Every time an email arrives at your Recruiterflow logging address, the system scans it to figure out which candidate or contact profiles it belongs to. Here's exactly how that matching works - and what to expect in edge cases.
How matching works
Recruiterflow parses the To and CC fields of the inbound email and compares every address against Candidate and Contact records in your account.
Match found → the email is logged to that entity's Conversations tab.
Multiple matches found (e.g., a candidate and a contact are both recipients) → the email logs independently to each matched profile.
No match found → the email goes into an unmatched queue. It doesn't appear on any profile, but you can manually associate it later.
Note: The BCC field is not parsed. BCC recipients are stripped from email headers during delivery, so only To and CC addresses are used for matching.
Practical example
You send an email to a candidate (candidate@email.com) and CC a hiring manager contact (contact@client.com). You also CC the logging address.
Recruiterflow finds
candidate@email.comin the To field → matches a Candidate → logs the email to their profile.Recruiterflow finds
contact@client.comin the CC field → matches a Contact → logs the same email to their profile independently.Both profiles now show the same email in their Conversations tab.
How sender attribution works
The email is attributed to the Recruiterflow user whose email address matches the From field.
From address matches a Recruiterflow user → attributed to that user by name.
From address doesn't match any user (e.g., a forwarded email or external party) → attributed as External.
From address belongs to someone not in your Recruiterflow account at all → email will not be logged.
Edge cases to know
Email address mismatch: Matching is exact. If the candidate's profile has
john.smith@email.combut you emailedjsmith@email.com, no match is found and the email won't log.Some recipients not in Recruiterflow: Only addresses that match an existing profile get logged. Unrecognized addresses are ignored.
Duplicate emails: Recruiterflow deduplicates by message ID — the same email is never logged more than once.
Large group emails: Matching runs against all To/CC addresses, no matter how many recipients.
OAuth-connected accounts: If your account already syncs email via Gmail or Outlook OAuth, BCC logging is bypassed for that account to prevent duplicate records.