Outreach Campaigns

Outreach campaigns let you reach candidates who haven't applied yet. You build a multi-step sequence (emails, text messages, LinkedIn touches, WhatsApp), add recipients, set a sending schedule, and launch. Hivemind then sends each step automatically, spaces sends out to protect your accounts, and tracks who replies and who applies.

1. Create a campaign

1. Open Outreach and switch to the Campaigns tab.
2. Click New Campaign. Hivemind creates a draft called Untitled Campaign and opens it.
3. Click the name to rename it.

Drafts walk you through a three-step wizard: Recipients, Sequence, and Launch.

2. Add recipients

On the Recipients step you can add people four ways:

• Add Manually: enter a Name and Email, plus optional Phone, LinkedIn URL, and Notes.
• Import CSV: drag and drop a CSV (up to 10 MB). Under Contact details, pick which column holds each of Name, Email, Phone, LinkedIn, and Notes (only email is required). Every other column is listed under Variables: leave it on and it becomes a per-lead variable you can write into your messages, or switch it to Not imported. Check the preview, then click Import. Rows without a valid email are skipped, and re-importing someone already in the campaign replaces their details and variable values.
• From Contacts: the Browse Contacts dialog picks people from your contact library; anyone already in the campaign is marked In campaign.
• Search: describe who you're looking for and add matches straight from People Search.

3. Build the sequence

The Sequence step is a visual flow from Start to End. Click the + on any connector to Add Step: Email, SMS, LinkedIn Invite, LinkedIn Message, LinkedIn InMail, LinkedIn Visit, or WhatsApp. Every step after the first gets a Wait delay you can set in days or weeks.

For email steps, pick a starter template (like Professional Introduction or Gentle Reminder) or choose Write Custom, then fill in the Subject Line and Email Body. Click Variables in any message field to insert personalization such as the recipient's first name, the application link, or your own company variables (see below). SMS and WhatsApp steps only go to recipients who have a phone number on file, and LinkedIn InMail requires a Premium, Recruiter, or Sales Navigator sending account.

Personalize with variables

Variables are placeholders in curly braces, like {first_name}, that Hivemind fills in for each recipient when the message sends. The Variables picker (or Ctrl+/, ⌘/ on Mac, while you're typing) lists three kinds:

• Built-in variables: details Hivemind already knows, such as the recipient's name and the application link.
• Per lead: one for each extra column you brought in with Import CSV, named after the column header. A column of portfolio links or referrer names can go straight into the message.
• Custom: your company's message variables, values you define once (a booking link, an office address, a signature line) and reuse in every campaign, in pipeline emails and texts, and in emails you write to a candidate. Changing the value updates every message that uses it. Create them right from the picker with New variable, or manage them in Settings → Workspace Settings → Message Variables.

To cover recipients with nothing to fill in, give a variable a fallback after a pipe: {city|your area} sends "your area" when a lead has no city. In the picker, click the arrow next to a variable to set its fallback before inserting it.

4. Configure settings and schedule

Click Settings to open Campaign Settings:

• General: the campaign name and the Email Account, LinkedIn Account, and WhatsApp Account used for sending.
• Schedule: Send spacing between sends, the Sending window, Timezone, and Active days, with a Delivery preview of the rollout. By default campaigns send on weekdays, 9:00–17:00, ten minutes apart.
• Pipeline: a Linked Pipeline. Recipients who apply through the campaign are automatically added to it. See Managing Candidates in a Pipeline.

5. Launch

The Launch step shows your recipients next to a Sequence Preview and lists anything left to fix (for example No email account connected). It also checks every variable you used: a token that isn't a real variable (usually a typo like {frist_name}) blocks the launch, because it would otherwise go out as literal text. Separately, Hivemind tells you how many leads have no value for each per-lead variable you used without a fallback. That warning doesn't block launch; those leads get empty text unless you add a fallback. Click Launch to N recipients, review the schedule and rollout plan in the Launch Campaign dialog, and confirm.

Campaigns move through Draft, Active, Paused, and Completed. On a live campaign, the Manage menu offers Pause Campaign, Resume Campaign, and Send to New Recipients for people added later.

6. Track progress

The campaign header shows delivery progress with Sent, Replied, Applied, and Pending counts (plus Bounced and Opted Out when relevant). Each recipient moves from Pending to Sent, then to Replied when they respond or Applied when they apply; replied, applied, bounced, and opted-out recipients stop receiving further steps. Row actions let you Edit a recipient, Send Now to skip the wait, or Remove Prospect.

What's next

• Find new prospects with Sourcing with People Search
• Connect your mailbox in Email Integration & Inbox
• Build the pipeline applicants land in: Creating a Pipeline