Outreach cadence — a practical guide

What CVViZ enforces

CVViZ doesn't enforce outreach cadence at the platform level. Specifically:

• No automatic frequency cap on emails per candidate per period.
• No suppression list management for cold outreach.
• No multi-step sequence builder with built-in delays (the Email Marketing module, when enabled, may add some of this — see Email Marketing).
• No quiet-hours enforcement on outbound sends.
• No "stop-on-reply" sequence logic.

Cadence and frequency control are the recruiter's responsibility. This article is about doing that responsibly without platform guardrails.

Active applicants in your pipeline

Stage transitions trigger the templated emails configured by Automations (e.g. application-received, interview-confirmation). Don't add additional outreach on top — applicants get the structured pipeline emails and that's enough.

Sourced candidates being outreached

If you're cold-emailing sourced candidates:

• Touch 1 — initial personalized email.
• Wait 5 days. Touch 2 — short follow-up if no reply.
• Wait 7 days. Touch 3 — final, very brief: "circling back, no worries if not the right fit".
• Stop after 3.

Since CVViZ doesn't auto-stop on reply, watch the candidate's email tab — if they reply, mark them with a tag ("Outreach: replied") and remove them from your sequence.

Talent-database re-engagement

One email per relevant role opening, max once per quarter. Annual "are you still open to hearing from us?" check-ins are fine.

Marketing-style audiences

Monthly is the sweet spot if you have Email Marketing enabled. Less than that and you're forgotten; more and recipients tune out.

Approximating sequences without the feature

Use Tasks + Tags to manually run a cadence:

1. Send Touch 1. Tag: Outreach: T1 sent.
2. Create a Task: "Send T2 to {candidate}", due in 5 days.
3. When the task fires, send T2 if no reply. Re-tag.
4. Repeat for T3.

Imperfect, but it works. Or use Automations: status-transition → schedule a follow-up Task automatically.

Sender reputation hygiene

Without platform-level frequency caps, watch these manually:

• SPF / DKIM / DMARC at your DNS provider — protects deliverability.
• Bounce rate < 5%. Above that, providers throttle you. Clean bad emails as you spot them.
• Unsubscribe / opt-out handling — honor every "please stop emailing me" reply immediately, durably. Tag the candidate "Do not contact" and never email them again.
• Don't import a years-old email list and start sending. Stale addresses bounce.

Time of day

• Best open rates: Tue–Thu, 9–11 AM in the candidate's local time zone.
• Worst: weekends and Friday afternoons.
• If you have many recipients across time zones, just pick mid-morning UTC — the difference is small at any scale.

Subject lines

• Specific to the candidate or role.
• Avoid all-caps, multiple exclamation marks, dollar signs, "FREE", "AMAZING".
• Test variants for important campaigns — even informally with two emails to similar recipients.

Suppression list

CVViZ doesn't yet include a centralized suppression list. Workaround:

1. Maintain a "Do not contact" tag.
2. Apply it whenever a candidate opts out, complains, or you decide they shouldn't be contacted.
3. Always exclude this tag from any bulk-send recipient list (filter the candidate database to NOT have the tag before bulk-selecting).

It's discipline, not enforcement. Train your team to follow it.

Testing

For any new template:

1. Send to yourself first.
2. Send to a small subset (5–10 candidates).
3. Wait 24 hours; observe open and reply rate.
4. Roll out to the full audience only if the small batch performs.

Tips given the constraints

• Quality over quantity. Personalized 1-touch beats generic 3-touch.
• Use templates for structure, personalize the opening manually.
• Don't blast. Frequency caps don't enforce themselves; restraint comes from your team.
• Track replies and unsubscribes manually. Build the discipline into your team's recruiting process.