What This Feature Does and When to Use It
The Candidate Update Agent keeps candidate profiles up to date by identifying new information from emails, notes, call logs, and meeting recordings. It suggests updates to fields such as current salary, salary expectations, notice period, and job changes. Recruiters can review suggestions before applying them or enable automatic updates.
This feature is useful when you want to:
Keep candidate records up to date.
Capture changes in salary, availability, and notice period.
Update Work and Education History.
Reduce manual data entry using AI-powered suggestions.
Please note:
The Candidate Update Agent is available on all paid plans and is turned off by default.
The agent is available for candidate records only, not Contact records.
How to Enable the Candidate Update Agent
Navigate to the AI Agents section from the left navigation menu.
Locate the Candidate Update Agent card and turn on the toggle to enable the agent.
Review the confirmation pop-up. Confirm to enable the agent.
Once enabled, the agent starts in manual review mode by default.
Please note: The AI Agents page is visible to users with the Admin Settings permission. Enabling the agent and changing its settings requires the Candidate Fields (Data Customization) permission.
Configure the Sources for the Agent
You can choose which sources the Candidate Update Agent should scan for new candidate information.
To configure these settings:
Open the Candidate Update Agent card on the AI Agents page. Click the Settings icon.
Select or deselect the sources you want the agent to scan.
The following sources are available:
Emails: Emails received from candidates.
Meeting Recordings: Meeting transcripts.
Call Logs: Call transcripts, or call notes when a transcript is unavailable.
Notes: Notes added to candidate records.
All four sources are enabled by default. Disabling a source stops it from being scanned going forward.
How to Review and Apply Suggested Updates
By default, the Candidate Update Agent works in manual review mode, allowing recruiters to check suggested changes before applying them.
Open the relevant Candidate Details page.
Look for the N number of suggested updates badge in the page header.
Click the badge to open the review panel.
Review the suggested updates, including the Field Name, Source, New Value, and Old Value.
Use View Source to open the original email, note, call log, or meeting recording and review the relevant information.
Deselect any suggestions you don't want to apply.
Click Update the N number of Fields to apply the selected changes.
For Work and Education History updates, Recruit CRM opens a comparison modal in the center of the screen so you can review the changes.
Please note:
All eligible suggestions are selected by default.
Suggested values cannot be edited directly in the review panel. You can either accept or dismiss them.
If multiple sources suggest an update to the same field, only the most recent suggestion is displayed.
If you close the review panel while suggestions are pending, Recruit CRM asks you to confirm. Selecting Leave and dismiss permanently removes the remaining suggestions. Previously applied updates remain saved.
You can provide feedback on suggestions using the thumbs-up or thumbs-down options.
How to Enable Automatic Updates
You can also configure the Candidate Update Agent to apply suggested changes automatically without requiring manual review.
Open the Candidate Update Agent settings from the AI Agents page.
Turn on Update fields automatically.
Save your settings.
Once enabled, suggested updates are applied directly to the candidate record by the Recruit CRM system.
The system appears as Recruit CRM in the Updated By field, candidate list, and audit log.
The Candidate Owner receives an in-app notification whenever updates are suggested in manual mode or applied in automatic mode.
What Information Does the Agent Scan?
The Candidate Update Agent processes each source only once.
Source | Information Scanned | When It Runs |
Notes | Note text, including bulk notes, CSV imports, and Public API notes | When the note is added |
Call Logs | Call transcript, or call notes if no transcript is available | When the transcript or notes first become available |
Meeting Recordings | Meeting transcript only | When the transcript is ready |
Emails | Emails received from candidates only | Once per email after the source is enabled |
Important limitations:
Edits to existing notes and call logs do not trigger another scan.
Meetings without transcripts are skipped.
Outgoing emails, drafts, and emails from blocked addresses or domains are not scanned.
Historical emails are not scanned when the agent is enabled. Only new emails are processed.
SMS and LinkedIn messages are not supported as sources in this version.
Supported Fields and Update Behaviour
The agent supports all standard candidate fields, including Work and Education History, and custom fields where Custom Field Parsing Agent is enabled.
Not supported: File, Entity, Currency, and Qualification fields.
Please note:
Currency follows the candidate's existing currency.
Qualification is covered under Education History.
Hidden fields aren't suggested and don't consume credits.
Hiding a field removes its pending suggestion from the review panel. Making it visible again restores the suggestion without additional credits.
Previously processed sources aren't scanned again when a field becomes visible.
Important Notes and Limitations
EEO Compliance: When enabled, the agent never extracts age, gender, race, or ethnicity.
Off-Limit Candidates: When applying AI-suggested updates to an off-limit candidate, Recruit CRM displays the existing off-limit confirmation before proceeding.
Internal Candidates: The agent does not process candidates whose email matches an account user's email.
Shared Email Addresses: If multiple candidates share an email, only the most recently created candidate receives suggestions.
AI Accuracy: Suggestions may be incorrect due to transcript errors. Always review them before applying.
Manual Changes: Manually editing a field does not remove its pending suggestion.
Processing Time: Suggestions typically appear within 15–120 seconds. Emails and meetings may take longer.
Work and Education History: Applying these updates currently skips required-field validation and does not generate an audit-log entry.
Chrome Extension: Fill-empty updates work only when the Override Data toggle is enabled.
Credits and Usage
Credits are consumed only when a source generates field suggestions. Dismissing suggestions still consumes credits, and each source is scanned only once.
When credits run out:
The agent pauses scanning, but remains enabled.
The Account Owner receives an in-app notification to top up.
Scanning resumes for new sources after credits are added. Sources received during the pause aren't scanned later.
Existing suggestions remain available until accepted or dismissed and do not expire.
FAQs
Does the agent scan outgoing emails?
Does the agent scan outgoing emails?
No. It only scans emails received from candidates.
Will the agent scan existing emails and notes?
Will the agent scan existing emails and notes?
No. Historical emails are not scanned. The agent processes eligible sources from the time they are enabled.
Conclusion
The Candidate Update Agent helps recruiters keep candidate records accurate and up to date by identifying important information from emails, meeting recordings, call logs, and notes. With manual review and automatic update options, recruiters can reduce repetitive data entry while maintaining better candidate records.