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How to email more than 500 recipients

While we can’t send a mass mailing to more than 500 people at a time to avoid being marked as spam, we can break up a larger list into groups of 500. This can be accomplished by using tearsheets. For example, a tearsheet containing 2000 names can be divided into distribution lists of 500.

Creating a Tearsheet

What if you wanted to contact all employees currently working for you? While you can’t email Placements directly, you can use Tearsheets to email the candidates associated with the placements.

Open the Placement list and conduct a search of all your placed candidates where the placement status is either ‘Submitted’ or ‘Approved’. - Open the Placement list and click Search - Additional Criteria > Status > Include Any > Submitted, Approved - Click Search

From your list of results, check the Select All checkbox on the top left, and from the # Selected drop-down select Add to Tearsheet. You’ll need to enter a name in the bottom field to create a new tearsheet list. Let’s call it ‘Working Candidates,’ and Save it.

Now, if you go to the Candidates list and click Search, you’re able to search within the new tearsheet you created to identify the candidates associated with those placements. Remember, when you create a tearsheet from the Placement list, it adds both the candidates and the jobs (or vacancies) related to the placements.

Creating a Distribution list from a Tearsheet

  • Search using Additional Criteria of Tearsheets > Include All > (name of tearsheet = Working Candidates)
  • From your results list, check the Select all checkbox
  • Click the # Selected drop-down and select Add to Distribution List
  • Toggle to New Distribution List, name the list, (for example, ‘Working Candidates’), then Save

Sending an email from a Distribution list

Once you have your distribution lists set up, you can navigate back to the main menu and open the Distribution Lists. From the drop-down, select the distribution list you made from the tearsheet. - Next, we’ll check the Select All checkbox - From the Selected drop-down, choose Email All

This will take you to the Compose Message screen where you can add a subject line, our message, and send. Bullhorn will tell you what records were not included in the email because of any invalid email addresses, lack of consent, or if they previously opted out of future mass mailings as you can see on this page.