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# Recruiterflow Integration Setup

# Recruiterflow Integration Setup

## Purpose

Connecting Recruiterflow lets you run your outreach in SuperSend and keep Recruiterflow as your record of every candidate and client. SuperSend logs each email, reply and LinkedIn touch on the person's Recruiterflow profile, and you can add Recruiterflow candidates and contacts to SuperSend campaigns without exporting a list.

## How the Recruiterflow Integration Works

The integration works in both directions:

- **SuperSend → Recruiterflow:** campaign activity is logged on the matching candidate or contact as it happens.
- **Recruiterflow → SuperSend:** pull candidates or contacts into a campaign by tag, job or stage, or send one person at a time from their Recruiterflow profile.

SuperSend only adds to Recruiterflow. It never edits a person's details, notes, resume or work history, and it never changes job stages.

## Prerequisites

- A Recruiterflow API key. Recruiterflow support issues these: ask them for an "external API key". API access is part of Recruiterflow's Platform plan, and it usually takes 1–2 business days.
- Org admin permissions in SuperSend.
- To add the **Send to SuperSend** button inside Recruiterflow: a Recruiterflow workspace admin.

## Step 1: Connect Recruiterflow

1. Go to **Admin** → **Integrations** tab.
2. Select your **team** from the dropdown.
3. Find **Recruiterflow** and click **Add**.
4. Paste your Recruiterflow API key and click **Connect**.

Recruiterflow now shows as connected. One connection covers every campaign in the team.

## Step 2: Choose What Gets Logged

In the Recruiterflow panel, under **Log activity in Recruiterflow**:

1. Tick the events you want on the person's profile. These are on by default:
   - Email sent
   - Replied (includes the reply text)
   - Interest changed
   - Meeting booked
   - Email bounced
   - Unsubscribed
   - LinkedIn invite sent, invite accepted, message sent and reply

   Opens, clicks, auto-replies and "finished campaign" are off by default.
2. **Record activity as:** pick the Recruiterflow user the activity is credited to.
3. **Look people up in:** Candidates then Contacts (default), Candidates only, or Contacts only.
4. **If they aren't in Recruiterflow:** skip them (default), or add them as a new candidate or contact.
5. **Activity type (optional):** if your Recruiterflow admin created a custom activity type (for example "SuperSend email"), pick it so activity counts toward Recruiterflow's "last contacted" date. Otherwise activity is added as a note.
6. Click **Save**.

When someone unsubscribes in SuperSend, SuperSend also turns on **Do not email** for them in Recruiterflow. If Recruiterflow won't accept that change, SuperSend adds a **SuperSend: Unsubscribed** tag instead and keeps their other tags.

## Step 3: Add People to a Campaign

Under **Add people to a campaign**:

1. **Who:** Candidates or Contacts (clients).
2. Choose **tags**, and for candidates a **job** and optionally a **stage**.
3. Choose the **campaign**.
4. Click **Preview** to see the first 25 matches and who will be skipped.
5. Leave **Keep this campaign in sync** on to re-check every hour.
6. Click **Add to campaign**. People appear in the campaign within a couple of minutes.

These fields come across from Recruiterflow: first name, last name, email, company, title, phone, city, state, country and LinkedIn URL. Use them in your emails as usual, for example `{{first_name}}` or `{{city}}`.

SuperSend skips anyone who is marked **Do not email**, unsubscribed, placed or disqualified in Recruiterflow, or has no email. With **Keep this campaign in sync** on, each hourly check adds new matches. It also pauses anyone already in the campaign who has since been marked one of those in Recruiterflow. Click **Stop** next to a sync to end it. People already added stay in the campaign.

## Step 4 (Optional): Add a "Send to SuperSend" Button in Recruiterflow

This lets recruiters add one person to a campaign straight from their Recruiterflow profile.

**In SuperSend:**
1. Under **"Send to SuperSend" in Recruiterflow**, choose the campaign and Candidates or Contacts.
2. Click **Create button**, then **Copy** the URL.

**In Recruiterflow (workspace admin):**
1. Go to **Settings** → **Integrations** → **Add Integration** → **Webhook Integration**.
2. Choose **Candidate** or **Contact** (match what you picked in SuperSend).
3. Name it, for example "SuperSend: Nurses Q4".
4. Paste the URL, choose **POST**, and save.

To use it, open a profile, click **⋯** → **Send to…**, then pick the SuperSend option. Create one button per campaign.

## Turning It Off for One Campaign

Recruiterflow logging is on for every campaign in the team. To switch it off for one campaign, go to **Admin** → **Integrations** → **Campaign Integration Matrix** and turn Recruiterflow off for that campaign.

## Expected Result

- Activity from your campaigns appears on matching Recruiterflow profiles within a minute or two of each event.
- Imported candidates and contacts appear in the campaign within a couple of minutes, and synced campaigns pick up new matches every hour.

## Troubleshooting

- **Issue:** "Recruiterflow rejected this API key."
  **Fix:** The key is wrong or was revoked. Ask Recruiterflow support for a new key and paste it into the Recruiterflow panel. Your settings and syncs are kept.

- **Issue:** Activity isn't showing on a candidate.
  **Fix:** SuperSend matches people by email. Check that the email in SuperSend matches one on the Recruiterflow profile. Also check that the event is ticked under **Log activity in Recruiterflow**, and that Recruiterflow isn't switched off for that campaign in the Campaign Integration Matrix.

- **Issue:** Some people from a tag or job weren't added.
  **Fix:** Click **Preview** to see why. People marked Do not email, unsubscribed, placed or disqualified are skipped on purpose, and so is anyone without an email. People already in the campaign aren't added twice.

- **Issue:** The **Send to…** option doesn't add anyone.
  **Fix:** Check that the Recruiterflow webhook uses the exact URL from SuperSend with method **POST**. Also check that its type (Candidate or Contact) matches what you chose when creating the button. If you removed the button in SuperSend, create a new one and update the URL in Recruiterflow.

## Related Articles

- [Integrations Overview](https://help.supersend.io/en/article/integrations-overview-r3pvl9/)
- [Campaigns Overview](https://help.supersend.io/en/article/campaigns-overview-106g6l9/)