What you'll need

• A defined submission status for when a resume is sent to a client — your label may vary (common values include Client Sendout, Client Submission, or Sendout)
• An internal notification template for the job owner, or you will create one during setup
• Optional: an outbound email template to keep the candidate updated

Build it

1. 1

   Create a submission-based standard automation

   In the Automations tab, click + Add Automation and select Blank Automation. Choose Submission as the entity type and select Standard. Give the automation a name and save.

2. 2

   Build an Always Updated list

   Set the list to Always Updated. Add condition: Submission Status is your sendout status value. Add a second condition: Date Added is after the date you plan to activate this automation. This prevents triggering on historical sendouts.

3. 3

   Add a three-day wait step

   This is the most important step in the recipe. Without it, the notification fires the moment a resume is sent out. Set the wait to 72 hours.

4. 4

   Add a send notification step

   Route an internal alert to the Job Owner. Include merge tags for candidate name and job title so the recruiter has full context without having to open the record.

5. 5

   Optional: add an outbound candidate email

   Let the candidate know you have not heard back yet but are following up. A short, honest message goes a long way toward maintaining trust.

6. 6

   Set the send window and turn off Monday

   Wait steps count in raw hours, not business days. A Friday sendout triggers on Monday morning before the client has had a chance to respond over the weekend. Disabling Monday sends in the send window prevents that.

How to measure it

These metrics tell you whether the automation is tightening your submission-to-decision cycle:

• Recruiter response rate: percentage of notifications acted on within 24 hours. Track by watching submission status changes that occur after the notification fires.
• Time from sendout to client feedback: average days from sendout status to a status change (interview scheduled, declined, or similar). Should trend downward over time.
• Submission-to-interview conversion rate: percentage of sendouts that result in an interview. Faster follow-up typically improves this number.
• Stalled sendouts caught per week: how many submissions the automation flags each week. A persistently high number may indicate a broader follow-up process issue worth investigating with your team.

Sample candidate update email

If you add an outbound email step for the candidate (Step 5), here is a starting point. Keep it brief and transparent.