Use an email step when you want to approach candidates by email from within a campaign. This is often the foundation of a campaign, because it gives you a personal and scalable first contact moment.
An email step includes a send moment, sender, subject line, message content, and optional settings such as Cc, Bcc, variables, or AI prompts.
Where to find it
Open a campaign and add a step of the type E-mail in the campaign builder.
In the email step, you configure all parts of your message. This is where you decide who the sender is, what the email says, and which tools you use to personalize, review, and test the message before it is sent.
Set the send moment
At the top of the step, choose when the email should be sent. You can send it as soon as the candidate reaches this step, or schedule it after a number of days or working days.
You can also choose a specific time of day. That lets you decide whether a follow-up email is sent immediately, after three working days, or at a fixed moment during the day.
Also check the time zone for scheduled steps. The selected time zone is stored for your campaign and determines how NIXZ interprets the configured time.
Choose the sender
In the From field, choose which email account sends the message. You can select an already connected email account or connect your Gmail or Outlook account if no sending account is available yet.
Always check that the correct account is selected before you activate the campaign. The sender determines how the candidate receives your message and where replies will go.
Automatically retrieve contact details
In the campaign builder, you can indicate whether credits may be used automatically to retrieve contact details for candidates who do not yet have an email address available.
This is useful when you want to start a campaign with a broader selection of candidates without manually requesting contact details for each person. Depending on your settings and available credits, NIXZ then tries to enrich missing contact details automatically.
Write the subject and message
The subject line and message content largely determine whether a candidate opens your email and responds.
Choose a short, clear subject line that immediately triggers interest. Then write the message as if you are approaching the candidate personally: a short introduction, a clear reason for contact, and a simple follow-up question usually work best. With variables, you can automatically include candidate or vacancy data to make the message more personal.
Keep your message simple and human. Use variables and AI features as support, but always check whether the final result still reads naturally.
Use variables
You can use variables to make your message more personal. In the subject line, add variables with the plus icon. In the message body, use the Add variable dropdown.
For example, use variables such as name, job title, location, or other available profile fields. If the campaign is linked to a vacancy, vacancy fields may also be available.
Only use variables when you are sure the data is available and usable. That prevents a message from being technically correct but still sounding unnatural.
Add AI prompts
Besides fixed text and variables, you can also add an AI prompt to your email step. This lets NIXZ generate part of the message based on the available context.
AI can, for example, use information from the candidate profile, such as experience, skills, or background. If a vacancy was selected when the campaign was created, the vacancy context can also be used.
This helps make messages more personal and relevant without writing separate text for every candidate by hand. Always review generated text before activating the campaign.
Improve your message
While writing, you can use Rewrite to sharpen or reformulate text. With Spell check, you can review whether the message is clean and free of errors.
Use these features as support, not as a replacement for your own review. Always check whether tone, content, and context fit the target group of your campaign.
Auto-save
Changes you make in an email step are saved automatically. You do not need to save them manually. The save status in the builder shows whether the latest change has been processed.
Still, always wait a moment until the change has been processed before leaving the campaign or testing the message, so you know you are working with the latest version.
Test before sending
Before you activate a campaign, it is wise to test your message. Use Send test email to check how the subject, content, variables, and any AI-generated text appear in a real email. In the preview, you can choose a candidate to use in the example and enter the email address that should receive the test message. The selected candidate does not receive anything; only the entered email address receives the test email.
Practical use
A good email step feels personal while still remaining scalable. Use variables and AI prompts to make messages more relevant, but keep control over the content yourself. Always test your message before activating the campaign, especially when you use automatic contact enrichment or dynamic text.