# Monthly silver-medalist re-engagement from your Recruitee history

> On the first Monday of each month, find past candidates who fit a role you have open now and get ten personalized outreach emails waiting as drafts.

- Workflow type: agent
- Services: Recruitee, Gmail, Slack Bot
- Categories: HR & People
- Published: 2026-08-09

## What it does

- Checks which roles you currently have published, then searches your own applicant history for people who were turned down or parked in a talent pool rather than hired.
- Ranks the closest fits against today's openings and keeps only the ten strongest, so the monthly review stays short enough to actually do.
- Skips anyone your team already reached out to in the last six months, so no candidate gets pestered by two different recruiters.
- Writes each person a personalized email that names the role they originally applied for and why the new opening suits them better, leaves it as a draft for review, records the outreach on their candidate profile, and posts a summary to your recruiting channel.

## What you'll need

- A Recruitee account containing your past candidates and your current job openings
- At least one role published in Recruitee, since the workflow has nothing to match people against if nothing is open
- A Gmail account where the outreach drafts will be created
- Slack, plus the recruiting channel where you want the monthly summary posted

## Prompt

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.

## How to customize

- Change the timing. Monthly on the first Monday suits most teams, but quarterly works well for smaller hiring volumes and fortnightly suits high-volume recruiting.
- Raise or lower the cap of ten matches, and adjust how far back the workflow looks through your candidate history.
- Change the six-month cooldown, or narrow the search to specific departments, locations, or seniority levels so only relevant recruiters get pulled in.

## Example output

Silver-medalist re-engagement, 3 drafts ready for review

1. Maria Kovacs, originally applied for Senior Backend Engineer (Mar 2025), matched to Backend Engineer. Strong systems background, was edged out on years of experience for the senior band. Draft ready.

2. Tom Idris, parked in the Design talent pool (Sep 2025), matched to Product Designer. Portfolio lines up with the new role's focus on onboarding flows. Draft ready.

3. Priya Raman, originally applied for Account Executive (Jan 2025), matched to Senior Account Executive. Turned down as too senior at the time, the new opening is the right level. Draft ready.

7 other candidates were reviewed and skipped: 4 contacted within the last six months, 3 not a close enough fit. All drafts are waiting in Gmail. Nothing has been sent.

## FAQ

### Will this email candidates automatically?

No. Every message is created as a draft and left for a person to read, edit, and send. Reaching out to someone you previously turned down is sensitive, so a human always approves the wording first.

### What is a silver-medalist candidate?

Someone who applied before and did well but did not get the job, often because another candidate edged them out or the role was not quite the right level. They already know your company and have been through your process, which makes them far cheaper to re-engage than a cold candidate.

### How does it avoid contacting the same person over and over?

Before writing anything, it reads the notes already on each candidate's profile and skips anyone who was contacted in the last six months. It also writes a note back after each draft, so the next recruiter who opens that profile can see the outreach is already in motion.

### Does this work if we park people in a talent pool instead of rejecting them?

Yes. Recruitee treats talent pools alongside your job openings, so people you deliberately parked for later are picked up the same way as people who were turned down.

### What happens in a month when nothing is a good match?

It sends fewer than ten rather than padding the list with weak fits, and if nothing clears the bar at all it posts that plainly in your recruiting channel so you know it ran.

Use this prompt in General Input: https://www.generalinput.com/prompts/monthly-silver-medalist-re-engagement-from-your-recruitee-history