Who this is for: Recruiters and Admins who want to understand how Recruiterflow manages sending volumes, queuing, and channel limits across sequences.
The core model
Recruiterflow uses a rolling 24-hour window per sender to manage how many messages go out per channel per day. Each sender — whether a user or an alias — has their own capacity. When that capacity is reached, further sends for that sender are queued and dispatched as capacity frees up throughout the day.
This model ensures outreach stays within safe volume limits, protects sender reputation with email and Social providers, and distributes sends smoothly rather than blasting everything at once at a scheduled time.
How senders are assigned
When a sequence launches, each recipient is assigned to one sender from the sequence's sender list. That assignment is fixed for the recipient across all steps — the same sender handles every step of the sequence for that person, regardless of channel.
Assignment follows the Sender Priority rule configured for the sequence. If no priority is set, Recruiterflow distributes recipients across senders using round-robin, respecting each sender's available capacity. See Configuring Senders and Sender Priority for the full breakdown.
One important exception: Social and SMS steps always execute 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.
How capacity and queuing works
Every sender has a daily cap per channel. When a step is due to execute:
If the assigned sender has capacity available, the message sends immediately (subject to the schedule window)
If the sender is at their daily cap for that channel, the send is queued until capacity frees up
Capacity returns continuously as sends from more than 24 hours ago roll out of the window — limits don't reset at midnight
Each recipient gets at most one send attempt per step per day. If a step can't send due to capacity, it waits until the next available slot
Capacity is calculated per sender, per channel, independently. Hitting the LinkedIn daily limit does not affect email capacity, and vice versa.
Channel caps are independent
Email, Social Messages, Social Connection Requests, and SMS each have their own separate daily cap. A sender being at their Social limit does not slow down or delay their email sends for the same recipients.
For aliases: aliases share the email sending capacity of their parent user account. Two aliases under the same user count against the same email cap.
How multiple sequences compete for capacity
When a sender is running multiple sequences simultaneously and their daily cap is reached, Recruiterflow decides which queued sends go out first using this priority order:
Sequence delayed longest — the sequence that has been waiting the most time since its last send gets next priority
Earlier launch time — among sequences delayed equally, the one launched first gets priority
Earlier creation date — tiebreaker if launch times are identical
FIFO within the sequence — within a single sequence, recipients are served in the order they were added
To guarantee a specific sequence gets capacity during busy periods, prioritise it from the Sequences table. See Managing Sequences from the Sequences Table.
Same recipient in multiple sequences
If the same recipient is enrolled in multiple sequences (allowed when the simultaneous sequences toggle is on), the sequence with the earliest scheduled send wins the slot. Other sequences for the same recipient defer until the next available capacity window.
Edge cases
Uneven sender caps
If your sender list includes senders with different daily caps (e.g., one sender can send 50/day and another 30/day), Recruiterflow evenly distributed recipients during round-robin assignment. So if there are two senders - A and B having limit of 50/day and 30/day respectively, each get 50 recipients through round robin if the total recipients in a sequence are 100.
Sender disabled or bounced mid-sequence
If a sender's account is disabled or removed after a sequence launches, recipients assigned to that sender are paused. They remain paused until you explicitly reassign them to an available sender via Sequence Settings → Senders → Remove sender. See Configuring Senders and Sender Priority for reassignment options.
Ownership change after launch
If a recipient's lead ownership changes after a sequence launches, their sender assignment does not change. Sender assignment is fixed at launch and persists for the life of the sequence for that recipient.
Monitoring your daily usage
The Daily Channel Usage Summary widget on the Sequences page shows your current 24-hour send counts per channel and alerts you when LinkedIn limits are reached. See Daily Channel Usage Summary for the full guide.