If your campaign emails aren't going out, or they're stuck, delayed, or only hitting some of your recipients, here's how to diagnose and fix it. Work through each section that matches your situation.
Issue 1: Campaign emails aren't sending at all
The most common culprit is a disconnected email account. Recruiterflow sends campaigns through your connected mailbox, if that connection drops (usually after a password change or a Google/Microsoft security update), nothing goes out.
How to fix it:
Go to Settings → Profile → Mailboxes.
Check if your email shows a Connect button.
If it does, click it and complete the OAuth flow for Gmail or Microsoft 365.
Return to your campaign and retry.
If you're sending from a shared alias or a different domain, that alias needs its own connected mailbox. An alias that was added but never fully connected will silently fail at send time. Go to Settings → Profile and check the alias connection status.
For a full walkthrough of the "Insufficient Permissions" error specifically, see: Getting an "Insufficient Permissions" Error When Sending a Campaign?
Issue 2: Campaign is active but emails are delayed by days or weeks
This almost always comes down to one of two things: sending limits or schedule windows.
Sending limits
Recruiterflow enforces daily email sending limits to protect your domain reputation. If your campaign has more recipients than your daily limit allows, emails queue up and go out gradually over multiple days.
What to check:
Go to Settings → Mailboxes → Manage and review your current daily cap.
If you have a large campaign (100+ recipients), consider splitting it across multiple sender aliases to increase throughput each alias has its own daily limit.
Schedule windows
Every campaign runs on a schedule that defines which days and hours emails are allowed to go out. If your campaign's schedule only permits sends on weekday business hours, emails won't move outside those windows.
What to check:
Open your campaign and look at the Schedule setting.
Check the schedule's allowed days and hours, especially if you recently added recipients outside of business hours.
If the schedule is too restrictive, edit it under Settings → Automation Settings → Schedules or switch your campaign to a broader schedule.
For more on campaign schedules: Campaign Schedules
Issue 3: Bulk campaign only sent to some recipients, not all
If you added 100+ candidates to a campaign but only a fraction received emails, check these:
Daily sending cap reached. The remaining recipients are queued. They'll receive their emails on the next available sending day. This isn't a bug; it's the sending limit working as intended. Check Campaign Reports → Pending to see who's still queued.
Smart Campaigns filtered them out. If Smart Campaigns is enabled in Settings, Recruiterflow automatically skips contacts with invalid or risky email addresses. This is intentional to protect deliverability. Check Campaign Reports → Skipped for a list of who was excluded and why.
Duplicate contacts. If the same contact appears in the campaign more than once, Recruiterflow sends to them only once. The rest are de-duped silently.
Unsubscribed contacts. Anyone who previously unsubscribed from your campaigns will be skipped automatically.
Issue 4: Automated workflow or recipe isn't triggering
Recipes and automated workflows in Recruiterflow fire only when all trigger conditions are exactly met. Here's what to check when a workflow doesn't fire:
Condition mismatch. Open the recipe in and re-read every condition carefully. A common issue: the trigger is set for a specific stage, but the candidate was moved to a slightly different stage name.
Recipe is paused or inactive. Check that the toggle next to your recipe is On. Recipes are easy to accidentally disable during edits.
The triggering action was done before the recipe was active. Recipes only trigger on actions that happen after they're turned on. They don't backfill historical actions.
Email step failed silently. If a recipe includes an email step and the sender's mailbox is disconnected, the recipe may trigger but the email step will fail. Check the sender's mailbox connection under Settings → Profiles.
Still stuck?
If none of the above resolves it, reach out to help@recruiterflow.com with:
The campaign name and the approximate date/time you expected the email to go out
A screenshot of your Campaign Reports → Errors tab
The email address(es) that didn't receive the campaign