Recruiting automation software built on clear triggers
Recruiting automation software runs hiring tasks when specific events happen, such as a new candidate scoring above your threshold or a reply arriving. RecruitingBot ties every action to a visible trigger, so you always know why something was sent or stopped.
- GDPR built in
- Human approves every shortlist
- No hiring fees
Events in, actions out
Under the surface, every piece of recruiting automation is a pair: something happens, and the software does something in response. A candidate is imported, so they get scored. A strong score gets them selected, so they enter the outreach sequence. A reply arrives, so the sequence pauses and the message is classified. The quality of a tool depends less on how many automations it advertises and more on whether those pairs are predictable, visible and easy to stop.
RecruitingBot shows the trigger behind every action in the candidate drawer. When a hiring manager asks why a particular person got a second email, or why someone else never heard from you, the answer is one click away rather than buried in logs. That transparency is what lets a small team trust the pipeline enough to leave it running overnight.
| When this happens | RecruitingBot does this | You can change |
|---|---|---|
| A candidate is sourced or imported | Scores them against each rubric criterion with evidence | Rubric criteria and weights |
| A candidate is selected after scoring | Adds them to the outreach sequence for that role | Selection and sequence steps |
| A sequence step comes due | Sends inside the recipient's 8:00 to 20:00 window, within the mailbox daily cap | Step timing and copy |
| A reply arrives | Pauses the sequence and classifies the reply | Take over the thread any time |
| A reply is classified as interested | Sends knockout and pre-screening questions | Questions and knockout answers |
| Screening is passed | Sends the role specific skills test | Test questions |
| The test is completed | Offers interview slots from the connected calendar | Calendar and interview length |
| A slot is booked | Sends reminders to candidate and hiring manager | Reminder timing |
| A shortlist candidate is rejected by a person | Sends a courteous rejection email | Rejection template |
| A sourced person never replies | Starts the retention clock and deletes them when it ends | Retention from 30 to 180 days |
How outreach sequences are built and stopped
A sequence is a short series of emails for one role, usually an opening message and one or two follow ups spaced a few days apart. The first draft is written from the role intake and each candidate's own profile, so the opening line refers to something real in their background instead of a generic compliment. You can edit the copy of every step and the delay between steps, and changes apply to people who have not yet received that step.
Stopping matters as much as sending. A sequence ends for a person the moment they reply, click the opt out link, get rejected, or are removed from the role. Opt outs go onto a workspace wide suppression list, which means a candidate who declined one of your roles in spring is not contacted about a different role in autumn. Every message carries an Article 14 notice explaining who you are, why you are writing, where their details came from, how long you keep them and what rights they have.
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Day 1
First messageSent
Personal note on their payments work, role facts, salary range, opt out link
-
Day 4
Follow upSent
Short nudge with one new detail about the team
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Day 9
Last noteScheduled
Polite close, door left open
Reply classification and the human takeover button
Incoming replies land in a shared inbox across all roles, each tagged as interested, not now, not interested, or question. Interested replies move straight on to screening. Not now replies are kept with a note so you can come back to that person for a later role, as long as your retention settings allow. Not interested replies close the thread politely. Questions are answered using only the facts you gave in the role intake, such as salary range, location, remote policy and interview steps.
When a question falls outside those facts, the assistant does not improvise an answer about equity, visa sponsorship or team politics. The thread is flagged for you instead. Any thread can be taken over at any point, and while you own it, nothing automated is sent to that candidate. Handing it back is equally simple, which suits recruiters who want to personally handle the handful of conversations that matter most and leave the rest to the system.
Reminders, rejections and the retention clock
The steps that get forgotten in a busy week are the ones at the end of the funnel. Interview reminders go to both the candidate and the hiring manager ahead of the slot, which cuts down on no shows and on managers who double book. If a hiring manager has not reviewed a ready shortlist, they get a reminder too, because a shortlist that sits unread for a week loses its best people to other offers.
Rejection emails go out only after a person rejects a candidate on the shortlist or in the pipeline, never as an automatic consequence of a low score. Candidates who interviewed deserve to hear back, and a short respectful note protects your reputation in a market where engineers and sellers compare notes. In the background, the retention clock deletes sourced non responders after 30 days by default. You can set it anywhere from 30 to 180 days per workspace, and any candidate can be exported or deleted in one click on request.
Usage meters and what counts against your limits
Automation that runs on its own needs a clear budget, otherwise a single generous sourcing run can burn through a month of capacity in a day. The dashboard shows a meter for each plan limit: candidates analyzed, contact reveals, outreach emails and skills tests per month, plus active roles at once. Meters count consumption in the billing period. Deleting a role or a candidate does not give quota back, because the analysis and the emails already happened.
When any meter reaches 80 percent, you see a prompt with the remaining capacity and the option to upgrade. Upgrading charges the price difference immediately and raises the limits right away, so a role in full swing does not stall. Active roles is the one concurrent limit: closing a role opens a slot for a new one. Full numbers per plan are on the pricing page.
| Monthly limit | Starter | Growth | Agency |
|---|---|---|---|
| Active roles at once | 3 | 8 | 20 |
| Candidates analyzed | 1,500 | 5,000 | 12,000 |
| Contact reveals | 300 | 800 | 2,000 |
| Outreach emails | 600 | 2,000 | 5,000 |
| Skills tests | 50 | 200 | 600 |
Settings worth checking before your first launch
Most surprises in recruiting automation come from defaults nobody looked at. Before you launch the first role, spend ten minutes in settings. It is the cheapest insurance you can buy against an awkward email to a candidate or a hiring manager. Ideally, ask one colleague to read the first sequence and the opt out footer as if they were a passive candidate receiving it cold, because a fresh pair of eyes catches tone problems the author no longer sees.
- 01 Connected mailboxes. Connect Gmail or Outlook and Microsoft 365, check the daily cap per mailbox, and add a second mailbox rather than pushing one harder.
- 02 Calendar. Connect the hiring manager's Google Calendar or Microsoft 365 calendar and set interview length and buffer time.
- 03 Team and roles. Invite recruiters and hiring managers as seats, and on Agency set SSO with SAML and review the audit log.
- 04 Client workspaces. On Growth and Agency, keep each client's roles, branding and candidates separate.
- 05 Retention. Choose how many days sourced non responders are kept, between 30 and 180.
- 06 Opt out footer. Review the wording of the notice and opt out line that appears in every outreach email.
- 07 Billing portal. Change plan, download invoices or cancel renewal yourself, with no call required.
How this differs from automation bolted onto an ATS
Many applicant tracking systems offer automation rules, but they usually start after a candidate has applied. They move people between stages and send templated emails, which is useful for inbound volume and silent on everything that happens before an application exists. RecruitingBot starts earlier: it finds people, decides who is worth contacting, runs the conversation, and only then hands a shortlist to whoever makes the decision.
That is why the two tools sit side by side rather than compete. Keep your ATS as the record of interviews, offers and onboarding, import candidates from it by CSV on any plan or from Greenhouse, Lever or Workable on Growth and Agency, and let RecruitingBot fill the top and middle of the funnel. For the bigger picture of which steps to hand off at all, see our guide to recruitment automation, and for the sourcing side in depth, the page on automated candidate sourcing.
Questions buyers ask
Anything else goes to support@recruitingbot.com or the help panel inside your dashboard.
What does recruiting automation software actually automate?
In RecruitingBot it covers sourcing, CV and profile scoring, personalized outreach sequences, reply sorting, screening questions, skills tests, interview scheduling, reminders, rejection emails after a human decision, and data retention. Each action runs on a visible trigger, and people still write the role intake and approve every shortlist.
Can I stop a sequence for one candidate without stopping the role?
Yes. Taking over a thread pauses all automated messages to that person, and removing them from the role ends their sequence entirely. Replies, opt outs and rejections stop sequences automatically. The rest of the candidates in the role continue as normal, so one sensitive conversation never forces you to halt the whole search.
What happens to my quota if I delete a role?
Monthly limits count consumption, so analyses, contact reveals, emails and tests already used in the billing period stay counted after you delete a role or a candidate. Active roles at once is different: closing a role opens that slot immediately. The quota resets at the start of each billing period.
Does the software reject candidates automatically?
No. Scores help you sort, but rejection emails are only sent after a person rejects a candidate. That design keeps a human responsible for decisions about people, which matters both for fairness and for GDPR rules on solely automated decisions.
Which email and calendar tools does it connect to?
Outreach sends from your own Gmail or Outlook and Microsoft 365 mailbox, so replies arrive in a real inbox and your sender reputation stays under your control. Interviews are booked against the hiring manager's connected Google Calendar or Microsoft 365 calendar. Starter includes one mailbox, Growth three and Agency ten.
Can I edit the emails before they are sent?
You can edit every step of the sequence template, the delays between steps, the screening questions, the reminder timing and the rejection template. Edits apply to everyone who has not yet received that step. For individual candidates you can take over the thread and write your own message at any time.
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