💡 What & Why
The RJ Communication Agent is your personal outreach assistant. Instead of manually reaching out to candidates one by one, Robin Jr. (our AI) now sends a personalized message and handles the entire follow-up process. This saves you a massive amount of time and ensures no candidate is left behind in the process.
⚙️ How it works
As soon as you start the Agent, the candidate enters an automated pipeline. Based on the job description and the candidate's profile, the AI generates a unique message. After sending, the system monitors progress: it sends reminders if there’s no response and stops the sequence as soon as a candidate replies or indicates they aren't interested. Depending on the candidate's contact details, the system now automatically routes the outreach via email, WhatsApp, or Indeed.
🛠️ Configuration
Calendar prompt: If you have a calendar connected, a one-time pop-up will appear on your very first activation asking you to review your settings before the wizard opens.
Start the wizard: Click the RJ button on the candidate card to activate the agent.
Select job: Choose the corresponding job. Robin immediately performs a quality check to see if you've entered enough information for the AI.
Set Options: WhatsApp Preview: If the candidate has a phone number, you will first see a preview of the fixed WhatsApp template (not editable).
Set Options: WhatsApp Preview: If the candidate has a phone number, you will first see a preview of the fixed WhatsApp template (not editable).
Review the Message: (Email/Indeed only) Check the personalized email (you can disable this step for future runs via the checkbox).
Qualification Questions: Review the qualification questions and the optional calendar integration for automated interview scheduling. If a job has been updated, Robin will always force you to review this step, even if you previously opted to skip it.
Confirm: Click 'Confirm and start' to activate the pipeline.
🚀 Output & User Experience
Pipeline Status: The candidate moves directly to the 'Contacted' tab. On the card, you can see exactly which stage the candidate is in (e.g., "First follow-up sent").
Interaction: If a candidate responds positively, you’ll get an immediate notification. If you have the calendar function enabled, the candidate can even book an interview with you directly.
Pausing: You can pause the automation at any time via the card if you want to intervene manually. Pausing immediately unlocks other candidate actions on the card (such as shortlisting or manually hiding).
Resuming: If you resume a pipeline after a long pause (≥2 days before follow-up 1, or ≥5 days after follow-up 1 was sent), the missed email is sent immediately upon resuming, and the schedule is recalculated.
⚠️ The limits
Channel: The agent no longer works exclusively via email. WhatsApp (both as a primary and supplementary channel) and Indeed are now fully supported.
Inactivity: If a candidate hasn't responded to the entire sequence after 14 days, the pipeline stops automatically.
Indeed: Candidates without an email address on an Indeed job board can now be reached using the dedicated Indeed extension pipeline.Availability: The button only appears if the candidate has a valid email address and does not have the status 'Matched' or 'Hidden'.
❓ FAQ
Do I have to write the message myself? No, Robin Jr. does this for you, but you can always tweak the text before you hit send.
What happens if I pause the pipeline? Reminders are temporarily put on hold. If you click 'resume' after a long period, the system will immediately catch up on the missed email. If you resume using a completely new job, the old pipeline is discarded, and a brand-new sequence starts.
Can the candidate tell it’s AI? The messages are highly personalized and use details from the profile, giving the candidate a high-quality, personal experience.
Can I skip the preview steps? Definitely! Check "Don't show again" at the bottom of the wizard to make the process even faster next time.