(Internal) Sequences: Premium Email Finding Auto-Send When Email Is Returned

🔍 Articles in This Section

Please use the following list to see additional internal articles regarding sequences:

• Sequences: Overview
• Sequences: Manual Stages
• Sequence Replies: Using Gem AI to Automatically Set “Interested” Reply Status
• Sequences: Premium Email Finding Auto-Send When Email Is Returned (📍you are here)
• Sequences: Auto-sequence upon Form Submission
• Sequences: InMail Reply Tracking
• Sequences: SMS Launch Overview
• Sequences: Call Forwarding Overview
• Sequences: Linking Gem Sequence Activity for an ATS Job
• Sequences: GoodTime Meet integration

Objective

Save users time and effort by automatically sending email sequences when a premium email is found and returned

Impact

• Customer satisfaction: users’ perception of our premium email finding workflow is that it’s clunky and requires way too much effort, with obvious improvements that would drastically improve their quality of life
• Premium email finding (PEF) typically returns emails 60-80% of times; this is expected to improve with manual researchers
• Money/effort: users only act on premium emails returned ~50% of the time; meaning that the remainder of the time they’re too busy or lazy to pick up where they left off in their workflow, regain context, and send the sequence as they originally intended to. We spend money finding email addresses that we didn’t really need to (although you could argue that it’s not totally wasted effort/money if we eventually use them once we implement email pooling)

Functional Overview

• Teams and Enterprise customers now have premium email finding enabled automatically for all users on the team. Each user has 300 credits per month , and they can see how many credits they have left in the Gem UI as they use them while sequencing.
• These new functional changes allow users to add people to email sequences even if some people don’t have email addresses (previously, all email sequences were grayed out in the sequence selection menu if the person didn’t have an email address)
• When bulk sequencing, users will have the option in the sequence wizard to remove people without email addresses, OR continue and automatically kick off premium email finding for all people in the bulk-send without email addresses. They’ll be able to see how many credits they have available to use in this bulk-send flow.
• When sequencing individually from the Gem extension, users can add a person without an email address to an email sequence (or any sequence that contains at least 1 email stage), and we’ll let them know that the sequence is pending until a premium email address is found (and if one is found at all)
• When premium emails are found, the email addresses are automatically added to the Gem profile and the sequence will be automatically sent either at the previously scheduled time (as defined in the sequence, e.g. next Thursday at 7:08 PM), or the next business day at 9:00 AM in the recruiter’s timezone (e.g. if the previously defined send date
• If PEF doesn’t return any emails the sequence will stop
• “Status” column on the sequence page will say that no emails were found
• If the sequence has been waiting for an email for > 5 days the sequence will stop
• This should happen very, very rarely, but exists as a fallback in case the premium email finding queue gets too long for the manual research team to keep up
• This is to prevent a scenario where a premium email gets added to a profile a long time (say months) after a user tried to add them to a sequence and the sequence autosends at that point but is now irrelevant (e.g. job req is closed, content is outdated, etc).
• Premium email finding respects the “filter work emails” team setting (in https://www.gem.com/admin/additional), so no work email addresses will be auto-sequenced (school emails can be returned and used though)

Future Roadmap

This is current as of Jan 2022 but will likely change as feedback comes in from users as they start to take advantage of this functionality.

• Make this functionality work even when an email exists on the profile (full context in the task)
• Only tangentially related, but we also want to fix our email logic so that manually removed email addresses can’t be instantaneously added back when PEF is kicked off (because PEF also kicks off a search with other email providers) (task)
• Allow users to configure auto-send times: e.g. instead of sending same time the next available business day after premium email is returned, let users set “business hours” or something similar (other products have this — see Interseller)
• Show usage of Premium Email credits elsewhere (in user settings or team settings page, over time, etc)
• Notifications: Let users how many sequences were auto-sent each day/week (show that we’re doing this magic for them in the background)

FAQ

Q: How long does it typically take for premium emails to be found?

A: Generally 24-48 hours but in rare instances can take up to a few days. We have the sequence auto-send auto-expire after 5 days just in case something dramatic happens and premium emails aren’t returned in <5 days, so that sequences aren’t sent erratically thereafter without users expecting it.

Q: How many premium email credits do users get? Do unused credits roll over?

A: 300 credits per user per month, and they expire at the end of each calendar month. Unused credits do not roll over.

Q: What does this experience look like in the product?

• Bulk Sequencing: request premium emails or remove people without emails
• shows premium email finding credits available

Bulk Sequencing: request premium emails or remove people without emails

• Bulk Sequencing: Gem will find emails for people who don’t have them, and then auto-send when emails are found

Bulk Sequencing: Gem will find emails for people who don’t have them, and then auto-send when emails are found

• Bulk Sequencing: customizing sequence messages for people with no email address yet

Bulk Sequencing: customizing sequence messages for people with no email address yet

• Bulk Sequencing: confirmation page before sending/searching emails

Bulk Sequencing: confirmation page before sending/searching emails

• Sequence-as-you-go: sequence editor shows that we’ll search for emails and send later, but you can personalize the messaging now and prepare it to go out automatically.

Sequence-as-you-go: sequence editor shows that we’ll search for emails and send later, but you can personalize the messaging now and prepare it to go out automatically.

• Sequence-as-you-go: Gem extension shows sequence waiting to be sent until email is returned

Sequence-as-you-go: Gem extension shows sequence waiting to be sent until email is returned

• Email notification to user when no emails were found

• Objective
• Impact
• Functional Overview
• Future Roadmap
• FAQ