Outreach Overview

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What Is Recruitier’s Outreach System?

Outreach is where your recruitment work turns into action. After finding the right jobs and identifying promising companies, the outreach system helps you engage contacts through structured, multi-step communication sequences. Instead of sending one-off emails and hoping for the best, Recruitier lets you build repeatable outreach sequences that guide your communication from first contact to follow-up to close. The outreach system supports multiple channels — email (via Gmail or Outlook), LinkedIn messages, LinkedIn connection requests, and phone calls — all organized into timed sequences that keep your pipeline moving without letting anything fall through the cracks. The Outreach page is organized into four tabs: Outreach Flows (your sequence templates), Tone of Voice (communication style settings), Pitch Decks (service description templates), and Job Flows (sequences tied to specific jobs).

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How Outreach Works in Recruitier

The outreach workflow follows a clear pattern that connects your job research directly to action.

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Supported Channels

Recruitier supports four outreach channels, each suited to different stages of your communication sequence.

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Flow Types

Recruitier supports several types of outreach flows to cover different use cases.

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Why Structured Outreach Matters

Recruitment is a relationship business, and relationships are built through consistent, timely communication. Without a structured system, outreach often breaks down in predictable ways:

• Forgetting follow-ups. You send an initial email and then forget to follow up because you got busy with other candidates. Structured flows ensure every contact gets the full sequence.
• Inconsistent messaging. Different recruiters on the same team send different messages with different tones. Shared templates and tone of voice settings maintain brand consistency.
• Losing track of where you stand. With dozens of active opportunities, it becomes impossible to remember who you contacted, when, and through which channel. Flow status tracking solves this.
• Missing the timing window. Recruitment is time-sensitive. A delayed follow-up can mean losing a placement to a faster competitor. Scheduled steps with clear timing keep your outreach on pace.
• No visibility into what works. Without tracking, you cannot tell which messages get opened, which get replies, and which sequences produce the best results. Recruitier’s email tracking gives you this data.

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Flow Statuses

Every outreach flow has a computed status based on the progress of its individual steps. The status is not something you set manually — it is calculated automatically from the state of the flow’s steps.

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How Outreach Connects to the Rest of Recruitier

Outreach does not operate in isolation. It is deeply integrated with every other part of the platform:

• Jobs: Each saved job can have one outreach flow. Starting outreach from a job detail page creates a job-specific flow with context pre-populated. Completing contact steps automatically updates linked candidate-job matches.
• Companies: Company records in your CRM can have outreach flows for business development. Completing outreach steps updates the company’s client status automatically.
• Candidates: When outreach steps are completed for a job, linked candidate-job matches are automatically moved through the pipeline from early stages to “contacted” status.
• Projects: Outreach statistics roll up to the project level, giving you aggregate data on how your outreach is performing across related searches.
• Tone of Voice: Apply saved tone templates to ensure your messages match your brand’s communication style. Managed from the Tone of Voice tab on the Outreach page. Set default tones for email and LinkedIn separately.
• Pitch Decks: Include your recruitment service descriptions in outreach messages to give prospects a clear understanding of what you offer. Managed from the Pitch Decks tab on the Outreach page. Set default pitch decks per channel.
• Email Signatures: Automatically imported from your email provider, cleaned, and appended to every outreach email.
• AI Message Generation: The message composer uses Google Vertex AI to generate contextual drafts using job details, company info, tone of voice, and pitch deck content.
• Real-Time Notifications: All outreach events are delivered via Server-Sent Events (SSE), so the interface updates instantly without polling.

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Email Tracking at a Glance

Every email sent through Recruitier is tracked automatically. Here is what you can monitor:

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Contact Priority Scoring

When working with decision makers, Recruitier automatically assigns a priority score (0-100) based on the contact’s job title. This helps you focus your outreach on the people most likely to have hiring authority.

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Advanced

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How the Outreach System Works Under the Hood

The outreach system is built on several interconnected entities in Recruitier’s PostgreSQL database. Understanding the architecture helps you use the system more effectively. OutreachFlow Entity Every outreach flow is stored as an OutreachFlow record with the following key attributes:

• type: One of JOB, COMPANY, TEMPLATE, or ARCHIVED. The type determines what the flow is linked to and how it behaves.
• status: This is a computed property, not a stored field. It is calculated every time from the flow’s steps — checking whether the flow has steps, whether any are completed, and whether all are completed.
• is_shared: A boolean flag that controls whether agency members can see and use the flow. Only applies to template flows.
• Unique constraints: The database enforces that each job can have at most one flow, and each company can have at most one flow. Attempting to create a second flow for the same job or company will result in an error.

OutreachStep Entity Each step within a flow is an OutreachStep with:

• step_index: A 0-based integer defining the order. Steps must have unique indices within a flow.
• channel: One of EMAIL_MESSAGE, LINKEDIN_MESSAGE, LINKEDIN_CONTACT (connection request), or CALL.
• delay_in_days: The number of days to wait after the previous step before executing this one.
• scheduled_date: Automatically calculated by summing delays from the flow creation date. Not present on template flows.
• message_id: A foreign key linking to a Message record when a message has been composed for this step.
• completed / completed_at: Tracks whether the step has been executed and when.

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How Outreach Connects to the Candidate Pipeline

The pipeline integration is one of the most important automation features. When you mark an outreach step as complete on a contact channel (email, LinkedIn message, LinkedIn connection request, or call), the system:

1. Looks up all candidate_job_matches for the same job.
2. Filters to only matches in early pipeline stages: pending, favorited, or reviewing.
3. Updates those matches to contacted status.

This means your candidate pipeline reflects reality as soon as you take action. You never need to manually update match statuses after sending outreach.

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Real-Time Updates via SSE

The outreach system uses Server-Sent Events (SSE) instead of polling for real-time updates. When an action occurs (message sent, step completed, flow created), the backend publishes an event through Redis pub/sub, which is delivered to your browser via an SSE connection. This means:

• The outreach interface updates instantly when actions complete.
• No database polling is needed — status changes arrive as push notifications.
• Events include: operation_started, search_success, search_error, matching_success, matching_error.
• If your SSE connection drops (network issue, tab sleep), the interface reconnects automatically.

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AI Credit System

Each AI-generated message costs 1 credit. For trial users, credits are deducted from their balance. Paid users have credits included in their subscription. The credit is consumed at the moment of generation, regardless of whether you actually send the resulting message. Plan accordingly — generate messages intentionally rather than speculatively.

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Power User Tips

Optimizing your outreach flow structure

• Keep flows between 3-5 steps for the best completion rates. Longer flows tend to stall after step 4.
• Alternate channels between steps (email, then LinkedIn, then email) for maximum reach.
• Use 0-day delay on the first step and 2-3 day delays between subsequent steps for urgent roles.
• For longer-term nurture sequences, space steps 5-7 days apart.

Using templates effectively across your team

• Create 3-4 standard templates: one for candidate placement, one for business development, one for speculative placement, and one for job marketing.
• Share templates at the agency level so new team members can start outreach immediately.
• When a template consistently produces good results, lock it in by marking it as shared so the whole team benefits.

Understanding the one-flow-per-record constraint

• Each job and each company can have only one active outreach flow at a time. This is intentional — it prevents duplicate outreach and ensures clean tracking.
• If you need to restart outreach for a job, archive the current flow first. This frees the job for a new flow while preserving all historical data.
• Template flows have no such constraint. You can create as many templates as you need.

Maximizing email deliverability

• Because emails are sent through the official Gmail or Outlook APIs using your real account, they inherit your provider’s deliverability reputation. This is significantly better than third-party email services.
• Avoid mass-sending identical messages. The AI composer generates unique messages for each recipient, which helps avoid spam filters.
• Keep initial emails short (3-5 sentences). Long emails with lots of links are more likely to trigger spam filters.

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Next Steps