Sending an Email Newsletter to Your Audience

Sending newsletters to candidates is one of the most common and practical use cases in HireData. Whether you’re sharing company updates, promoting events, or delivering curated job opportunities, newsletters help you stay top of mind with your talent pool. With HireData, the entire process—from defining your audience to designing the email and scheduling it—is handled in one place. It’s a simple, reliable way to keep your candidates engaged, with complete control and visibility from start to finish.

​

Step 1: Setting up your automation

To begin, navigate to the Automations page in HireData and click on the [+ New Automation] button at the top right corner. Give your automation a clear name, such as “Newsletter”. Choose your app, e.g. Carerix and the connection. Then, select the Candidate object and schedule the automation for when you want to send the newsletter (the date can be edited later). This allows you to decide exactly when the automation runs. For example, you might want the newsletter to go out every Monday at 9:00 am—just set the day and time, and HireData will take care of the rest.

​

Step 2: Filtering your audience

Next, you’ll want to define which candidates should receive the email. Click the [+] icon and add a filter [Candidate: Groups only has Newsletter/Nieuwsbrief]. This ensures that only candidates assigned exclusively to the “Newsletter” group will be included. It’s a good way to ensure you’re targeting the right audience without overlapping with other groups.

​

Step 3: Configuring the Send Email task

​

3.1. Add the Send Email task

With the audience in place, it’s time to add your action. Click the [+] icon, then [Message], and select the Send Email task via HireData.

​

3.2. Select email template

From here, you can select the email template you’d like to send—this might be a formatted newsletter containing product updates, job opportunities, or company news. You can create the email template for your newsletter in HireData and update it with the new editions.

​

3.3. Select email branding

Select the branding you want to use for your newsletter:

​

3.4. Choose email recipient and sender

Ensure the recipient is set to Candidate and select the appropriate sender. You can send from a specific user or use a dynamic sender.

​

3.5. Add email subject line

​

3.6. Preview the email

Then, preview the email, ensuring the content appears exactly as you want it to in recipients’ inboxes.

​

Step 4: Activating your newsletter automation and reviewing results

Once everything looks good, click the [Activate] button in the top right corner, and your automation will be live and will run on the schedule you’ve set. After it runs, you can monitor performance directly within the automation. You’ll see metrics such as the number of emails sent, delivered, bounced, opened, or clicked. This helps you understand how your audience is engaging with your content and adjust your approach over time.

​

Best practices

• Target the right audience: Use specific filters like “Candidate Group only has Newsletter” to ensure relevance and avoid spamming.
• Keep content clear and concise: Focus on providing valuable updates and use short paragraphs, headings, and bullet points to enhance readability.
• Use a strong subject line: This is key to getting your email opened—keep it short, specific, and engaging.
• Include a clear call to action: Let readers know what to do next (e.g. “View job openings” or “Register for the event”).
• Test before you send: Always preview your email and send a test version to check formatting, links, and personalization.
• Review performance: After sending, check open and click rates in HireData to learn what works and improve future sends.