Recipes let you automate repetitive actions in Recruiterflow, such as sending emails, moving candidates, creating tasks, logging activities and updating fields, without any manual work each time the trigger fires.
What is a Recipe?
A Recipe is an automation rule made up of three parts: a trigger (what starts the recipe), optional filters (which records it applies to), and an action (what Recruiterflow does automatically). You can chain multiple triggers in one recipe. The action fires when any one of them is satisfied, but only once per record even if all triggers match.
How to create a Recipe
Go to the Recipes page in the main navigation.
Click Create Recipe.
Choose your trigger, the event that starts the automation.
Optionally, add filters to narrow which records the recipe applies to (for example, only candidates from a specific source, or jobs in a specific stage).
Set the action, what Recruiterflow should do when the trigger fires.
Save and activate the recipe.
Triggers
A trigger is the event that kicks off the recipe. Triggers are grouped by the record they watch, in this order: Candidate, Pipeline, Job, Post Placement Engagement, Revenue, Contact, Deal and Company.
Across these groups you can trigger on stage changes, applications, sourcing, disqualification, job-level events, post-placement events, segment changes and date-based conditions.
Segment triggers are available for four record types, and they use the same names:
Candidate enters Segment and Candidate leaves Segment
Job enters Segment and Job leaves Segment
Contact enters Segment and Contact leaves Segment
Company enters Segment and Company leaves Segment
For details on each trigger type, see the related articles below.
Filters
Filters narrow the recipe's scope. For example, you can run a recipe only on candidates from a specific source, only on jobs with a particular status, or only on companies that match a Company filter. Leaving filters empty means the recipe runs on all records that match the trigger.
Actions
Actions are what Recruiterflow executes when a recipe fires. Available actions include:
Move a candidate to a new stage
Send an email or text message
Add a candidate to a campaign
Create a task
Create a custom activity on a record's timeline
Update fields on candidate or contact profiles
Send a webhook, or post to Slack or Microsoft Teams
You can also set a delay so the action fires a set amount of time after the trigger. This is useful for sequences that need to feel less automated.
Log activities automatically with Create Custom Activity
Use Create Custom Activity when you want the recipe to write an entry on a candidate, job, contact, deal or company timeline. The activity time is the moment the recipe ran, and you can write the Activity Note using fields from the trigger's records. See Create a Custom Activity Automatically with a Recipe for the full list of records and fields available for each trigger.
Use the person who moved the stage
On Pipeline triggers, the person who moved the candidate to the new stage is available in two places:
As the Sender for the Send Email and Send Text Message actions, so the message goes out from the recruiter who made the move.
As the Assigned To user for the Create a Task action, so the follow-up lands with that same recruiter.
Use the job close reason
When a recipe starts from a job closing, Job Close Reason is available in the job field selector for Send Email, Create Task, Send Webhook, Slack and Teams. If a job has more than one close reason, they are separated by commas, and two reasons are joined with "and".
A practical example
Your team gets a high volume of applicants who don't meet the minimum requirements. Instead of sending rejection emails manually, set up a recipe: trigger on "Candidate disqualified" from the Applied stage, then send a rejection email using your rejection template. Every disqualified applicant gets a timely, professional response with zero manual effort.
Things to know
If a candidate satisfies multiple triggers in the same recipe, the action still fires only once per record.
Recipes can be paused or edited at any time from the Recipes page.
Email delays let you control exactly when automated messages go out after a trigger fires.
Recipes work across candidate, job, contact, company and deal records, not just candidate stage changes.
The Create Custom Activity action does not let you set a custom activity time. It always uses the time the recipe ran.