How to submit candidates, what clients receive, and how to track their response.
8 min readIn this video you'll submit a screened candidate to a client. The email goes from your own mailbox, in your name, so connect it first.
Open People, and click the candidate's name. Here it's Maya Chen. Under Candidate Facts is what she told the screening: her notice, her salary, how she wants to work, and her right to work.
Click Submit to clients.
Maya is already chosen, so you start at step two. Step two, Recipients: who gets this candidate? Tick the client. PlacementFlow shows who will receive it, their main contact. Then choose the job it is for, so the client's answer is tracked against it. Tick several clients instead, and it becomes a pitch to all of them, with no job.
Step three, Compose.
Click Generate, and PlacementFlow writes the email from Maya's profile and her screening answers. Read it and change anything until it sounds like you.
Your client gets your email, with nothing from PlacementFlow added. To let them answer from the email itself, turn on reply links, for your whole agency or for one client. Your email then ends with one line: Pick a time, or let me know it's not a fit.
Step four, Follow-ups. If the client doesn't answer, a reminder goes from your mailbox after two days, and another after five. They go on their own, and stop the moment the client replies. Leave them on.
If you'd rather approve each one first, choose Ask me first in Settings, under Automations.
Step five, Preview. Read the email one last time. Under Before you send, PlacementFlow checks two things: that you have fee terms with this client, and that the candidate agreed to be put forward. Maya said yes in her screening, so both are on record. If one isn't, tick the box to confirm it.
Now click Send Submission. The email leaves from your mailbox, and you land on the submission's page, marked Active. Every reaction from the client will show up here. You can also start from a job's page, with Submit a candidate.
That's it. In the next video your client clicks Pick a time, and you'll watch the interview book itself.
In this video you'll add a client, and the people you send candidates to. Two steps: the company, then its contacts.
Open Companies. Add Client is at the top. Click it, then Add Manually.
First, the company. Type its name, here Lakeshore Robotics. Then the person you deal with, Grace Liu, and her email. She's saved as Lakeshore's primary contact. Phone, industry and website can wait. Click Save Client, and Lakeshore's own page opens.
Then, the contacts. Everyone who should receive candidates sits under Submission Contacts. Click Add, and type a name and an email, with a job title if you have one. Leave Primary contact unticked: Grace already has it. The primary contact is picked first when you submit a candidate, and signs your fee terms. Click Add Contact.
Everything else about Lakeshore lives on this page too: its jobs, your fee terms, how interviews get scheduled, and its portal.
Already keep your clients in a spreadsheet? Add Client also offers Import from Excel or CSV.
Next: emailing a client contact from your own mailbox.
In this video you'll record a client's fee terms. Until you do, PlacementFlow won't send that client a candidate's details. It takes one click and one sentence.
Open the client, here Harborview Health, and find Fee agreement. It says Not sent: nothing with Harborview is on record yet.
Most agencies already have terms, agreed by email or signed on paper. Click Terms agreed offline.
You confirm one sentence: that your agency holds fee terms with Harborview outside PlacementFlow, and that you're authorised to rely on them. If you like, add where the terms are kept, and tick Also record which terms were agreed to note the fee and the guarantee. Click Confirm.
The card now reads Confirmed offline, with your name and today's date.
From now on, submissions to Harborview go through without asking again. If the terms ever lapse, click Withdraw, and submissions to Harborview stop until terms are back in place.
No terms on paper yet? Set them first, for your whole agency in Settings, or here with Set terms for this client.
Then Send fee confirmation shows the exact document Tom will sign, and nothing goes until you click Send for signature.
Next: adding a job for a client.
In this video you'll offer a screened candidate to employers, without naming them.
Open Maya Chen's page and go to Marketing.
Her anonymized dossier is already drafted from her answers: a short profile with no name and no employer.
Below it, Companies to avoid lists the employers she should never be pitched to. Click Market this candidate.
The campaign opens for her. The chips along the bottom show that her consent is recorded, and that her current employer is left out.
Check the name and the desk, then click Next.
On Audience, choose the people who would hire her.
Build my audience suggests them from her profile, or set them yourself: here the New York City area, directors and vice presidents, in sales.
If you're sharing your screen, turn on Hide names first. Then click Search.
The preview shows how many decision-makers match: here a good size, over fifty thousand.
On Message, you don't write the emails. Your one lever is the dossier: read it, change it, or redraft it. Both emails are built around it, and neither names her. Her full profile goes to an employer only after they reply, and only once she has agreed.
Review shows everything on one page. If an employer to avoid could only be matched by name, tick that you've checked the audience yourself.
Start campaign sends to real people, so we stop here.
Next: submitting a candidate to a client.
A submission sends a candidate to one or more clients in an email from your own mailbox, in your name. This guide covers the five steps, what your client receives, and how to follow their answer.
The first email goes as soon as you click. Outside business hours or at the weekend, the Preview step offers Send tomorrow 9 AM or Send Monday 9 AM instead.
There are up to 3 follow-ups. By default the first two are on, 2 days and 5 days after the first email, and the third is off. Quick presets (Standard Sequence, Relaxed Sequence, Urgent Sequence, Two-Touch, Single Follow-up) set them in one click, and you can edit each one's day and text.
Follow-ups send automatically: each one goes from your mailbox on its day, until the client replies. To check each one before it goes, set Submission follow-ups to Ask me first in Settings → Automations; it then waits on Needs you, where you click Send or Skip. Off stops them. For one client, Automatic emails to this client on the client's page can make it stricter (always ask first, or never).
With no follow-ups switched on, nothing else is sent to the client after the first email.
Follow-ups to a client stop when the client answers (a reply, a link in the email, the portal, or you record their answer on the submission), you pause or cancel the submission, or the candidate withdraws consent.
One email from your mailbox that reads like any other email you write, with:
Nothing else is added: no buttons, no unsubscribe line, no "Powered by PlacementFlow".
Reply links (off by default). You can add one line under your text, in your voice, such as "Want to meet Maya? Pick a time or let me know it's not a fit." Each is a plain link: the first records that the client wants to interview the candidate, the second that they are passing, and either one stops the follow-ups to that client. Turn it on for every client in Settings → Agency Settings (Reply links in submission emails), or for one client on that client's page, in the Client Details card.
Most clients just reply. Open the submission, go to Recipients, and click Client is interested on that client's row. If the email carries reply links, the client can also click the first one and confirm on the page that opens.
An interview is created, and the follow-ups to that client stop
When the client clicked the link themselves, you get a notification (and an email, unless you switched those off) saying they want to interview the candidate
What happens next follows the How interviews get scheduled option for that client:
When you recorded the answer yourself, the interview opens next: copy the client's scheduling link from it, or arrange the time there.
The submission shows Interviewing next to its status, and a View interview button
The agency-wide option is in Settings → Agency Settings (How interviews get scheduled); a different option for one client is set on that client's page, in the Client Details card (Interview scheduling). From there, the interview scheduling flow takes over.
Click Not interested on that client's row in Recipients (or the client clicks the second reply link and confirms).
Open the job's Pipeline, click the candidate's card, and click Open the submission on its Submission tab. The submission has three tabs:
The header shows the submission's status (Active, Paused, Completed, Cancelled, or Never sent if no email went out) and, once a client answers, Interviewing or Declined. Use Pause to hold the follow-ups or Cancel to stop them for good.
You can submit the same candidate to several clients at once:
A job belongs to one client, so a submission to several clients carries no job: it is a pitch. If one of them asks for an interview, it is filed under a general application for that client.
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