Fyxer for recruiters

For headhunters, agency recruiters, executive search consultants, and talent acquisition professionals.

Built for the pace of recruitment

Recruitment doesn't slow down. Roles open, candidates apply, clients chase, interviews stack up, and every unanswered email is a candidate lost or a client relationship cooling.

Mark, a headhunter specialising in games and tech, runs up to 100 meetings in a fortnight. Fyxer is how he keeps up:

"As a headhunter, I need to be better than any internal recruiter: quick, and able to output a lot."

This workflow shows how to set Fyxer up for the pace and volume of a recruitment inbox.

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What you'll achieve

With this workflow, you can:

• Keep your candidate pipeline visible and moving

• Draft outreach and follow-up emails without starting from scratch

• Make sure no candidate or client email gets missed

• Build a Custom tone that matches how you communicate with candidates and clients

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When to use this workflow

This workflow is ideal if:

• You're managing multiple roles simultaneously with a high volume of candidates

• Your inbox is a mix of candidate applications, client updates, and interview logistics

• You need to follow up quickly to stay ahead of competing recruiters

• You find promising candidates slipping through the gaps during busy periods

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Customer insight

Mark runs a boutique recruitment desk in games and tech. At peak, he's managing leadership hires with dozens of candidates per role.

"If I had to make notes and do all the admin, I could never do as many meetings as I do...I've got all these amazing leadership roles where you just want to speak to everyone who's applied."

He pays for Fyxer out of his own pocket because the return is that clear.

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Step-by-step workflow

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Step 1: set up category overrides for candidate emails

In a busy recruitment inbox, miscategorization is a real risk. A candidate reply landing in the wrong category means a missed follow-up, and potentially a lost placement.

Go to Dashboard → Categorization → Advanced → Custom rules. Add rules for:

• Key client domains, so their emails always land in To do

• Candidate email addresses you're actively working with

• Job board notification addresses, so they route to the right category

Mark's approach: anything from an active candidate or client gets a custom rule set so it lands in To do. All the other inbox noise – marketing emails, alerts – goes where Fyxer puts it.

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Step 2: set your Custom tone for recruitment communication

Recruiters send a high volume of detail-heavy emails: role requirements, candidate profiles, interview logistics, next steps. Custom tone instructions help Fyxer understand what matters most in your world, so every draft surfaces the right information in the right order.

Fyxer already has your email history to draw on, but the more specific your instructions, the better it uses that context.

Go to Dashboard → Drafts → General → Custom tone and select Enable custom instructions.

Here's an example that you can customize:

"I work in [industry] recruitment, typically placing [junior/mid/senior/executive] roles. My clients are [describe client type] and my candidates are [describe candidate type]. The pace of my market is [fast-moving/relationship-led/highly competitive].

Always highlight the single most important next step at the start of the reply. Include key details relevant to the recruitment process: role fit, availability, location, and timelines. Reference previous communications where relevant. Keep replies concise and easy to scan, and use bullet points when listing multiple items. Focus only on what's essential for moving the process forward. Use direct, professional language that builds confidence and keeps the process moving. Never use filler phrases or unnecessary preamble."

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Step 3: use Fyxer Chat to audit your pipeline

This is the workflow Mark developed to make sure no candidate falls through the gaps, especially during high-volume periods.

Instead of manually scrolling back through weeks of emails, ask Fyxer Chat to do the audit for you.

Go to Dashboard → Chat. In the prompt box, paste the following:

"Review my inbox for the past [X] days and identify any candidate or client emails I haven't replied to yet. Prioritise by urgency and output as a list."

Start simple, then layer in more specific conditions as you get comfortable with how Chat responds.

Make sure you rename the chat thread so you can find it again – click the three dots next to the title and select Rename.

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Step 4: use follow-up drafts to keep candidates warm

Go to Dashboard → Drafts → General → select Enable follow-up drafts and set your preferred timeframe.

For recruitment, a two to three day follow-up cycle is usually right, but you can adjust this based on the dynamics of your industry.

Add a note to your Custom tone instructions for how follow-ups should read, for example: "Follow-ups to candidates should feel warm and proactive."

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Step 5: draft outreach and post-interview emails with Fyxer Chat

After a screening call or interview, go to Chat and ask it to draft the follow-up while the conversation is still fresh.

Go to Dashboard → Chat and use these example prompts:

• "Draft a follow-up to [candidate name] confirming next steps after today's screening call"

• "Write an outreach email to a senior candidate for a [role] position. Tone: warm, direct, brief"

• "Draft a client update summarising the shortlist from this week's calls"

Fyxer pushes the draft straight to your Gmail or Outlook drafts folder. Review, edit lightly, and then send.

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Power user tips

Use Chat as a recruitment assistant, not just a drafting tool The pipeline audit in step 3 is just one example. You can ask Chat to summarise all calls for a specific role, pull context on a candidate before a call, or identify which clients haven't heard from you this week.

Rename your Chat threads If you build a prompt that works well, like the pipeline audit example, rename the thread so you can find and reuse it. Click the three dots next to the title and select Rename.

Keep your rules current As you take on new roles and clients, add custom rules for their domains. Five minutes of setup prevents miscategorization when volume spikes.

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Common mistakes to avoid

Relying on memory to track candidate follow-ups At high volume, memory fails. The pipeline audit in step 3 is designed specifically for this – schedule in a reminder to use it at least once a week during busy periods.

Not connecting Notetaker to candidate and client calls Meeting context directly improves draft quality. If Fyxer has notes from a screening call or client briefing, follow-up drafts will be significantly more specific and accurate. Recruiters who use Notetaker consistently get noticeably better drafts, and spend less time adding context manually.

Setting your draft expiry window too short Recruitment timelines can stretch and stall – a role goes quiet, a candidate goes on holiday, a client pushes the process back. If your draft deletion window is set too short, follow-up drafts can disappear before you've had a chance to action them. Set it to match the longest realistic gap in your process so nothing drops off at the wrong moment.

Learn more: Set a retention period for unused drafts.

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Result: more placements, less admin

Recruitment is a volume game where relationships win.

Fyxer handles the throughput so you can focus on the conversations that move roles forward. Without it, keeping pace simply wouldn't be possible.