Candidate Outreach enables you to automatically engage candidates through personalized communication workflows. Instead of manually contacting every candidate, NinjaHire allows you to launch automated outreach sequences using email, SMS, and AI-powered screening calls.
Once a candidate is added to an outreach sequence, NinjaHire manages the communication according to the configured workflow, helping recruiters reach candidates consistently while reducing manual effort.
This article explains how Outreach works, what is required before launching a campaign, how to monitor candidate progress, and how to troubleshoot common issues.
How Candidate Outreach Works
The Outreach workflow follows a simple process:
Create or select a Job.
Source or add candidates to the job.
Review and shortlist candidates (optional but recommended).
Add candidates to an Outreach sequence.
Launch the outreach campaign.
NinjaHire automatically contacts candidates according to the configured sequence.
Candidate responses and engagement are tracked throughout the process.
If AI Screening is included in the sequence, eligible candidates are invited to complete their screening interview.
Once the campaign is active, no manual intervention is required unless you choose to pause, modify, or stop the outreach.
Before You Start
Before adding candidates to Outreach, ensure the following prerequisites are met:
A Job has been created.
Candidates have been added to the job.
An Outreach Sequence is available.
Your mailbox is connected if the sequence includes email communication (optional but recommended)
Candidate contact information (email address and/or phone number) is available.
Any required AI credits or communication credits are available for the selected outreach channels.
Meeting these requirements ensures that candidates can be contacted successfully. If candidates contact information is not available they will not be added in the outreach sequence.
Adding Candidates to Outreach
To begin an outreach campaign:
Open the Job.
Navigate to the candidate list.
Select one or more candidates.
Click Add to Outreach.
Choose the outreach sequence you want to use.
Review the campaign settings.
Confirm to add the selected candidates to the sequence.
Once added, the candidates enter the outreach workflow and their communications are scheduled automatically based on the sequence configuration.
What Happens After Candidates Are Added to Outreach?
After candidates are added to an outreach sequence, NinjaHire begins processing the campaign.
Depending on your sequence configuration, the platform may:
Send an introductory email.
Deliver follow-up emails.
Send SMS messages.
Initiate AI-powered screening calls.
Wait between communication steps based on the configured schedule.
Stop further communication if a candidate responds, depending on your sequence settings.
Every communication event is recorded in the candidate's profile, allowing recruiters to monitor engagement throughout the hiring process.
How Do I Know If Outreach Has Started?
Once a candidate is added to an active outreach sequence, you can monitor their progress directly from their profile.
You can verify that outreach has started by reviewing:
The candidate's Activity timeline.
Campaign Analytics
Scheduled or completed outreach steps.
Email, SMS, or AI Screening events.
These updates provide a complete timeline of every interaction between NinjaHire and the candidate.
How Do I Know If the Candidate Has Been Contacted?
Every outreach action performed by NinjaHire is recorded on the candidate's profile.
Depending on your outreach sequence, you may see activities such as:
Email sent
SMS delivered
AI Screening invitation sent
AI Screening completed
Candidate replied
Candidate opened an email
Under Campaign Analytics, you can see candidates contacteed breakdown by the communication channels
These activities help recruiters determine exactly where the candidate is in the outreach journey.
Why Has Outreach Not Started?
If a candidate has been added to Outreach but has not yet been contacted, check the following:
The scheduled send time has not arrived
Many outreach sequences include wait periods between communication steps. The first message may still be waiting for its scheduled send time.
Missing contact information
Candidates must have a valid email address or phone number for the corresponding communication channel.
Sequence configuration
Ensure the selected outreach sequence contains active communication steps.
Campaign configuration
Confirm that the candidate has been successfully enrolled in the sequence and that the campaign is active.
Best Practices
To maximize candidate engagement:
Review candidate information before adding them to Outreach.
Use personalized outreach templates whenever possible.
Connect your mailbox before launching campaigns.
Monitor candidate activity regularly.
Respond promptly to interested candidates.
Include AI Screening in your outreach sequence to automate initial candidate evaluation.
Frequently Asked Questions
Can I add multiple candidates to Outreach at once?
Yes. NinjaHire supports bulk enrollment, allowing you to add multiple candidates to the same outreach sequence simultaneously.
Will Outreach start immediately?
Not always. Communication follows the schedule configured in your outreach sequence. Some sequences begin immediately, while others include waiting periods before the first message is sent.
Can I see every message sent to a candidate?
Yes. The candidate's profile includes a history of outreach activities, allowing you to review communications and campaign progress.
What happens if a candidate replies?
Depending on your outreach sequence configuration, candidate replies may stop future automated communications or allow the sequence to continue. Recruiters should review incoming responses promptly and continue the hiring process as appropriate.
Can I use Outreach without AI Screening?
Yes. AI Screening is optional. Outreach sequences can include email, SMS, AI Screening, or a combination of these communication channels depending on your recruitment workflow.