What This Feature Does & When to Use It?
Recruit CRM lets you send and track emails to candidates and contacts directly from the platform. You can send individual or bulk emails, use email templates and AI-generated drafts, attach files, and it automatically links each email to the relevant candidate, contact, company, and job records available in the database. All conversations are stored under the Related Emails tab, so you can view the complete communication history in one place.
This feature lets you:
Send emails to candidates and contacts and manage them directly from Recruit CRM.
🔗 Connecting your email to Recruit CRM
First off, make sure your email is connected. Refer to these articles to set up the connection:
📧 Composing emails
1. Inside your mailbox
Click on the email icon to be directed to your mailbox in Recruit CRM and select the green button to compose an email.
You can add attachments, save drafts, and schedule emails to be sent out later.
Attach files to emails from the Recruit CRM's Saved Files section.
Attach files to emails from the Recruit CRM's Saved Files section.
To attach files already stored in Recruit CRM, click the arrow next to Upload from Device and select Select from Saved Files.
You will see up to 15 recently used files. You can:
Search for specific records using the search bar
Click Search to list files related to that record
Then:
You will see all files associated with that record. You can preview any file by clicking its name. Select the desired files and click Add Files.
You can repeat this process for other profiles. Once you have selected all required files, click Done.
All chosen files will be attached to your email.
Note: You can also preview the files by clicking on the file name.
Notes
You can give the recipients the option to be excluded from future email communications by enabling the opt-out/unsubscribe link.
When composing an email, you can choose which connected email account you would like to send the email from. Please note that connecting up to two email accounts is available only on the Business Plan and above.
2. Inside the Candidate/contact profile:
Open the candidate or contact profile from the Candidates or Contacts list, then click on the email address to instantly open the Compose Email window.
If you would like to store additional email addresses, you can create a custom field with the field type set to Email. Any email addresses saved in this field will be clickable, and clicking on them will automatically open the Compose Email window.
Emails are displayed in a clear Sender → Recipient format, and the same format is maintained when you click View All, giving you a consistent and easy-to-follow view of your communication history without switching between different screens.
Note: In the Mailbox section, the Sender → Recipient format does not apply.
3. Anywhere in the App
You can start emailing, no matter what Recruit CRM page you're on, by clicking on the "Compose Email" button at the top right of your screen.
Setting up Email templates
Easily access all your emails!
You can locate your emails in two simple ways:
In Recruit CRM, your mailbox mirrors your native email inbox. This means you can view all your emails in one place, including emails sent and received both inside Recruit CRM.
Related Emails Tab
Within each candidate, contact, and company profile, the Related Emails tab shows all emails exchanged between you, your team and the email address associated to that record.
Please Note-
Clicking "View All" lets you see the last 100 emails exchanged with the candidate/contact.
If multiple email addresses are linked to a profile using email-type custom fields, emails for all those addresses will appear in the related emails tab.
For companies, the Related Emails section includes conversations linked to their associated contacts.
Tracking Opened Emails
You can also track the status of emails that were opened. Here's a guide:
Add Associations in Email
You can associate emails to Candidates, Contacts, Companies, and Jobs so that they can be viewed under the 'Related emails' tab directly in the respective entity types, ensuring seamless tracking and context for my communication.
🤖 Use AI to compose Emails
You can use Recruit CRM’s AI Assist to quickly draft new emails and generate replies to candidates and clients, helping you write professional messages more efficiently.
Open the pop-up to compose an email. In it, you'll see an option called "AI Assist".
Once you click on it, you'll have different possibilities for using AI to compose an email.
Let's go through all of them!
Let's go through all of them!
Choose from ready-made AI suggestions to instantly draft an email.
Type a prompt describing what you want the AI to write.
Use voice commands by clicking the microphone icon and speaking your prompt. Choose from nine supported languages.
Select the tone: formal, casual, friendly, or neutral.
You can include placeholders in AI-generated content, but it is recommended to replace AI-generated placeholders with official placeholders from the dropdown to avoid errors.
After entering your prompt in AI Assist, you can save it for future use by clicking the Save icon. You will be prompted to name your prompt and choose whether to share it with your teammates.
Saved prompts appear in the Saved Prompts section, helping you avoid rewriting prompts for recurring needs.
By clicking on saved prompts, you can also pin or unpin them for quicker access.
Troubleshooting
Problem: Emails sent from your native email client are not visible in Recruit CRM.
Problem: Emails sent from your native email client are not visible in Recruit CRM.
Likely cause: The mailbox sync is not properly synced.
What to check: Verify the mailbox connection status and permissions in your email provider and Recruit CRM.
Resolution path: Reconnect your mailbox following the connection guide to restore full mirroring of your inbox.
FAQs
1. What languages does this feature support?
1. What languages does this feature support?
The AI-Assisted Email Template Creation feature currently supports the following languages:
English
Deutsch
Français
Dutch
Español
Português
Japanese
Finnish
2. Is there any limit to the number of prompts I can save?
2. Is there any limit to the number of prompts I can save?
The limit of prompts that can be saved is 50.
3. How many prompts can be pinned?
3. How many prompts can be pinned?
You can pin up to 10 prompts.
4. Is there any limit on this feature?
4. Is there any limit on this feature?
The AI-Assist feature has a monthly token limit. Users on the free plan will get 50k/user/month, while users on a paid subscription get 2 million/user/month.
5. What happens if I reach the token limit?
5. What happens if I reach the token limit?
If users reach the token limit, the AI-assist features will stop generating new content until the next monthly cycle begins. If that happens, you will get this error:
Oops! It seems you have exhausted your 2 million token limit for this month. It will be restored on {date}
6. Why do placeholders need to be updated by the user?
6. Why do placeholders need to be updated by the user?
Recruit CRM placeholders must follow a specific format, such as {candidate_name} {candidate_city}. Since AI may generate placeholders in an incorrect format, it is recommended to replace them using the Placeholder dropdown before sending the email. Placeholders that are not in the correct format will not work.
Conclusion:
By connecting your mailbox and using Recruit CRM’s email features, you can send emails to candidates and contacts directly from the platform, keep all conversations linked to the relevant records, and save time with templates and AI Assist.