When you've found a strong candidate, submitting them to your client takes just a few clicks. This guide covers the submission flow, what your client sees, and how to track their response.
- Go to Submissions → New Submission
- Select your candidate — search by name or pick from recent candidates
- Choose recipients — select a client list or individual clients and their contacts
- Compose your email — write your pitch or use an AI-generated draft
- Add attachments — upload the candidate's CV or other documents
- Configure follow-ups — set 0-3 automated follow-up emails
- Preview and send
The first email sends immediately. Follow-ups are sent automatically at your configured intervals (e.g., 2 days, 7 days).
Your client gets a branded email with:
- Your introduction — your personalized pitch for this candidate
- Candidate details — LinkedIn profile link, CV download, screening notes
- Key information — salary expectation, notice period, key skills (if you provided them)
- Quick feedback buttons — Excellent Fit, Good Fit, or Not Right
- Schedule Interview button — the primary call-to-action
The email looks like it came directly from your mailbox because it did — PlacementFlow sends through your connected Microsoft 365 / Outlook account. (Google Workspace support is coming — it's pending Google's security audit process.)
Clients can respond with one click:
| Button | What Happens |
|---|
| Excellent Fit | Feedback recorded, you're notified, helps calibrate future sourcing filters and screening |
| Good Fit | Feedback recorded, you're notified |
| Not Right | Feedback recorded, follow-ups stop, you're notified |
| Schedule Interview | Interview created, client picks times, you're notified |
When a client clicks any button, follow-up emails stop automatically. You don't need to manually pause the sequence.
Go to Submissions → [Your Submission] to see:
- Per-client status — Pending, Replied, Declined, or Failed
- Sent timestamp — when each email was delivered
- Response timestamp — when the client clicked a button
- Current step — which follow-up they're on (1, 2, or 3)
You'll also receive email notifications when clients respond, so you can act quickly on interest.
Clients react to a submission in three different ways — structured feedback in the portal, one-click interest/decline buttons in the email, and plain email replies. The submission detail page merges all three into a single Client responses timeline, in chronological order, so you never have to reconstruct what happened across surfaces.
Each timeline entry shows:
- Who — the client company, and the contact email that clicked or replied (portal feedback shows the client without an email)
- When — the timestamp of the click, reply, or feedback
- What — the feedback rating, the decline, or a snippet of the email reply
- Follow-through — when an interest click created an interview, the entry links straight to it
This is the fastest way to answer "has anyone at this client actually looked at the candidate?" — one glance instead of checking your inbox, the portal, and the recipient list separately.
- An interview record is created automatically
- The client is redirected to propose their available times
- You receive a notification with the client's name, candidate, and a link to the interview
- The submission status updates to "Interview Scheduled"
From there, the interview scheduling flow takes over.
- The decline is recorded (with optional reason if they provide one)
- All follow-up emails to that client stop immediately
- You receive a notification
- The candidate remains in your talent pool for other opportunities
You can submit the same candidate to multiple clients at once:
- Create a Client List in Settings (group of companies you frequently submit to)
- When creating a submission, select your list instead of individual clients
- Each client receives their own personalized email
- Track responses per-client on the submission detail page
This is useful for talent pool candidates who could fit multiple open roles.
- Include screening notes — clients appreciate context beyond just the CV
- Be specific about fit — "Strong React background, led a team of 5" beats "Good developer"
- Set follow-ups — most clients respond to follow-up #2, not the initial email
- Use the client's first name — personalization increases response rates
Once your client clicks "Schedule Interview," you'll move into the interview scheduling flow. If they provide feedback without scheduling, use it to refine your search and submit better-matched candidates.