Outreach Campaign Sending

Why use outreach sending

Outreach sending helps you run candidate outreach without managing every reminder, follow-up, and send manually. Define the campaign once, review the messages, launch it, and TalentSourcer AI keeps the sequence moving.

Use it when you want to:

• Send campaign emails automatically from assigned persona inboxes.
• Keep every LinkedIn action scheduled and visible in Outreach Tasks.
• Set up follow-up reminders so no candidate falls through the cracks.
• Coordinate work across recruiters with task ownership, due dates, and completion states.
• Track replies, interested candidates, and follow-up work in one place.

Depending on your campaign flow, TalentSourcer AI can help with:

• Email campaign sending from assigned persona inboxes
• LinkedIn connection requests, messages, and InMails queued for user completion
• Outreach Tasks that schedule every LinkedIn step so nothing falls through the cracks
• Project inbox review for campaign replies
• Interested candidate tracking after replies are classified or reviewed

Before launch, finish candidate checks, shortlist review, and message generation first. If you only need a CSV for another tool, use the export workflow instead. (Open Campaigns and Export Guide)

Before you launch

Set up these parts once per organization or persona.

1) Assign sending personas

Each live campaign needs at least one assigned persona. Persona capacity controls how many candidates can start per day and how many actions can be sent.

Use conservative numbers first. You can raise limits after you see normal delivery and reply patterns.

2) Prepare inboxes for email steps

Email campaign steps need an active inbox assigned to the sending persona. You can either connect an approved existing inbox or set up managed outbound infrastructure with dedicated domains and inboxes.

Open inbox setup here: https://next.talentsourcer.ai/settings/personas

For cold outbound or higher-volume email, start with managed infrastructure instead of a primary work inbox. Managed inboxes need about 28 days of warmup before live campaign assignment, so start setup before you are ready to launch. (Open Managed Email Infrastructure Guide)

If you use an existing Google Workspace inbox, follow the internal setup flow your admin approved. Existing connected inboxes include warm-up behavior for new inboxes, so early capacity can be lower than the base daily limit.

3) Connect LinkedIn accounts for LinkedIn steps

LinkedIn campaign steps need a connected LinkedIn account assigned to the persona.

Open LinkedIn setup here: https://next.talentsourcer.ai/settings/personas

Need the walkthrough? (Open LinkedIn Account Setup Guide)

4) Review campaign copy

Before launch:

• Open generated messages candidate by candidate.
• Check claims against the candidate profile and briefing evidence.
• Edit messages where context is too generic or too specific.
• Make sure email steps have a subject and body.
• Make sure LinkedIn message steps happen after a connection step when required.

Launch a campaign

1. Open the project.
2. Go to Campaigns.
3. Open the campaign you want to send.
4. Confirm the flow, selected candidates, persona assignments, and daily caps.
5. Click Launch campaign.
6. Confirm the launch dialog.

After launch, the flow structure is locked. You can pause the campaign if you need to edit safely.

Daily caps and safety limits

Campaigns use multiple layers of capacity controls:

• Campaign daily starts: how many new candidates can enter the sequence per day.
• Persona allocation: how much of a persona's available capacity this campaign can use.
• Inbox limits: daily and hourly email send caps, plus any warm-up or assignment lock applied to the inbox.
• LinkedIn account limits: daily and rolling-window caps for connection requests, messages, and InMails.

If a step is due but capacity is exhausted, TalentSourcer AI defers it until it is eligible again.

LinkedIn outreach tasks

LinkedIn campaign steps appear in Outreach Tasks. TalentSourcer AI handles the scheduling, eligibility checks, ordering, and reminders. Your team completes the prepared action from the queue when it is due.

Open the queue here: https://next.talentsourcer.ai/outreach-tasks

Use Outreach Tasks to:

• Filter by My Tasks, All, Unassigned, or Completed.
• Filter by task type and persona.
• Claim a task before working on it.
• Open the candidate and campaign context.
• Mark a connection request, message, or InMail as sent.
• Mark a candidate as already connected when appropriate.
• Snooze a task until tomorrow.
• Skip an outreach step.
• Remove a candidate from the campaign if they should no longer continue.

Manual follow-up reminders from the inbox can also appear in the same queue.

Inbox and replies

Campaign replies are collected in the project inbox.

Open inbox here: https://next.talentsourcer.ai/inbox

Use the inbox to:

• Read email and LinkedIn replies in one place.
• See campaign and candidate attribution when available.
• Mark conversations as needing reply or handled.
• Create manual follow-up tasks.
• Track interested candidates.

If AI reply classification is enabled for your workspace, replies can be classified as interested, not interested, neutral, or unknown. Treat classification as a workflow aid, not a replacement for reading the thread.

Pause, resume, and finish

Use campaign controls when you need to stop or adjust sending.

• Pause stops future sends safely and lets you edit allowed campaign settings.
• Resume restarts a paused campaign with current capacity checks.
• Finish stops the campaign when outreach is complete.

Do not delete or disconnect sending accounts while a campaign is live unless you intentionally want future steps to stop or defer.

Troubleshooting

Launch button is disabled

Check that:

• The campaign has at least one step.
• Candidates are enrolled and ready.
• Sending personas are assigned.
• Required inboxes or LinkedIn accounts are active.
• Campaign sending is available at the service level and controlled by admin configuration.

Email steps are not sending

Check that:

• The persona has an active assigned inbox.
• The inbox is not paused, revoked, or in error.
• Managed inboxes have completed warmup and are available for assignment.
• Daily or hourly inbox capacity has not been exhausted.
• The candidate has a usable outreach email.

LinkedIn tasks are not appearing

Check that:

• The campaign has due LinkedIn steps.
• The linked LinkedIn account is active.
• Daily or rolling LinkedIn limits have not been exhausted.
• The task has not been snoozed, skipped, completed, or cancelled.

Replies are not attributed

Attribution works best when the candidate has a stable email address or LinkedIn profile identity in TalentSourcer AI before outreach starts. If a reply is not attributed automatically, review the thread and candidate record manually.