Sending Sequences

Once you’ve identified strong candidates from a sourcing search, Sequences lets you contact them without leaving Metaview. You can set up automated email campaigns with AI-powered personalisation, mix in manual touchpoints, and let Metaview handle follow-ups and reply detection automatically.

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How Sequences Work

1. Enrich candidate contact information

Before you can email a candidate, you need their contact details. On any candidate card in your search results, you’ll see a Manage candidate section at the bottom showing the current state of their email and phone number. Click the email or phone field to open the enrichment modal. From the enrichment modal, enter the candidate’s LinkedIn URL and click Find Contact to look up their verified email address. You can also add an email manually if you already have it. The credit cost is shown in the top right corner of the modal. Metaview checks data already available in your ATS or attempts to enrich via third-party providers. If a verified email or phone number is found, it will appear on the candidate’s profile.

2. Add candidates to a sequence

Once candidates have been enriched with contact details, select the candidates you want to reach out to and click Add to Sequence. You can add candidates individually or in bulk from your search results.

3. Create your sequence

A sequence is a series of steps that are sent or actioned over time. To create a new sequence, navigate to the Sequences tab in your sidebar and click New Sequence. Each sequence is made up of one or more steps. For each step, you configure:

• Subject line: For new email threads. Reply steps automatically continue the previous thread.
• Email body: Write your message or use AI to draft it. You can include variable placeholders (like first_name, company, or role_title) that are automatically filled in with candidate-specific details using AI before each email is sent.
• Step type: Choose between a new thread (sends a fresh email) or a reply (continues the thread from a previous step).
• Schedule: Set when the step should fire. Options include sending immediately, after a set delay (e.g. 3 days after the previous step), or on the next business day at a specific time.

4. Choose between automated and manual steps

When you click + New step in the sequence builder, you’ll see two categories of step types:

• Automatic steps are executed by Metaview on your behalf at the scheduled time without any action required from you.
  • Email: Sends a fully personalised email automatically. The AI fills in any variable placeholders using the candidate’s profile before sending.
• **Manual **steps prepare the action and notify you when it’s ready. You review the content, make any edits, and complete the step yourself. This gives you full control at key points in your outreach, for example, a more tailored follow-up to a senior candidate or a personal LinkedIn message.
  • Email: Drafts the email and alerts you when it’s ready to review and send manually.
  • LinkedIn Message: Creates a reminder to send a message to the candidate. You’ll be notified when it’s time to action this step, with the candidate’s profile linked for quick access.
  • LinkedIn Connection Request: Creates a reminder to send a connection request. This is a manual action with a notification prompt.
  • Phone: Creates a reminder to call the candidate. The candidate’s phone number (if enriched) is shown alongside the step so you can dial directly.
  • SMS: Creates a reminder to send a text message to the candidate.

Manual steps have a configurable auto-skip timer. If you don’t action a manual step within the set period, it is automatically skipped and the sequence moves to the next step. This prevents a single unactioned task from stalling your entire outreach. Setting the auto-skip timer to zero disables it, meaning the step will wait indefinitely. Here’s an example of a built-out sequence with multiple steps. Notice how later steps use the Reply type to continue the same email thread, and each step has its own schedule (e.g. “After 4 days”, “After 7 days”). The candidate_first_name and sender_first_name placeholders are filled in automatically for each candidate.

5. Track replies and manage candidates

Once your sequence is running, Metaview tracks delivery, opens, and replies for each candidate. You can monitor the status of every candidate in your sequence from the sequence detail page. You can filter candidates by status (Active, Paused, Cancelled, or Completed) and take action on individual candidates at any time. Available actions include pausing, resuming, cancelling, and removing candidates from a sequence.

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Additional Features

• Send on behalf of others: If you’re managing outreach for a team, you can configure sequence steps to send emails from another user’s email address. The recipient sees the other person as the sender, which is useful when a recruiter manages outreach on behalf of a hiring manager or colleague. The person whose email you want to send from must first grant you permission in their Sequences Settings.
• Permissions and visibility: By default, users can only see their own sequences. Admins can view all sequences across the workspace. Any user can duplicate a sequence they have access to. Only the creator of a sequence can edit it, add or remove candidates, or change step content. Admins can view and duplicate but not modify sequences they didn’t create.

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When Sequences Stop

Metaview is designed to stop outreach when it’s no longer needed, so you don’t have to manage every candidate manually. A sequence will automatically stop for a candidate when:

• The candidate replies: The sequence is cancelled immediately. Metaview also classifies the reply as Interested, Not Interested, Follow Up, or Unknown so you can prioritise responses.
• A Calendly event is booked: If you have Calendly connected and a candidate books a call with you, the sequence stops. This is enabled by default and can be toggled per user.
• A Metaview session is scheduled: If a Metaview-captured interview is scheduled with the candidate, the sequence auto-cancels.
• An ATS event occurs: If the candidate is moved to a new stage or another qualifying event happens in your ATS, the sequence can auto-cancel.
• An email bounces: The sequence is paused (not cancelled) with the reason shown. You can update the candidate’s email and resume the sequence.
• Your email becomes disconnected — If your Gmail or Outlook OAuth token expires or is revoked, active sequences are paused until you reconnect. See Gmail for Sequences or Outlook for Sequences for how to reconnect.

When all steps have been sent (or skipped), the sequence is marked as Completed for that candidate.

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Troubleshooting

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My emails are stuck on “Sending…”

This occasionally happens with the first step of a new sequence. Try pausing the affected candidates and then resuming them — this usually clears the stuck state. You can filter by “Has email” → “Yes” to quickly find who needs resuming.

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A candidate isn’t receiving my sequence emails

The most likely cause is a bounced email. If a bounce occurred, the sequence will be paused with the reason “EMAIL_BOUNCED” shown on the candidate’s entry. You can correct their email address and resume from there. It’s also worth checking that the candidate hasn’t already been removed or cancelled from the sequence entirely.

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My sequence isn’t stopping after a candidate replied

Metaview detects replies automatically and cancels the sequence when a response comes in. If it isn’t being picked up, the candidate may have replied from a different email address than the one your sequence was sent to, or replied in a separate email thread rather than continuing the original one. In these cases, you can cancel the sequence for that candidate manually.

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I’m on a free trial and can’t send sequences

Free trial sourcing seats have restricted access, including limits on the number of searches you can run and the candidates you can view. A paid sourcing seat needs to be assigned to your account to unlock full access, these aren’t tied to a specific person automatically, so your team admin can assign or reassign them at any time. Check in with them to confirm you’ve been set up correctly.