A campaign lets you email a batch of coaches at once instead of one at a time. You pick who to contact, choose a template, personalize what needs personalizing, and ProductiveRecruit paces the sends out so they don't look like a blast. Campaigns are a Pro feature, available during your trial and on a paid plan.
1. Select coaches to email
Start from Select coaches to email. Filter by sport, division (NCAA D1/D2/D3, NAIA, junior college), conference, or state, or search by name. Flip on target list only to stick to schools already on your target list, or narrow further with up to three tags. Picking a tag automatically switches the scope to target-list-only.
You can select up to 50 coaches per campaign. If you try to go over, the list clamps and you'll see a reminder that 50 is the max. Your selection is also capped by however many emails you have left to send — see deliverability & limits.
2. Choose a template and name your campaign
Pick an existing email template. Every athlete starts with a default Introduction Email, and you can build more with the AI template generator. ProductiveRecruit names the campaign after the template and today's date, and you can rename it. A preview tab shows the raw {{tags}} next to what they'll actually look like once filled in with real coach and college info.
3. Personalize and send
This is where you fine-tune each message before it goes out. The left side lists your selected recipients; the right side shows the rendered subject and body for whoever's selected, with the coach's name and college already filled in.
Edit any recipient's subject or body and it's saved as a personal touch just for them. The rest of the batch keeps the template as-is. Went too far or want to start over? Reset brings that recipient back to the template's default wording. Any attachment on your template rides along automatically on every email in the campaign. You can also send yourself a test copy of the currently-selected message before committing to the real batch.
When you're ready, confirm the send count in the popup and you're off. Once a campaign is sending, you can't start a second one until it finishes — this keeps the pacing predictable and avoids tripping Gmail's spam filters.
How sending is paced
ProductiveRecruit doesn't fire all your emails at once. The first email goes out right away, and each one after that follows with a random gap of roughly one to two minutes. For a full 50-coach campaign, that spreads sending out over about an hour to an hour and a half — well inside the range that keeps your Gmail account looking like a real person, not a bot. Track progress on the campaign review screen, which updates live and gives you an estimated time remaining.
Managing campaigns
A campaign moves through three states: Draft, Sending, and Sent. If you leave the wizard partway through step 3, your progress is saved as a Draft you can pick back up later. Only Draft campaigns can be deleted. Once a campaign starts sending, it's kept permanently so you have a record of what went out and how it performed.
What's next
- Fine-tune your messages in Reviewing & personalizing once your campaign is underway.
- Check your daily and lifetime sending caps in Deliverability & sending limits.
- Build a template built for campaigns in Email templates & variables or generate one in AI email template generator.