1. How to add an updated CV/resume to the candidate profile
1. How to add an updated CV/resume to the candidate profile
You can update a candidate’s resume in two ways, depending on whether you want to replace the existing resume or keep multiple versions.
Or if you want to add the updated CV to the files section, then
1. Go to the details page of any record (The image below is of a candidate's details page)-> click on files on the right side of the page.
2. Click on choose file -> select the file you want to upload -> click upload -> That's it!
You can also just drag & drop the file.
2. Can we integrate the Calendly account with Recruitcrm/Recruit CRM/RCRM?
2. Can we integrate the Calendly account with Recruitcrm/Recruit CRM/RCRM?
Yes, it is possible to integrate Calendly with Recruit CRM.
You can:
Add your Calendly link to an email template and share it with candidates or contacts
Include your Calendly link in your email signature
Use Workflow Automation to automatically send Calendly links based on specific triggers
Recruit CRM’s Workflow Automation is an add-on available across all plans (Free Trial, Pro, Business, and Enterprise). It allows you to automate actions between apps without coding and includes setup assistance and ongoing support.
Recruit CRM has an in-built automation tool called “Workflow Automation” that helps you automate repetitive tasks between two or more apps - no code necessary.
Workflow Automation comes with an add-on subscription, which is separate from the standard Recruit CRM subscription, and is accessible to users across all Recruit CRM subscription plans (Free trial, Pro, Business, & Enterprise).
With this, we brainstorm your ideas into workflows, help you set them up (or create them on your behalf if you prefer that), manage them on an ongoing basis, suggest best practices, and recommend automated workflows to help operate the business better, all of these no additional cost.
3. When I go to replace a LinkedIn-made resume with a candidate's formal resume it keeps glitching and going back to the LinkedIn resume. Is there a way to fix this?
3. When I go to replace a LinkedIn-made resume with a candidate's formal resume it keeps glitching and going back to the LinkedIn resume. Is there a way to fix this?
When replacing a LinkedIn-generated resume, make sure to:
Click the trash icon to delete the existing resume first
Upload the new resume
Click the checkmark icon to confirm and save the change
If the change is not confirmed using the checkmark, the system may revert to the previous resume.
4. Is there a way to send an automated email when we manually assign a different job to a candidate?
4. Is there a way to send an automated email when we manually assign a different job to a candidate?
Yes, this can be done using Email Triggers.
The trigger activates each time a candidate is assigned to a job for the first time at a specific stage.
For example:
Assigning a candidate to Customer Success Manager → email is sent
Assigning the same candidate later to Marketing Manager → email is sent again
The trigger is stage-based (for example, Assigned), so the email is sent when the candidate reaches that stage in a job.
5. How long do we keep your data in?
5. How long do we keep your data in?
If you cancel your account, data is retained for approximately 2 months in case you choose to return
If the account is fully deactivated, data is permanently deleted after 14 days.
6. I don't seem to have social media options when I put a job on. How can I have the social media icons on the job form?
6. I don't seem to have social media options when I put a job on. How can I have the social media icons on the job form?
To display social media sharing icons on the job application form:
Go to the Job Application Form settings
Enable the option Show social media share icons
Once enabled, the icons will appear on the job form.
7. Aside from email triggers, do candidates get sent any automated emails from anywhere else in the system?
7. Aside from email triggers, do candidates get sent any automated emails from anywhere else in the system?
Yes. In addition to email triggers, candidates automatically receive Thank You for Applying emails (for job applicants and talent pool joiners if the email trigger is set up).
Other automated or semi-automated emails can be sent manually or through Workflow Automation, including:
Some examples:
Job Details to Hotlist Candidates: Sends job details with the application URL to candidates in a specific job hotlist.
Post-Placement Follow-Up: Periodically checks the status of candidates' job experience after placement.
Birthday Wishes: Sends automated birthday wishes annually.
GDPR Compliance: Manages candidate consent and profile updates.
Meeting reminders or meeting invites.
Bulk emails.
8. Error when trying to connect with LinkedIn
8. Error when trying to connect with LinkedIn
If you see an error such as “Access to this account has been restricted by the provider” while connecting LinkedIn:
Try logging in using an Incognito/Private browser window, or
Log out and log back in to trigger the authentication process again
This usually resolves the issue.
9. What actions will I receive a notification for inside the app?
9. What actions will I receive a notification for inside the app?
Recruit CRM sends in-app notifications for the following actions:
Apply to job
Update resume
Delete update-requested candidate
Update candidate hiring status by contact
Email opened
Import
Add candidate from the Talent Pool
Merge duplicates
Enroll in a sequence
Mark candidate as available
Added as collaborator to deal
Record available (company, contact, candidate)
Record marked off-limits (company, contact, candidate)
File export
Geocoding
10. We realize that when we add candidates to the system, the companies they work for automatically get added into the system too. Can we turn off this feature?
10. We realize that when we add candidates to the system, the companies they work for automatically get added into the system too. Can we turn off this feature?
Yes, this can be disabled by default:
A candidate’s current organization is automatically added as a company if it doesn’t exist.
If a matching company is found, the candidate is linked to it.
If no match is found, the organization is stored as plain text.
If you don't want the candidate's current organization to be added to your database while sourcing candidates through LinkedIn, you can disable the feature in the Account Settings:
Only the account owner will be able to manage the settings:
11. When entering a note for a log call, is there a system that automatically saves a draft of the note/notes in case I lost it or by mistake closed it?
11. When entering a note for a log call, is there a system that automatically saves a draft of the note/notes in case I lost it or by mistake closed it?
Currently, there is no automatic draft-saving for notes or call logs. However:
Refreshing the page usually retains the last entered content.
Closing the page or losing the session will result in the note being lost.
12. When importing candidates, how can I make sure the fields on the sheet/doc I have a match with the system?
12. When importing candidates, how can I make sure the fields on the sheet/doc I have a match with the system?
Recruit CRM supports the following candidate default fields during import apart from these fields if you have any of the columns that are not available then you need to create custom fields for those columns so that you can import the records:
Candidate First Name
Candidate Last Name
Email
Phone
Total Experience
Relevant Experience
Current Salary
Current Organization
Skills
Willing to Relocate
Salary Expectation
Title / Position
Full Address
City
Locality
State
Country
Currency
Facebook Profile
Twitter Profile
Linkedin Profile
Github Profile
Xing Profile
Source
Current Employment Status
Notice Period (Days)
Available From
Salary Type
Language Skills
Availability
Note
Off-Limit Status
13. Is there any way to make a contact out of a candidate or a candidate out of a contact that was added on the wrong place?
13. Is there any way to make a contact out of a candidate or a candidate out of a contact that was added on the wrong place?
Yes, this can be done in two ways.
Option 1:
Use Link Candidates & Contacts That Are the Same Person to create or connect profiles.
Option 2:
Export the candidate or contact from the list page and re-import the CSV file into the correct entity.
Click on Exporting Data To Excel/CSV feature so then after exporting you can simply import the CSV file again with that candidate or contact into the system on the right place.
14. Is it possible to view the notes about a candidate when clicking on their CV from a candidate search?
14. Is it possible to view the notes about a candidate when clicking on their CV from a candidate search?
Yes. When you open a candidate’s resume:
You can click the Add Note button
This opens a side panel where you can add a new note
At the same time, all previously added notes are visible in the lower section of the panel. This allows you to view the resume and notes simultaneously.
15. If I/we don't use all the WA (Workflow Automation) tasks in a month do they roll over to the next month?
15. If I/we don't use all the WA (Workflow Automation) tasks in a month do they roll over to the next month?
No, unused Workflow Automation tasks do not roll over to the next month.
Workflow Automation is an add-on that provides a fixed number of tasks per month, depending on the plan/bucket you have selected. The add-on can be billed monthly or annually, but regardless of the billing cycle, the tasks are reset every month.
16. How can I filter on the candidate's screen for all placed candidates?
16. How can I filter on the candidate's screen for all placed candidates?
The easiest way to view all placed candidates is through the Dashboard.
Go to Total Candidates Statistics
Click on the Placed stage
This will display all candidates who are currently marked as placed.
17. I'm not able to see the whole CV/download the CV or see any other buttons like the Admin settings on your screen on the system
17. I'm not able to see the whole CV/download the CV or see any other buttons like the Admin settings on your screen on the system
This is usually related to screen zoom settings.
Please check and adjust the zoom level on your computer or browser, as excessive zooming can hide buttons or sections of the interface.
18. What tool is used for building the AI Assist on RCRM?
18. What tool is used for building the AI Assist on RCRM?
Recruit CRM uses OpenAI’s GPT models via API, specifically GPT-4o-mini.
The same model is also available in ChatGPT (an OpenAI product).
For more details on privacy and data security, users can refer to OpenAI’s enterprise privacy documentation: https://openai.com/enterprise-privacy/
19. How do I minimize the screen/close the chatbot?
19. How do I minimize the screen/close the chatbot?
Click the minimize/close button on the chatbot, or
Press ESC on your keyboard
If the chatbot is frozen:
Press Cmd + Shift + R (Mac), or Press Ctrl + Shift + R (Windows)
This will refresh the page and should allow you to close the chatbot.
20. How can I search a note on their profile in chronological order (New UI)?
20. How can I search a note on their profile in chronological order (New UI)?
You can search notes using Advanced Search in the New UI.
Steps:
Click Add Filter and Select Notes → Note Added By
2. Then select your name and click on 'Add':
This allows you to view notes added by you in an organized order.
21. I'm a potential returning customer. It looks like there are a few new features. In the process of deciding on a new CRM/ATS again this week, and I wondered if it was possible to get another free trial. I just want to play around with things again and test out some of the new AI functions.
21. I'm a potential returning customer. It looks like there are a few new features. In the process of deciding on a new CRM/ATS again this week, and I wondered if it was possible to get another free trial. I just want to play around with things again and test out some of the new AI functions.
Recruit CRM's free trial is both time-based and usage-based.
Free trial limits:
• 30-day trial
• 50 Candidates
• 4 Open Jobs
• 50 Companies
• 50 Contacts
The trial ends when you reach either the 30-day limit or the usage limits, whichever comes first. Once your 30-day trial ends, you can extend it yourself for another 30 days, up to two times (for a maximum of 90 days), provided your usage limits have not already been reached.
Please note: Usage is counted even if records are deleted. For example, adding and deleting 50 candidates still exhausts the candidate limit.
If you try to save a record using the Recruit CRM Chrome Extension after your free trial usage limit has been reached, you will not be able to add any new records, and you'll see the following message:
"Your Recruit CRM trial has ended or usage limit has been reached. Please upgrade to a paid plan to continue."
If you previously had a paid account:
The account would already have exhausted usage limits
You will need to create a new free trial on this link using a different email address as we do not allow the same email to be linked to more than 1 account.
22. Can we integrate RCRM with different apps using the API?
22. Can we integrate RCRM with different apps using the API?
Yes, we have an Open API that enables teams of any shape or size to build robust integrations that help them customize and get the most value out of Recruit CRM! :)
Here's our API Documentation for your reference: https://docs.recruitcrm.io
API access, however, is only available to users on the business plan and above in Recruit CRM.
Now another option is, if the app you wish to integrate has an open API, then it's also possible to integrate with RCRM using our Workflow Automation in all the plans.
Recruit CRM has an in-built automation tool called “Workflow Automation” that helps you automate repetitive tasks between two or more apps - no code necessary.
Workflow Automation comes with an add-on subscription, which is separate from the standard Recruit CRM subscription and is accessible to users across all Recruit CRM subscription plans (Free trial, Pro, Business, & Enterprise).
With this, we brainstorm your ideas into workflows, help you set them up (or create them on your behalf if you prefer that), manage them on an ongoing basis, suggest best practices, and recommend automated workflows to help operate the business better, all of these no additional cost.
23. I accidentally deleted some records/companies/deals/candidates/contacts/jobs/hotlist. Is there a way I can get it back?
23. I accidentally deleted some records/companies/deals/candidates/contacts/jobs/hotlist. Is there a way I can get it back?
I'm afraid once a record is deleted from Recruit CRM, it cannot be restored through the app.
However:
The Engineering team can check whether recovery is possible from the backend.
Since this is a backend operation, it is a paid action due to the effort involved.
24. How can I connect Telegram to Recruit CRM so that I can directly open a candidate's or client's Telegram profile from their record?
24. How can I connect Telegram to Recruit CRM so that I can directly open a candidate's or client's Telegram profile from their record?
While Recruit CRM does not have a direct Telegram integration, you can use a browser extension to quickly open a candidate’s or client’s Telegram profile from their record. The extension automatically detects phone numbers on the webpage and allows you to open them directly in Telegram or WhatsApp, letting you choose your default app and whether to open the Web or Desktop version for a smoother experience.
Here's how you can do it:
You can download the extension from this link to get started.
1. Go to Manage Extensions in your browser.
2. Enable Developer mode.
3.Click Load unpacked and select the extracted folder that you just downloaded for the extension.
4.Once loaded, you can pin that extension for easier access.
5.You can easily choose your preferred app by right-clicking the extension icon and opening the Extension Settings.
6. Now, to contact a record, simply go to their profile in Recruit CRM and click on the extension. It will then take you directly to their WhatsApp or Telegram page based on the app you selected.
This approach lets you quickly connect to candidates or clients on Telegram directly from their Recruit CRM record without leaving the platform.
Hope this helps!