Use the Create Custom Activity action when you want a Recipe to log an activity on a record for you, so your team's timeline stays complete without anyone typing a note. This is most useful for agencies that track every touchpoint, such as a stage change, a deal moving forward or a new contact being added, and want that history written automatically.
What the action does
When a Recipe reaches the Create Custom Activity action, Recruiterflow adds a custom activity to the timeline of the record you choose. The activity time is the time the Recipe ran. You set the Subject and the Activity Note, and you can insert fields from the trigger's records, the same way you do when you log an activity by hand.
How to add the action to a Recipe
Go to the Recipes page and open an existing Recipe, or click Create Recipe.
Pick a trigger. For example, Candidate moves to a stage.
Click + Action and choose Create Custom Activity.
Choose the Custom Activity type.
Choose the record to Associate with. The options depend on your trigger (see the table below).
Write the Activity Note. Use the field selector to insert details such as the candidate name, job title or company.
Choose who the activity type and who it is logged By.
Click Save recipe and turn the Recipe on.
What you can log, by trigger
The trigger decides which records the activity can attach to, which fields you can use in the text, and who can be listed as the person who logged it.
Trigger | Activity can be on | Associate with | Fields available | Activity by |
Candidate | Candidate | Candidate (required) | Candidate fields | Lead Owner, or the person who added the candidate |
Pipeline | Candidate or Job | Candidate, Job, Job Company, Job Contact | Candidate, Job, Job Company and Job Contact fields | Candidate Owner, the person moving the stage, Job Recruiter, Job Account Manager, Job Creator, Job Company Owner, Job Contact Owner |
Contact | Contact or Company | Contact, Company | Contact and Company fields | Lead Owner, the person who added the Contact, Contact Company Owner |
Deal | Deal, Contact or Company | Deal, Deal Contact, Deal Company | Deal, Deal Contact and Deal Company fields | Deal Owner, Deal Company Owner, and the person moving the stage when the trigger is a deal stage change |
Job | Job, Company or Contact | Job, Job Company, Job Contact | Job, Job Company and Job Contact fields | Recruiter, Account Manager, Job Creator, Job Company Owner, Job Contact Owner |
Rules to know
Required records depend on the activity type. On a Pipeline trigger, a candidate activity needs the candidate, and a job activity needs the job. On a Contact trigger, a contact activity needs the contact, and a company activity needs the company.
Fields with more than one value are comma-separated. If a field in your note resolves to several records, the activity lists them separated by commas.
One person is chosen when several qualify. If more than one person could be the "Activity by" user, Recruiterflow picks one at random.
Activity Note are editable. You get the same formatting options you have when logging an activity manually.
Example: log every time a candidate reaches Client Interview
A recruiting agency wants a clear timeline entry whenever a candidate is moved to Client Interview.
Trigger: Candidate moves to a stage, stage Client Interview.
Action: Create Custom Activity, associated with the Candidate.
Subject: Moved to Client Interview for [Job Title].
Activity Note: [Candidate Name] moved to Client Interview at [Job Company] by [person moving the stage].
Activity by: Person moving the stage.
Every move to Client Interview now writes its own timeline entry, with the date and time of the move.
What this action does not do
It does not log an activity on a record outside the options listed for your trigger.
It does not let you set a custom activity time. The time is always when the Recipe ran.
It does not log an activity if the required record for the chosen activity type is missing from the trigger.