Monthly silver-medalist re-engagement from your Recruitee history

On the first Monday of every month at 8am, mine our Recruitee history for silver medalist candidates who fit a role we have open right now. Re-engaging someone we already interviewed is far cheaper than sourcing cold, so this should run as a standing monthly pass over our own applicant history.

Start by calling Recruitee List Offers to get the roles that are currently published. Recruitee models talent pools as offers as well, so this call returns both real job offers and talent pools. Keep the published job offers as the set of openings to match against, and treat the talent pools as a source of candidates rather than as openings.

Then use Recruitee List Candidates with the qualification state and date range filters to pull people who were previously disqualified or parked in a talent pool. Look back over roughly the last two to three years so there is real history to work with, and page through the results rather than stopping at the first page.

Compare that candidate history against the currently open roles and pick the strongest matches. Judge on the substance of someone's background against what the open role actually requires, not just on job title overlap. Someone who was rejected for a senior role but is a clean fit for a mid-level opening is exactly the kind of match worth surfacing, as is someone who was strong but simply lost out to another candidate.

Before drafting anything, call Recruitee List Notes for Candidate for each shortlisted person and skip anyone who already has a re-engagement or outreach note from the last six months. We do not want the same person contacted repeatedly by different recruiters.

Cap the run at the ten best matches per month so the review stays manageable. If fewer than ten clear the bar, surface fewer rather than padding the list with weak fits.

For each match, create a personalized outreach email using the Gmail Create a Draft operation, addressed to the candidate's email on file. Each draft should reference the specific role they originally applied for, acknowledge the earlier outcome briefly and gracefully without dwelling on it, and explain concretely why the new opening is a better fit for them. Write it the way a thoughtful recruiter would write it, not as a template blast. Create drafts only and never send automatically, because outreach to a previously rejected candidate is reputationally sensitive and needs a human read before it goes out.

After drafting, record the re-engagement on the candidate with Recruitee Create Note, stating which open role they were matched to and that a draft outreach email is pending review, so the next recruiter who opens their profile can see what is already in motion.

Finish by posting a summary of the drafts waiting for review to our recruiting channel with the Slack Bot Send a Message operation. List each candidate, the role they originally applied for, the open role they were matched to, and a one line reason for the match, then remind the team that the drafts are sitting in Gmail and that nothing has been sent. If nothing cleared the bar this month, post that plainly instead of staying silent.