application
    • All
  • Select applicable talent pools to send the e-Zine to.
  • Specify a Recruitment Process then the Application status to send the e-Zine to.
  • In the Applicant Categories area, you can add categories of applicants to receive the e-Zine.
    • Expand the nodes.
    • Click Add to add that category to the selected categories list.
    • Click the Mandatory button to make that category Optional. You can also toggle it back to Mandatory.
  • Click Search.
    • The Search results page opens.
  • Review the search results.
    • If you do not see the applicants that you want to send the e-Zine to, select the Search tab then refine your search.
    • Otherwise, continue to the next step.
  • Select the applicants in the search return by checking their checkboxes.
  • You can use the menu in the top left corner of the list to select multiple applicants.
  • Click Next.
  • Review the content. Example:
  • Click Send Now.

Opting Out of e-Zine Reception

Some applicants opt out of receiving e-Zines.

  • The e-Zines comms hold property determines whether or not they receive e-Zines.
  • You can view their e-Zines comms hold value from their Applicant card.
  • e-Zines comms hold value Result
    • YES
      • This applicant will NOT receive e-Zines.
  • e-Zines comms hold value Result
    • NO
      • This applicant will receive e-Zines.

 

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