If your campaign or sequence emails aren't going out, or they're going out when they shouldn't be, the fix is almost always one of a handful of things. Here are the most common issues and how to resolve each one.

Manual vs. Automated Campaigns

Manual campaigns require you to review and send each email within the scheduled time window. If you prefer emails to be sent automatically, delete the manual campaign and create a new automated campaign. Automated campaigns follow the parameters you set, such as timing and sequence, without requiring manual intervention.

Improving Open Rates

If your campaigns show 0 opens, review your email sending limits. Misconfigured or overly aggressive limits can harm deliverability. Follow these best practices:

Set conservative daily send caps.
Include warm-up steps for new inboxes.
Space out sends to avoid sudden volume spikes. After updating your settings, monitor open rates and deliverability metrics to ensure improvement.

Emails aren't sending at all (showing up in the Errors tab)

Open your sequence and click the Errors tab. You'll see a list of recipients blocked from receiving emails, along with the reason for each block.

Your email account got disconnected

Cause: Recruiterflow lost the ability to send on your behalf, usually after a password change, a Google or Microsoft security update, or an IT-forced re-authentication. This can also occur due to policy updates in your organization, which may require reauthorization of email permissions.

Fix: Go to Settings → Permissions and reconnect your email account. Once reconnected, recipients stuck in the Errors tab can be re-added to the sequence.

For a detailed walkthrough, see Getting an "Insufficient Permissions" Error When Sending a Campaign?

The recipient has no email address on their profile

Cause: Recruiterflow can't send an email if no email address is stored on the candidate or contact record.

Fix: Open the recipient's profile, add their email address, then add them back to the sequence.

A social step is an error because social media isn't connected

Cause: Sequences with social connection request or message steps require your social account to be connected in Settings → Integrations. If it disconnects mid-sequence, recipients reaching that step will error out.

Fix: Reconnect your social account in Settings → Integrations. Recipients who errored on the social step will need to be manually advanced or re-added.

Emails are delayed or sent at the wrong time

Cause: Every sequence has a Sending Schedule that controls which days and hours emails are dispatched. If a step is ready to fire outside that window, Recruiterflow holds it until the next valid sending slot. Additionally, steps scheduled based on business days exclude weekends and holidays, which can affect the timing of email dispatch.

Fix: Open the sequence and click Settings. Check the sending schedule. If emails are being held longer than expected, consider widening the window or switching to a schedule that covers the hours your emails are queuing up in.

Example: If your schedule is Weekdays 9 am–6 pm and you add a recipient at 5:55 pm on a Friday, their first email won't go out until 9 am Monday. This delay occurs because weekends are excluded from business day calculations, aligning with the configured schedule.

A sequence keeps sending emails after a candidate replies

Cause: The Stop on Reply setting is turned off for this sequence. This is configured per sequence, not globally, so it's possible some sequences have it on, and others don't.

Fix:

Open the sequence.
Click Settings (top right of the sequence page).
Click Advanced Settings.
Enable Stop sequence on reply.
Click Save.

This applies going forward. Recipients who've already received emails before the change won't be retroactively affected. Any step already queued before the reply was detected may still be sent depending on timing.

Emails aren't appearing on candidate or contact records in Recruiterflow

Cause: Sequence emails and emails sent from your inbox sync back to Recruiterflow via your email integration. If the email account is disconnected or wasn't connected in the first place, sent emails won't log automatically.

Fix: Go to Settings → Permissions and confirm your email account is connected and active. If it shows as disconnected, reconnect it.

Note: Only emails sent from connected accounts sync to Recruiterflow. Emails sent from a secondary account or alias that isn't connected won't appear on records.