The Sent Items tab on the Email Dashboard will allow you to view details regarding the emails you send through Top Echelon Recruiting Software. Clicking on an email Subject will allow you to view more detailed email and engagement stats.
Let’s take a look at a breakdown of the Sent Items tab:
Sent Date – Messages are date and time stamped when sent out of Top Echelon Recruiting Software
Status – An email may have a status of Pending (if not yet sent), Sent, or Failed
Subject – Clicking the subject line of an sent email will allow you to view detailed email stats for that message
To – This column will display a list of the recipient email addresses associated with this message. Click the three dots to expand and view more when applicable. Any email sent to 11 or more recipients will display “Mass Email” in this column. To view a list of ALL recipients for a mass email, click on the Subject to view the full Sent Email Details.
Paperclip Icon – This icon will be displayed for an email that contains at least one attachment
Total Sent – Displays the total number of recipients for that email
Opens – The number of unique recipients who have appeared to open your message*
Clicks – The number of unique recipients who have appeared to click on a link in your message*
Unsubscribes – The number of recipients who unsubscribed to emails from your firm from this message
Hard Bounces – There was a permanent error with delivery to these messages. This happens when the address provided is not valid, or does not exist.
Spam Reports – The number of recipients who reported this message as spam. Your firm will no longer be able to email these recipients.
*A note on Open and Clicks:
- There are many factors that can skew these numbers higher or lower. Here are some of those factors to consider:
- The recipient doesn’t have image auto-loading enabled. Many web, desktop, and mobile email clients block this by default.
- The recipient is using an app that blocks email tracking. Ghostery and PixelBlock are extensions that can block email opens from being reported.
- The recipient’s email client renders a preview. Some email clients render images as a preview, and will trigger email open false positives.
- Some enterprise security systems will block emails w/ open tracking pixels or tracked links.
Clicking on an Email Subject will route you to the Sent Email Details page for that specific message. This page contains a detailed breakdown of this specific email message (recipients, subject, related job, etc) as well as the full message body. The top of this page lists some specific email stats.
Clicking a number will display the corresponding Recipients in the card below.
Total Recipients – Total number of email addresses that were added to the To field within the email
Number Actually Sent – The actual number of emails that were sent (it’s possible that some may have been marked DNE, unsubscribed, etc)
New Rejection % – Percentage of email addresses that were rejected for the first time
Soft Bounces – The addresses provided are valid, but there was a temporary error with delivery. For example, if the recipient’s mailbox is full, or their mail server is down.
Hard Bounces – There was a permanent error with delivery to these messages. This happens when the address provided is not valid, or does not exist.
New Unsubscribes – The number of recipients that clicked the unsubscribe link at the bottom of the (mass email) message to opt-out of future email correspondence from your firm
New Spam Reports – Spam reports are specific negative responses where the email recipient let the ISP, ESP, or sender know he/she is not happy about the email and wants to report it as spam OR an action taken by an ISP or ESP to block your email because it has been considered it to be spam. These have been identified as spam for the first time.
Old Bounces – The number of email addresses that hard bounced in previous attempts and therefore were not sent in the current message
Old Unsubscribes – The number of recipients included in your total who have opted-out from a previous message sent from you through Top Echelon Recruiting Software
Old Spam Reports – Spam reports are specific negative responses where the email recipient let the ISP, ESP, or sender know he/she is not happy about the email and wants to report it as spam OR an action taken by an ISP or ESP to block your email because it has been considered it to be spam. These have been identified as spam in the past.
Role Emails – Top Echelon Recruiting Software blocks mass emails sent to role accounts to protect deliverability. This stat displays the number of recipients that were blocked for this reason. For more information on role email addresses, click here.
Blocked Domains – Due to the nature and amount of email sent from Top Echelon Recruiting Software, our mail servers occasionally get blocked by other mail servers. As of 12/03/19, Yahoo.com mail servers are refusing mail our servers are sending to recipients that they host. We are working to get this issue corrected and apologize for the inconvenience. This includes, but is not limited to, email addresses that end in:
- yahoo.com
- aol.com
- verizon.net
- ymail.com
Please note that Top Echelon Recruiting Software’s new email system will allow you to successfully send to these addresses (along with other benefits like open and click tracking!). If you wish to take advantage of that now, start by verifying your domain.
Mass Email Limit Reached – The number of recipients that have already received a mass email from your agency within the same 4-hour time frame. Top Echelon Recruiting Software will not allow you to send more than one mass email to the same address in a 4 hour period.
If you are discovering that your New Rejection % is 5% or higher, you should start looking into ways to clean up the email addresses in your database that you want to send through Top Echelon Recruiting Software.
At these elevated levels, your domain, your company’s brand, and Top Echelon Recruiting Software’s email servers have an increased likelihood of receiving a sub-standard (bad) reputation with major Internet Service Providers (i.e. AOL, Yahoo, SBC, etc.). This bad reputation rating has dramatic effect on the deliverability of not just your emails, but also all email being sent through Top Echelon Recruiting Software.
The Top Echelon Recruiting Software Support Team will continually monitor accounts, and for those whose rates are too high and continue to send to bad addresses, we will restrict the number of emails sent through their Top Echelon Recruiting Software account. Before we restrict the number of emails that can be sent, we will notify the appropriate Top Echelon Recruiting Software account.
Below are some practical guidelines for reducing the number of bad addresses when sending email through Top Echelon Recruiting Software.
Only send email to:
- Addresses that you have permission to send to and that you know exist
- People that have applied to jobs on your website
- People who have recently been in contact with your agency
- People you’ve connected with via social media
- People you have met at a recent trade show
Many of our customers have used services like XVerify to help validate email addresses. At your request, the Top Echelon Recruiting Software Technical Support can provide you with a list of ALL emails within your database. You can then take the list and provide it to our contact XVerify who will run it through a verification process to determine which emails are bad and/or invalid emails.