When an email arrives at your Recruiterflow logging address, the system scans the email for addresses it recognises and logs it to the right profiles. Here's exactly how that matching works, and what happens in edge cases.
How entity matching works
Recruiterflow parses the To and CC fields of the inbound email and compares every email address against Candidate and Contact records in your account.
If a match is found, the email is logged to that entity's Conversations tab.
If multiple matches are found (e.g., both a candidate and a contact are recipients), the email is independently logged to each matched profile.
If no match is found, the email is stored internally but does not appear on any profile. It goes into an unmatched email queue where you can manually associate it later.
Important: The BCC field is not parsed. This is a technical constraint of email delivery. BCC recipients are stripped from email headers before the email is delivered. 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 in your account and logs the email to their profile.Recruiterflow finds
contact@client.comin the CC field, matches a Contact in your account and 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 of the inbound email.
If the sender (From address) matches a Recruiterflow user on your account, the email is attributed to that user by name.
If the From address doesn't match any user, for example, a forwarded email or an email from an external party - it's attributed as External.
If the sender is not in your Recruiterflow user list at all, the email will not be logged.
Edge cases to know
Email address mismatch: Matching is exact. If the candidate's email in Recruiterflow is
john.smith@email.combut you emailedjsmith@email.com, no match is found and the email won't log to their profile.Multiple recipients, some in Recruiterflow and some not: Only addresses that match an existing profile get logged. Unrecognised addresses are ignored.
Duplicate emails: If the same email (identified by its message ID) arrives twice, Recruiterflow deduplicates and logs it only once.
Bulk emails: Matching runs against all To/CC addresses, even in large emails with many recipients.
OAuth-connected accounts: If your account already has Gmail/Outlook OAuth connected and someone CCs or BCCs the logging address, the email will not be logged via the BCC method to prevent duplicates.