Recipes let you automate repetitive actions triggered by stage changes or other events in Recruiterflow. Below are the most common setups to get you started. For a walkthrough of the recipe builder, watch this video.
1. Send an email when a candidate moves to Phone Interview
Automatically reach out to candidates the moment they're advanced to your Phone Interview stage, with no manual email needed.
How to set it up:
Go to the Productivity tab→ Recipes and create a new recipe.
Set the trigger: Job Stage Changes To → select your Phone Interview stage.
Add an action: Send Email. Write a new email or pick from your saved templates.
Use merge tags like *|Candidate.FirstName|* to personalise. You can also insert your calendar link directly in the email body.
Save and activate the recipe.
2. Notify candidates when they're disqualified
Send an automatic rejection email whenever a candidate is moved to a Disqualified stage. This keeps candidates informed without requiring manual follow-up on every rejection.
How to set it up:
Create a new recipe.
Set the trigger: Job Stage Changes To → select your Disqualified stage (or multiple disqualification stages).
Add an action: Send Email. Use a template or write a custom message. Keep it brief and professional. Thank them for their time and close the loop clearly.
Save and activate.
3. Acknowledge new applications automatically
Send a confirmation email as soon as a candidate applies, so they know their application was received. This is especially useful for high-volume job postings.
How to set it up:
Create a new recipe.
Set the trigger: A Candidate is Sourced to a Job (or your first/applied stage, depending on your pipeline setup).
Add an action: Send Email. Use *|Job.Title|* to reference the role they applied for.
Save and activate.
4. Send follow-ups from the recruiter who moved the stage
Use this when several recruiters work the same job and you want each message or task to come from, or go to, whoever moved the candidate. Nobody has to fix the sender or reassign the task by hand.
How to set it up:
Create a new recipe.
Set a Pipeline trigger: Job Stage Changes To → select your stage, such as Client Interview.
Add an action: Send Email or Send Text Message, and set the Sender to the person who moved the stage.
Or add an action: Create a Task, and set Assigned To to the person who moved the stage. For example: "Send prep notes to [Candidate Name]".
Save and activate.
5. Log activities on the timeline automatically
Use this when you want a record of every key step without anyone typing a note. The recipe writes a custom activity on the candidate, job, contact, deal or company each time the trigger fires.
How to set it up:
Create a new recipe and choose a trigger, such as Job Stage Changes To → Client Interview.
Add an action: Create Custom Activity.
Choose the record to associate it with, then write the Activity Note using fields such as candidate name and job title.
Choose who the activity is logged by, then save and activate.
For the records, fields and owners available for each trigger, see Create a Custom Activity Automatically with a Recipe.
6. Go beyond emails: tasks, campaigns, and more
Recipes aren't limited to sending emails. You can use them to:
Create a task for yourself or a teammate when a candidate hits a certain stage. For example, trigger a "Schedule debrief" task when someone reaches Final Interview.
Add a candidate to a sequence based on a stage move. For example, when a candidate is moved to "Disqualified – Not Interested", automatically enroll them in a nurture sequence to reconnect over the next few months.
Tag a contact or update a custom field to keep your CRM data clean as candidates move through your pipeline.
Notify a company segment's owner when a company enters or leaves a Segment. See How to Optimize Your Sales Operations Using Recipes.
Combine triggers and actions creatively to eliminate the manual work that slows your team down.