EVA Bot Campaigns

The EVA Bot Campaign Management feature is designed to help clients effectively engage with their talent pool and achieve their goals. The articles will walk you through the process of setting up and tracking the success of campaigns using EVA Bot. 

Understanding EVA Bot Campaigns

EVABot takes the concept of email marketing campaigns and enhances it by introducing instant interaction through a chatbot. With EVABot, you can create targeted candidate campaigns that are personalized, relevant, and automated, allowing for on-demand candidate engagement.

How It Works

Candidates receive an email based on the terms of your campaign, inviting them to chat with EVABot. Within the email, candidates are directed to a web chat window where EVABot asks questions, listens, and responds appropriately.

Conceptualize the Campaign

Before setting up your campaign, defining its purpose and what you want to achieve is essential. For example, you might want to update CVs in your database or ask candidates specific questions. Mapping out the questions they want to ask and envisioning the candidates' potential responses can be helpful. You can also set up internal KPIs to measure your campaign's success.

To give an idea, find below some EVA Bot most common use cases:

• Update your outdated talent data

• Get talent's availability or determine when you should follow up with them when they will be available.

• Self-assignment of skills

• Internal mobility

• Nurturing

• Surveys

Designing Your Campaign: Step-by-Step

Navigate to the EVA Bot Campaign Management section by selecting the "AI Bot" button on the navigation bar, then choose the "EVA Bot Campaigns" tab.

In the new window, you can define the campaign workflows that EVABot will follow. Pay attention to the following details:

• Name: Choose a name for your campaign. This name is for internal use and won't be displayed to talents.

• List: Assign the target list for your re-engage campaign. Segmenting your candidate list and building a target audience is crucial for a successful campaign. EVA's Smart List feature automates the process of building segmented lists (Smart Lists & Sharing Lists ).

• Candidates per day: Determine the number of candidates you want to contact each day.

• Send email (Create Schedule): Define the time slots when EVABot should engage with candidates, including the start and end times.

Once you have defined this you can then create a new campaign, click on the green plus icon in the center of the screen. In the new window, provide the following general information:

• Name: Enter a name for your campaign.

• List: Select the targeted campaign list. You can choose from already created manual or smart lists. Keep in mind that candidates added after the campaign's launch and during its active phase will also receive the email.

• Emails per day: Specify the number of emails to be sent daily. We recommend not exceeding a total of 5000 emails per day, distributed over at least an 8-hour time range.
  This enables you to distribute the outreach to a specific number of people per day. If your goal is to reach everyone on the list simultaneously, it's advisable to set this number higher than the total count of people in the list.

• Send Email and timezone: Set the time frame for when the emails should be sent.

• Repeat: Enable this function to resend the email if the talent doesn't complete all the targets included in the campaign. The repeat frequency is customizable to suit your needs, such as once every week or every two days.

Once you have configured the general information, click on "submit" to create your campaign.

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Once you have completed the initial setup and are satisfied with the configuration, click on the 'Submit' button to proceed.

Defining Specific Targets

To configure the questions you want EVABot to ask, navigate to the 'Campaign targets' tab, which will direct you to a full-screen page.

Campaign targets are created based on conversation workflows that EVABot follows within your desired campaign. Each question is built upon an existing question within EVABot's conversation topics.

On the right side of the window, you can edit the chatbot conversation flow. You can add relevant questions to your campaign by clicking on 'select more'.

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To include custom questions that you have already added, you can find them in the dropdown menu after clicking 'select more'. You will see the full question written and can select it. For custom questions, be sure to select the full question, not the field name. For example ‘discuss what are your career goals?’ and not ‘discuss career goals’.

For easier management, you can drag and drop the questions in the right panel to arrange them in the desired order of asking.

It's important to understand the distinction between 'required' and 'not specified' or 'not required' targets. If a question is marked as required, talents will not see a 'skip' button and will be unable to bypass the question unless they provide a response. On the other hand, if a question is 'not required' or not specified, talents will have the option to skip the question using the 'skip' button. Additionally, custom questions always have the 'skip' option available.

By defining specific targets, you can customize the conversation flow and ensure that EVABot asks the right questions to engage talents effectively.

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After clicking on 'Submit', the questions and their order will be configured accordingly.

How to Rephrase Targets

If you wish to review and rephrase the way questions are asked, then you should do it under the 'conversation topics'.  Go back to the AIBot section and select 'conversation topics'. Here, you will have access to all the lists of targets, allowing you to make changes to how the questions are presented.

For instance, if you want to rephrase the target 'get fresh CV', you can click on 'conversation topics' and choose the 'registration/upload CV' option and then on the ‘rephrasing’ tab. This will enable you to modify the wording of the question to better suit your campaign's needs.

By revisiting the 'conversation topics', you have the flexibility to refine and adjust the questions to ensure effective communication with talents.

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To reword how the bot asks a specific target, click on the 'rephrasing' tab. This will open the configuration for that particular topic, allowing you to customize the wording used by the bot.

Each target is divided into different 'examples', which represent conversations between the bot (Eva) and the talent. Eva's statements will be highlighted in blue, with Eva's name next to them, while the talent's responses will be highlighted in grey and labeled as 'candidate'.

These examples serve as a reference, helping you configure the appropriate responses based on how the talent interacts with the bot. If a candidate responds in a certain way, you can adjust the corresponding answer for that specific target.

By utilizing the 'rephrasing' tab and reviewing the examples, you can ensure that the bot's communication aligns with your desired conversation flow.

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In the provided screenshot, you can observe an example under 'example 1' where the blue text represents how Eva asks for the CV, and if the candidate uploads their CV, Eva's acknowledgment is displayed.

To edit the wording according to your preferences, simply click on the pencil icon next to Eva's box. From there, select 'edit' to modify the text as desired. Once you have made the necessary changes, save them by clicking on 'submit'.

We highly recommend reviewing each conversation topic included in the campaign before activating it. 

By carefully reviewing and adjusting the conversation topics, you can ensure that the interactions between Eva and the talents are tailored to the client specific requirements.

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Customize the Invitation Email

Once your campaign is activated, an email will be sent to the talents in your list. To modify the wording of the invitation email template, navigate to the 'Invitation email' tab.

To edit the selected template, locate the pencil icon located at the top right corner of the screen and click on it. This will allow you to make changes to the email content and tailor it according to your preferences.

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On this page, you can edit the subject line and template. The HTML format is recommended for enriching the body of the email.

You can click on the ‘preview’ button to see how the email will look like.

After you have completed editing the email template, click 'submit' to save your changes.

Refining the Conversation Flow

Now it's time to tailor the rephrasing tab, which allows you to provide a unique introduction and outline the next steps for the campaign using EvaBot.

In engagement campaigns, the conversation flow of EVABot typically combines general Eva topics that can be configured in the 'conversation topics' section with specific topics that can be adjusted directly on the campaign page.

The conversation will follow the following flow:

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For rephrasing the 'general greetings' and 'example 4' of the 'registration/application' topic, you will need to configure the onboarding topics. However, to configure the 'explain campaign target', 'express gratitude', and 'explain next steps', follow these steps:

1. Click on the 'Rephrasing' tab.

2. Update each box by clicking on the small pencil icon next to it.

3. This will allow you to make changes and customize the wording according to your requirements.

By utilizing the rephrasing tab and adjusting the content in each box, you can ensure that the conversation aligns with your desired tone and provides a clear understanding of the campaign's purpose and next steps.

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Explain Campaign Target: This is where you communicate the specific motivation behind the engagement campaign to the candidate. For example, you could say, "Please update your profile with your new work experience so we can match you with job opportunities that align with your skillset." It's crucial to configure this message effectively to ensure that talents are aware of what is expected from them.

Express Gratitude: This text expresses gratitude to the talent and informs them that the questions have been completed. It could be as simple as conveying appreciation for their participation.

Explain Next Steps: This part of the dialogue explains to the candidates what the next steps will be after completing the chat with the chatbot. For instance, you could say, "One of our recruiters will contact you within the next 48 hours to discuss potential job opportunities."

Once you have edited all the targets to your satisfaction, remember to click on 'Submit' to save your changes.

Test and Launch the Campaign

Before launching the campaign, it is advisable to conduct a test using a test candidate to ensure that everything is functioning as expected. Follow these steps:

1. Create a copy of the campaign you wish to launch.

2. Set up a test candidate and ensure they are added to the list.

3. Go to the 'General Information' section and activate the campaign by clicking on the 'Activate' button.

4. Generally, after approximately 10 minutes, the email will be sent. Check your test account to receive the email and proceed with the campaign as a test to ensure everything is working as intended.

Activate Your Campaign

If you are then satisfied with the test results, you can proceed to activate the main campaign by clicking on 'Activate' in the 'General Information' tab.

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After clicking the 'activate' button, the email-sending process will commence based on the configured send email time. You can monitor the progress of email delivery in the 'candidates' tab of your engagement campaign.