Who this is for: Recruiters and Admins configuring or troubleshooting sender assignment in sequences.
How sender assignment works
Every sequence has a Sender List - one or more users or aliases who can send outreach on behalf of the sequence. When a recipient is added to a sequence, Recruiterflow assigns them a single sender from this list. That sender is fixed for the recipient across all steps, it doesn't change per step or per channel.
The Sender Priority rule controls how Recruiterflow picks which sender from the list gets assigned to each recipient. If no priority rule is set, Recruiterflow defaults to round-robin across all available senders.
Setting up the sender list
In the sequence creation modal (or in Sequence Settings after launch), open the Sender List dropdown. The dropdown shows:
Users — individual Recruiterflow accounts on your workspace
Aliases — email aliases nested under the user they belong to
Select as many senders or aliases as needed. There's no cap on how many senders you can add. At least one sender is required before the sequence can launch.
Important: LinkedIn and SMS steps always send from the parent user account, even if an alias is assigned as the sender for a recipient. Aliases only affect which email address outbound emails are sent from.
Sender Priority options
Sender Priority tells Recruiterflow which sender to assign to a recipient first. If the priority rule finds a match in the sender list, that sender is assigned. If no match is found, Recruiterflow falls back to round-robin across the remaining senders.
Lead Owner
Assigns the recipient's Lead Owner as their sender, if that Lead Owner is in the sequence's sender list.
Best for: Sequences where you want outreach to feel like it's coming from whoever owns the relationship. Common for BD sequences targeting specific accounts.
Fallback: If the Lead Owner is not in the sender list, or if the recipient has no Lead Owner, round-robin applies.
Recent Communicator
Assigns whoever last sent an email to this recipient in Recruiterflow, if that person is in the sender list.
Best for: Re-engagement sequences where continuity of conversation matters. Ensures the recipient hears from the same person they last spoke with.
Fallback: If the last communicator is not in the sender list, or if no prior communication exists, round-robin applies.
User Adding to Sequence
Assigns whoever adds the recipient to the sequence as their sender.
Best for: Sequences where the recruiter adding recipients is also the one running the outreach. Straightforward and predictable.
Fallback: If the user adding the recipient is not in the sender list, round-robin applies.
Job Recruiter
Assigns the recruiter associated with the job attached to the sequence as the sender, if that recruiter is in the sender list.
Only available when: The sequence is a Candidate sequence and a job has been attached with a specific recruiter assigned to it. If no job is attached, this option doesn't appear.
Best for: Job-specific sourcing sequences where you always want outreach to come from the recruiter who owns the role.
Fallback: If the job's recruiter is not in the sender list, round-robin applies.
No Priority (Round-Robin)
If no Sender Priority is set, Recruiterflow distributes recipients evenly across all senders in the list in round-robin order.
Best for: High-volume sequences where even workload distribution matters more than relationship continuity.
Changing senders after launch
You can add or remove senders from an active sequence in Sequence Settings → Senders.
Adding a sender
New senders are added to the rotation immediately. They will be assigned to new recipients added after the change. Existing recipients keep their already-assigned sender.
Removing a sender
When you remove a sender, a modal asks what to do with the recipients currently assigned to them:
Continue: the removed sender's recipients keep their assignment but no further outreach is sent from that sender. Steps that haven't been reached yet will execute without a sender, which will cause errors. Only use this if the sender's steps are already complete.
Reassign: redistributes the removed sender's recipients to remaining senders in the list via round-robin.
Stop: stops the sequence for all recipients currently assigned to the removed sender.
In most cases, Reassign is the safest option.
Using aliases as senders
Aliases let you send emails from a different address (e.g., outreach@yourfirm.com or firstname@yourfirm.com) while the email is sent through your main connected inbox. Aliases are configured by your Admin in Account Settings → Email Aliases.
When an alias is selected as a sender:
Email steps are sent from the alias address
LinkedIn and SMS steps are still sent from the parent user's account, the alias has no effect on these channels
Replies to alias emails land in the parent user's inbox