Understand how to re-engage with inactive candidates in the database using out-of-the-box automations provided by Access Automate.
You need to follow these steps:
Start by defining search criteria for inactive candidates. Think about who you would like to contact, for example, contacts whom you've spoken to in 3/6/12 months.
Deciding on the criteria - e.g. contacts inactive for over three months and CRM stage status must be pending or in early stages of the BD pipeline.
Choose whether to run as a one-time contact search or an ongoing search. By selecting One Time or Always.
Create an email template to reach out to inactive clients. You can do this by clicking on Email Templates and then + New Template.
Understand the Once-Per-Candidate Rule
⚠️ Important: Each candidate or contact passes through a given automation only once. Once they have completed the automation, they will not re-enter it — even if the automation runs on an Always search and the candidate still matches the criteria.
The Always search mode continuously looks for new candidates who match your criteria and haven't been through the automation yet. It does not re-process candidates who have already completed the automation steps.
Run Recurring Campaigns (e.g. Annual Re-engagement)
If you need to re-engage the same candidates on a recurring basis (for example, every year), you have two options:
Create a new automation each year — candidates who went through the previous automation are treated as new entrants in the new one.
Use Wait steps within a single automation to space out repeated contact over time.
Wait step pattern for recurring contact:
Email (initial outreach)
Wait 365 days
Email (annual follow-up)
Wait 365 days
Email (repeat as needed)
📌 Note: The Wait step approach keeps candidates in a single automation and avoids the need to rebuild campaigns each year. Be aware that candidates remain in the automation for the full duration of all Wait steps.
Utilise the Chatbot for Data Collection is a good practice as
You can verify if the contact is the right person for recruitment.
You can gather information on hiring activities.
Features
Different paths based on responses:
If they're the right contact:
Gather details about current hiring needs.
If they're not the right contact:
Collect information on who to contact instead.
Remember the Follow-Up Process to maintain the momentum
Allow seven days for the contact to respond.
If no response, send a follow-up email with the same chatbot. By selecting Add a Step then clicking Email.
Benefits of the Chatbot
Keeps the database clean and up-to-date.
Engages inactive clients and gathers valuable information.
Potentially leads to new business opportunities.
For more information on doing the above, check out our video below: