What this feature does and when to use it?
Email triggers in Recruit CRM automatically send emails or update stages when specific events occur in your pipelines.
You can:
Send emails automatically when a candidate’s hiring stage is changed.
Send emails automatically when a contact’s sales stage is changed.
Automatically update a candidate’s hiring stage when a “Submit Candidate – Online Link” email is sent.
Automatically update a candidate’s hiring stage when a “Submit Candidate – Candidate Grid” email is sent.
Before you begin:
Make sure you can access the Admin settings in Recruit CRM.
Ensure your email account is connected in Email settings.
Prepare or review the email templates you want to use for each trigger, so you can select the correct one during setup.
⚙️ How to set up an Email Trigger?
1. Go to Admin Settings in your Recruit CRM account & click on Email Triggers under CRM process customization.
2. Click on Add Email Trigger.
3. Enter a clear, descriptive name for your email trigger so you can easily recognize its purpose later (for example, Candidate moved to Interview — to be confirmed).
4. Select the execution event that should activate the trigger.
The email trigger offers four types of execution events that will determine when the email is sent and whether stages are updated.
The available execution events are:
📩 Email Triggers for Stage Changes
When the hiring stage is changed:
This trigger works when a candidate’s hiring stage changes in the hiring pipeline.
You can configure it to automatically send an email whenever a candidate is moved into a selected stage.
When the contact stage is changed:
This trigger works when a contact’s stage changes in the sales pipeline.
You can configure it to automatically send an email whenever a contact is moved into a selected stage.
⚠️ Note: The email will be sent directly to the candidate or contact once the email trigger is activated and the stage is set. It will not be sent internally.
🔄 Stage Changes Triggered by Sending Emails
When "Submit Candidate" email is sent (Online Link)
This trigger updates a candidate’s hiring stage automatically when a Submit Candidate – Online Link email is sent.
When "Submit Candidate" email is sent (Candidate Grid)
This trigger updates a candidate’s hiring stage automatically when a Submit Candidate – Candidate Grid email is sent.✅ Please Note: The hiring stage will only be updated if the email is sent successfully.
4. Select the Execution Event Value, your hiring stages will appear here, you can add more stages to this pipeline from here.
5. Select the email template you want to use or you can create email templates from here. This article about email templates will help you create one.
6. Select the sender from the list (from whom the email trigger should be sent).
Please note that if the sender has more than one email ID connected, the email trigger will be sent from the 'Default Email Address' as set in the 'Email Settings'.
7. Just make sure everything is correct and hit Save.
And that's how you set email triggers in Recruit CRM.
After saving:
When you change the hiring stage of a candidate to the stage defined in the trigger, the system will prompt you to the email trigger.
For “Submit Candidate” triggers, the candidate’s hiring stage will be updated only when the corresponding email is successfully sent.
Troubleshooting
Problem: Email is being sent from the wrong email address
Problem: Email is being sent from the wrong email address
Likely cause: The default email address in Email settings is different from the address you expect.
What to check:
In Email settings, confirm which email ID is set as the default.
In the trigger configuration, check the sender selected.
Resolution:
Update the default email address in Email settings if required.
Adjust the sender selection in the email trigger, then save and test.
FAQs
Where do I find email triggers in Recruit CRM?
Where do I find email triggers in Recruit CRM?
Email triggers are available under Admin settings in the CRM process customization section as Email triggers.
Who receives the emails sent by email triggers?
Who receives the emails sent by email triggers?
Emails configured in email triggers are sent directly to the candidate or contact associated with the event. They are not sent internally to team members.
Conclusion:
Email triggers in Recruit CRM help you automate key communication steps and keep your pipelines up to date with less manual work.
If you still have questions, just click on the chat icon on your bottom right and hit us with a message.