Client Activity Timeline
The activity timeline is a chronological record of everything that has happened with a client company. It aggregates activities from multiple sources into a single, time-ordered view, giving you complete context about the history of your relationship with any company. Think of it as the memory of your client relationship — every touchpoint, every decision, every note is preserved here.What the Activity Timeline Shows
The timeline displays activities from three distinct sources, all merged into one chronological view:Company-Level Activities
These are actions taken directly at the company level:| Activity Type | Description |
|---|---|
| Status Change | When the company’s pipeline status changes (e.g., Prospect to Contacted). Shows both the old and new status, plus any context added by the user who made the change. |
| Note | Manual notes added by team members about the company. Contains free-text insights, observations, and action items. |
| Call | Records of phone calls made to or about the company, including who was called and the outcome. |
| Records of email communications sent to company contacts. | |
| Meeting | Records of meetings held with company representatives, including attendees and key takeaways. |
| Outreach Sent | When an outreach message was sent to a company contact through Recruitier’s outreach tools. |
| Contact Detail Added | When new contact information was added to the company record. |
| Company Tracked | When the company was first added to the pipeline — the starting point of the relationship. |
Job Notes
Notes that were added to individual jobs belonging to this company. These are surfaced in the company timeline because job-specific context is relevant to the overall client relationship. Each job note shows:- The note content
- Which specific job the note was added to (with job title for context)
- Who wrote the note and when
Job Outreach Steps
Completed outreach steps on jobs belonging to the company. When you have a job from this company in your pipeline and you complete outreach steps (like sending a LinkedIn message or making a call about a specific role), those steps appear in the company timeline. This ensures that all touchpoints with the company are visible in one place, even if they were initiated from a job-level workflow.How Activities Are Logged
Activities enter the timeline through different mechanisms:Automatic Logging
Some activities are logged automatically by the system:
- Status changes are recorded whenever you change a company’s pipeline status, including the old and new status
- “Company Tracked” is logged when you first save a company to your pipeline
- Outreach steps are logged when completed through Recruitier’s outreach tools
- Auto-status updates (like Prospect to Contacted on first outreach) are logged with a note indicating they were automatic
- Contact additions are logged when new contacts are discovered or added
Manual Logging
Other activities are added by you or your team members:
- Notes can be added at any time from the company detail page
- Call records and meeting records are added manually after the interaction
- Any free-form activity can be recorded with a description and optional contact association
Activity Details
Each activity in the timeline includes:| Field | Description |
|---|---|
| Activity Type | The type of activity (status_change, note, call, email, outreach_sent, etc.) |
| Description | The content or description of the activity |
| Author | Who performed or recorded the activity (user name) |
| Timestamp | When the activity occurred |
| Contact Name | If the activity was related to a specific contact, their name is shown |
| Status Change Info | For status changes, the old and new status are displayed with colored badges |
| Extra Data | Additional context like loss reasons for Lost status changes (stored as JSONB) |
| Source Type | Whether the activity is a company-level, job note, or job outreach activity |
| Job Title | For job-related activities, the title of the associated job for context |
Using the Timeline for Follow-Up Context
The activity timeline is essential for maintaining continuity in your client relationships, especially when working in a team. Here are the key use cases:Before a Follow-Up
Before reaching out to a company again, check the timeline to:Review Last Interaction
When was the last touchpoint? What was discussed? This prevents you from repeating yourself or missing important context from a previous conversation. Check the most recent 3-4 activities for current context.
Check Colleague Activity
In an agency setting, a colleague may have interacted with the company since your last touchpoint. The timeline shows all team activity, so you know the full picture before reaching out. This prevents the embarrassment of contradicting or duplicating a colleague’s outreach.
After a Meeting or Call
After any interaction with the company:- Add a note immediately while the details are fresh. Do not wait until the end of the day — important details fade quickly.
- Record key takeaways — What did you discuss? What are the next steps? Any concerns or objections raised?
- Update the status if appropriate — Did you have a meeting? Did they express interest? Did they decline?
- Note specific people — Who did you speak with? What was their reaction? Were there other stakeholders mentioned?
Preparing for a Meeting
The timeline is your briefing document before any meeting with a company:- Review the entire history of interactions chronologically
- Note any commitments you or colleagues have made (and whether they were fulfilled)
- Check the status progression to understand the sales journey so far
- Look for any recurring themes, concerns, or objections
- Identify the specific people who have been involved in the conversation
Adding Manual Notes
Notes are the most common manually-added activity. To add a note:Find the Notes Section
Internal notes are accessible from the company detail page, typically in a dedicated tab or section.
Write Your Note
Enter the content of your note. Be specific and include relevant details like dates, names, outcomes, and next steps.
Effective Note-Taking
Good notes share several characteristics:- Specific — “Spoke with Jan on March 5, he is interested in Java developers for their Amsterdam office” is better than “Had a call, went well”
- Actionable — Include next steps. “Follow up in 2 weeks with Java candidate profiles” gives you a clear to-do item.
- Contextual — Reference specific jobs, roles, or conversations. “Re: their Senior DevOps posting (ref: the Kubernetes role posted Feb 15)” connects the note to specific opportunities.
- Timely — Add notes as soon as possible after the interaction. Memory fades quickly, and details matter.
- Structured — For longer notes, use a consistent format: Who/What/Outcome/Next Steps. This makes notes scannable when reviewing the timeline.
Activity Visibility
All activities in the timeline are visible to all members of your agency. This means:- Your notes are visible to colleagues
- Colleague notes are visible to you
- Status changes by any team member appear in the shared timeline
- Outreach activities from any team member are included
Shared visibility means that handing off a client relationship to a colleague requires zero formal “handover.” The timeline contains the complete history. Your colleague can read through it and immediately have full context for continuing the relationship.
Timeline Limits
The activity timeline shows the most recent activities, capped at 50 entries per load. For companies with very long histories, older activities can be loaded through pagination. The activities are always sorted with the most recent first, so the current context is always immediately visible at the top.Aggregation Across Sources
One of the most valuable aspects of the activity timeline is that it merges activities from different parts of the platform:- A note you added on a specific job at this company appears alongside company-level notes.
- An outreach step completed from a job workflow appears in the company timeline.
- Status changes appear chronologically interleaved with notes and outreach.
- Contact discovery activities appear alongside your manual interactions.
The timeline merges activities from different sources and normalizes timestamps for consistent chronological ordering. Activities are sorted by their creation timestamp, and all activities use UTC internally. If you notice any discrepancies in ordering, this is typically due to minor timestamp differences between when activities were originally recorded.
Advanced
How the Activity Timeline Works Under the Hood
The activity timeline is powered by the ClientCompanyActivity entity, which stores individual activity records with the following structure:id: Unique UUID identifiercompany_id: Links to the Company (your tracked relationship) recorduser_id: The user who performed the activityactivity_type: Enum value identifying the type (status_change, note, outreach_sent, meeting_scheduled, contact_detail_added)description: Free-text description of the activityold_status/new_status: For status_change activities, the previous and current pipeline statusextra_data: JSONB field for additional structured data (loss reasons, contact info, etc.)created_at: Timestamp of when the activity was recorded
- ClientCompanyActivity records for the company
- Job notes from jobs linked to the same GlobalCompany
- Job outreach steps from the outreach workflow on related jobs
Activity Types and Their Data
| Activity Type | Description Field Contains | Extra Data Contains |
|---|---|---|
status_change | User-provided context for the transition | Loss reason (for Lost transitions) |
note | The note content | Optional metadata |
outreach_sent | Description of the outreach action | Channel, recipient info |
meeting_scheduled | Meeting details and outcome | Date, attendees |
contact_detail_added | Description of the new contact | Contact type, value |
Immutability
Activity records are immutable — once created, they cannot be edited or deleted. This design ensures:- A complete audit trail of all interactions
- Accountability for all actions (every record has a user_id)
- Consistency for team collaboration (no one can retroactively alter the history)
Connection to Other Features
- Status Pipeline: Every status change in the pipeline creates an activity record. The timeline shows the complete status history of the company, including all transitions, reasons, and timestamps.
- Decision Makers: When contacts are discovered or added, a
contact_detail_addedactivity may be created, making discovery events visible in the timeline. - Company Detail Page: The timeline is displayed as a section on the company detail page, integrated alongside jobs, contacts, and notes.
- Kanban Board: Status changes made via drag-and-drop on the Kanban board create the same activity records as changes made through the detail page.
Power User Tips
- Use the timeline as your CRM: The activity timeline, combined with notes and status tracking, provides full CRM functionality for each client. You do not need an external CRM system for tracking your recruitment BD activities.
- Set note-taking standards for your team: Agree on a minimum note format (Who/What/Outcome/Next Steps) so that anyone reading the timeline can quickly extract actionable information.
- Review timelines before meetings: Spending 2 minutes reading through a company’s timeline before a call or meeting puts you in full context and prevents awkward repetition.
- Watch the gap between activities: If the most recent activity on a “Contacted” company was 3 weeks ago, that is a signal to either follow up or move to Lost. The timeline makes these gaps visible.
- Job-level activities provide depth: Notes on specific job postings (like “This Java role seems ideal for my candidate Pieter”) provide richer context than generic company-level notes. Use both levels for a complete picture.
Business Logic Rules
- Activity records are created automatically for status changes and system-initiated actions.
- Manual notes, calls, and meeting records must be explicitly created by a user.
- All activities are linked to both the Company record and the user who created them.
- The timeline displays a maximum of 50 activities per load, with pagination for older records.
- Activities are sorted by
created_attimestamp in descending order (newest first). - All team members in an agency can see all activities on shared Company records.
Related
- Company Detail Page — Where the timeline is displayed
- Status Pipeline — Status changes that appear in the timeline
- Decision Makers — Contact discovery events in the timeline
- Client Management Overview — How activity tracking fits into the workflow