Who this is for: Recruiters building or editing a sequence.
How steps work
A sequence is a chain of steps. Each step represents one outreach action — an email, a LinkedIn message, a task, an SMS. Steps execute in order, with configurable delays between them. You can have up to 50 steps in a single sequence.
To add a step, click the + button above or below any existing step card in the sequence builder. Clicking it opens a panel where you choose the step type and configure its content.
Step types and how to configure each
Automated Email
Recruiterflow sends this email automatically on your behalf at the scheduled time.
Choose from saved email templates or write from scratch
Add personalisation tokens (e.g.,
##{{First Name}},##{{Company}}) with fallback valuesAdd an AIRA block to have AI generate a section or the full email body (coming soon)
Use Send as Reply to thread this email onto a previous email in the sequence (available from Step 2 onwards)
Use Preview to see how the email looks for a specific recipient — including AIRA-generated content
Use Test Email to send a test to any email address before launch
Required to launch: Subject line and email body
Manual Email
Recruiterflow prepares this email, but you review and send it manually. It will appear in the Manual Emails tab when it's due.
Configuration is identical to Automated Email
When the step is due, you'll see it in the Manual Emails tab with options to Send, Schedule, or Skip
Required to launch: Subject line and email body
Marketing Email
A bulk email for broad communications — announcements, newsletters, job alerts. Requires your marketing email delivery partner to be connected.
If no integration is set up, you'll be prompted to configure one before this step can be saved
Supports basic personalisation and AIRA blocks
Marketing email threads are not maintained (no "Send as Reply" option)
Required to launch: Subject line and email body
SMS / Text Message
Sends an automated text message to the recipient via your connected SMS provider.
Compose the message with personalisation tokens and fallback values
Add an AIRA block to generate content (coming soon)
Use Preview to see how the message will look for a specific recipient
Required to launch: Message body
Task
Creates a to-do item for the sender when this step is reached — for actions like making a call, sending a connection request manually, or researching a company.
Set a Task Title, task type, description, priority, due date, and reminder
The task is assigned to the sender of the recipient — not to you by default
The task is created when the previous step is completed. Completing the task triggers the timer for the next step
Enable Skip Step if task not completed by due date to automatically advance the recipient if the task is overdue
Tasks appear in both the sequence Tasks tab and the main Tasks page in Recruiterflow
Required to launch: Task title
LinkedIn Connection Request (AIRA Plan only)
Sends a LinkedIn connection request to the recipient from the sender's connected LinkedIn account.
Add a personalised connection note — 200 character limit
Use personalisation tokens with fallback values
If the sender's LinkedIn account is not connected, you'll be prompted to connect it. Recipients reaching this step without a connected LinkedIn account will error out
On Platform and older plans, this step appears greyed out with an upgrade prompt
LinkedIn Message (AIRA Plan only)
Sends a direct LinkedIn message to the recipient. The recipient must already be a first-degree connection.
Compose the message with personalisation tokens
Add an AIRA block to generate content (coming soon)
Use Preview to see the personalised message for a specific recipient
Requires LinkedIn integration to be connected
Required to launch: Message body
Setting delays between steps
Every step has a configurable delay — the number of days to wait after the previous step before executing this one. The default delay is 2 days when a new step is added.
Delays are set in days, from 0 (right away) to a maximum of 365 days
Toggle Skip weekends while counting to exclude Saturdays and Sundays from the delay calculation
For Task steps, the delay sets the due date of the task, not a send time
Delays can be edited at any point, even after launch
Saving steps
The Save button activates as soon as you add or modify content in a step. You can save a step even if required fields (like subject line) are missing — but the sequence won't be launchable until all required fields are filled.
Things to know
Maximum 50 steps per sequence
Steps can be added before or after any existing step using the + buttons
Once at least one recipient has started the sequence, you cannot reorder or remove steps they've already reached — but you can still edit step content and add steps beyond that point
LinkedIn and SMS steps always send from the parent user account, even if an alias is assigned as the sender