Email Opt Out/Opt In

PCRecruiter’s Email Opt-In/Opt-Out list stores addresses or domains that have been Opted In or Out of certain mail categories/emails. When a recipient has opted out, PCRecruiter will skip over them when sending corresponding emails.

  • The list stores email addresses only and is not tied to any individual’s name record. This allows addresses to remain opted in/out even if the name is removed and re-added later on; or if there are multiple names with the same email attached.
  • If your PCRecruiter account has multiple databases, the same list applies to all databases
  • When creating a form letter the “Insert fields” option allows you to include an Opt Out Link

Select Mail Categories

An Admin User will need to choose which Mail Categories are available for recipients to opt in and out of when selecting an Opt-Out link from an email.

  1. Click System from the main toolbar
  2. Select Email Setup
  3. Select Bulk Mail Categories
  4. Check options you would like available to email recipients (These are the options users will be able to select from when sending any automatic emails from PCR)

Managing the Opt-In/Opt-Out List

Access the Opt-In/Opt-Out list (Can only be accessed by Admin users):

  1. Click System from the main toolbar
  2. Select Email Setup
  3. Select Email Opt-In/Opt-Out List

 

Set the Storage Location

Prior to utilizing the Out-Out/Opt-In functionality an admin user must select a “Piggyback” database. This database holds the list data; if you have multiple databases on your account, all databases will refer to the same master list. In general, you’ll want to select your primary database or whichever one you use more often. To set the Piggyback database:

  1. Use the “Piggyback Default” dropdown to select which database should store the list.
  2. Click Save

View List

The list will display any Email Addresses that have opted In/Out of your Emails.

  • Delete: Allows Admin Users to remove Email Addresses from the Opt-In/Opt-Out List
  • Email Address: The Email Address or Domain
  • Status:
    • Opt-Out: Email Address is opted out of All Emails (Individual, Bulk and Sequence)
    • Opt-In: Email address is opted in to Individual Emails and Categories listed in the Categories Opted-In column
  • Categories Opted-In: Lists the Mail Categories the Email Address has opted in to receiving emails regarding
  • Expire Date: The Date an email address will automatically be removed from the list
  • Method:
    • Self: The owner of the Email Address selected an Opt-In/Opt-Out Link and chose which emails they would like to receive
    • User: Added to the list by a PCR User Manually

Additional Functionality

  • Add Email: Manually add an Email Address to the Opt-In/Out list. Enter the Email Address, Expiration Date (They will automatically be removed from the list at this time), Choose the Status
    • Note: Manually Adding an Email to the List does not allow the user to choose Categories to be opted in and out of.
  • Search: Search by Email Address to see if a specific email is on the list
  • Export: Produces a .csv file that contains the User Name, Date Entered, Status, Email Address, Expiration Date and Method
  • Import: Allows you to add an entire Rollup List or a .csv file to the List. Select your list or file and then choose your Opt-In/Out Options.
  • Add to Rollup: Searches the database for any names which contain email addresses on the list and then adds the names to a rollup list of your choice for further action (Ex. Modification or Deletion)

Define the Text for Links and Confirmations

When creating a Form Letter, you will use the “Insert Fields” option to merge the Opt-In/Out links in to your letters. The text of the link and the messages that appear after it has been opened can be configured as follows:

  1. Click System from the main toolbar
  2. Select Form Letters
  3. Choose Name Letters
  4. From the action toolbar, choose Default Settings
    1. Link Text: Use this field to define the text of the link as it should appear in your letters (Ex. Click here to unsubscribe)
    2. Confirmation Text: Use this field to define the text which the recipient sees once they have clicked the link.
    3. Opt-Out Type: Use this dropdown to define whether people who click the link should be blocked from receiving all future emails or only bulk emails (Using Categories)
    4. The Resend Options can check the activity log on a Name before sending the email to prevent a recipient from receiving an email multiple times.
  5. Click Save (These settings will be applied to all Form Letters in your database)

Add the Link to a Form Letter

The “Insert Fields” button when creating/editing Form Letters includes an option to insert “Email Opt Out Link” to any letters. When inserted, the email will provide the recipient with a link they can click to opt out of emails or manage their subscription (Category) settings for their email address.

To learn more about creating Form Letters, click here.

Sending an Email

When sending an email from the Legacy Bulk Email, Mail Campaigns or PCRecruiter Sequencing Feature you will see an option to select an Email Category from a dropdown. You must select an option from this dropdown to send the email.

Opting In/Out as the Email Recipient

Once the recipient receives the email, they can click the link to modify how they are opted in/out of letters from your database. If the recipient enters their email address and clicks “Confirm” they will only be opted out of the Category that was selected for the letter that was sent (Listed at the top of the confirmation screen). They can select Subscription Preferences to further manage their settings. Check marking a Category will opt them in, while unchecking a Category will opt them out of the Category.

Other Details

  • If you use PCRecruiter Portal for MS Outlook, note that Outlook follows its own mail sending rules. The Opt-In/Out settings are only adhered to when sending mail through PCR rather than Outlook itself.
  • If you use PCR with IMAP, only emails sent from the PCRecruiter interface will be filtered through the Opt-In/Out list
  • The Opt-In/Out list will affect Legacy Bulk Email, Email Campaigns and Sequences.
  • Form more information on restrictions and regulations regarding bulk emails, please consult with your email provider and local regulations.