Plan Gmail follow-ups with Email Sequences

Build your follow-up plan in five steps

Once Email Sequences is configured for your workspace, open /tools/sequences and choose New sequence. For a scheduled sequence, the builder takes you through Name, Start, Emails, People, and Launch. Choose At a scheduled time, write up to ten plain-text email steps, set the wait before each follow-up in days, hours, and minutes, and select existing candidates or company contacts from your organization. When an event happens is the alternative start method: candidates join automatically from selected job-pipeline additions, so that mode skips People.

In People, search by saved name or email. Search continues past earlier records that contain no match. If more records remain to be checked, choose Keep searching; an unfinished search does not mean the person is absent. No matches appears only after the search reaches the end. Candidate names match the saved names used elsewhere in RecruitIQ, and only eligible saved people with a usable email address appear.

Choose your own connected Gmail mailbox in Start. It needs Gmail read and send permission so RecruitIQ can send your messages and check replies. If the mailbox needs permission, choose Reconnect and authorize it from your own account. Review the plan and selected people before choosing Launch.

Start together, then follow up on business days

New sequences default to tomorrow at 8:30 AM in your timezone. Everyone enrolled before the chosen start becomes due at that start; people added later become due right away. Emails send on Monday through Friday. A start or wait that falls on a weekend moves to the next allowed weekday at the same local time.

Follow-up waits count from the previous successful send and preserve its time of day. Day waits count business days: Thursday plus three days is Tuesday. Hours and minutes let you set shorter waits. Due messages are picked up by background checks, so the chosen time is the earliest sending time rather than a promise of delivery at that exact minute. Mailbox limits and connection availability can delay them.

Follow-ups continue in the first email’s Gmail thread, with the subject Re: followed by its first subject. Each enrollment keeps its approved emails and timing; editing a sequence affects future enrollments.

Keep control and stop when someone responds

Open a launched sequence to review People, Emails, and Activity. Pause, resume, or stop an individual person, or pause the sequence when all follow-ups should wait. Detected replies, opt-outs, and bounces stop further steps. An ordinary reply stops the current sequence for that person; opt-outs and permanent bounces also block new sequence enrollment for that email address in your organization. Every email includes an unsubscribe link, and opening the link asks the recipient to confirm before opting out.

Reply and bounce checks depend on the connected Gmail mailbox and continue for up to 30 days after a successful email. People shows Checking mailbox while a mailbox check catches up; delivery waits until that check finishes. A failed mailbox check also holds delivery. An uncertain send stays visible for review instead of being automatically sent again. A stop cannot recall a message already handed to Gmail.

Workspace setup comes before live delivery

Live sending is disabled by default. Launching a sequence alone does not enable delivery; an On hold status means the workspace still needs sending setup. Your connected mailbox’s daily sending cap governs new sequences.

Sequences use your existing organization and record permissions. This version sends through Gmail to saved CRM people. Outlook sending, attachments, open tracking, and branching follow-ups are outside this workflow.