How to Track Which Candidates Replied to Outreach

Automatically identify and route candidates who respond to your outreach emails. This helps you prioritize follow-up conversations and separate engaged prospects from non-responders.

Response tracking in nurture campaigns

Nurture campaigns can automatically detect when candidates reply and take action.

Enable response tracking

Note: Nurture campaigns with response tracking are available on the Pro plan.

When setting up a nurture campaign:

1. Go to Settings / Nurture Campaigns
2. Create or edit a campaign
3. Find the "If candidate responds, move to stage" option
4. Enable it and select the destination stage
5. Save

How it works

1. Candidate receives your outreach email
2. Candidate replies to the email
3. System detects the reply
4. Campaign stops for this candidate
5. Candidate moves to the stage you specified

Setting up a response-based workflow

Example: sourcing workflow

Stage 1: Outreach

• Automation: Nurture campaign with 3 follow-up emails
• Response setting: If candidate responds → Move to Interested stage

Stage 2: Interested

• Candidates who replied land here
• Automation: Email to recruiter "Candidate responded - follow up"
• Manual: Schedule phone screen

Stage 3: No Response

• Candidates who completed campaign without replying
• Review periodically or archive

Creating this workflow

1. Create pipeline stages: "Outreach", "Interested", "No Response"
2. Set up nurture campaign with response tracking → "Interested"
3. Add final campaign step: Action → Move to "No Response"
4. Add notification automation on "Interested" stage

Viewing response status

In candidate profile

1. Open candidate's profile
2. Go to Messages tab
3. See full email thread with replies
4. Discussions tab shows stage movement from response

In pipeline view

• Candidates who responded are in your "Interested" (or designated) stage
• Candidates still in "Outreach" haven't replied yet
• Filter by stage to see response groups

Manual response tracking

For emails sent outside nurture campaigns:

1. Check Messages section regularly
2. Use filters to find unread messages
3. Manually move responding candidates to appropriate stages

Tips

• Set up dedicated stages for responders vs non-responders
• Add recruiter notifications when candidates reply
• Review non-responders after campaign completes
• Keep outreach emails reply-friendly (ask questions)
• Monitor reply rates in nurture campaign reports

Response Rate Benchmarks

Low response rates may indicate messaging issues or poor targeting.

Related screenshots

These screenshots show the 100Hires areas used in this workflow.

Updated on: 18/06/2026