An AI made outreach plan that recruiters can review, adjust and start in one place

Role: Sole Product Designer, with 1 CEO & 1 engineer

Context

A recruiting platform helps recruiters find the right people for a job, using AI search, and keep track of everyone they shortlist. Once candidates are shortlisted, the next job is to contact them. That usually means an email first, then a message on a professional network, then a phone call, each at the right time.

Problem

Contacting a shortlist is repetitive. Recruiters have to remember which channel comes next, when to follow up and who has already been contacted.

Constraints

• Not everything can be automated: An email can be sent for the recruiter, but a message on the network or a phone call has to be done by a person.

• Recruiters stay responsible: The messages go out in their name, so they need to read and change them before anything is sent.

Solution & Key Decision

• Decision 1: the AI makes the first draft. Recruiters select their shortlisted candidates and click AI Sequence. The platform generates a three step plan with email, InMail and phone, including the timing. They start from a plan and not from an empty page.

• Decision 2: every step says who does the work. The email is marked Auto and sends by itself. InMail and phone are marked Manual, because they become tasks for the recruiter. It is clear from the start what runs automatically and what needs a person.

• Decision 3: one step in focus. The steps are listed on the left. When a step is selected, the right side shows what matters for it: the subject and message for the email, or a short explanation of the task for InMail and phone. Recruiters can change the wording, the delay and the send date.

• Decision 4: start only when it is ready, and keep the status up to date. Start sequence stays disabled until every step has a send date. Once the sequence runs, the candidate status changes by itself to the next contact task, so recruiters always see who needs which action next.

Key Screens

• Shortlist overview: the shortlisted candidates and the AI Sequence button.

• Email step: the generated subject and message, ready to edit.

• InMail step: an explanation of the manual task and what happens to the status.

• Phone step: the same for a phone call.

• Ready to start: all dates set and Start sequence available.

• Step states: how a step looks when it is empty, selected, filled and scheduled.

Outcome

• Faster: Recruiters set up outreach for a whole shortlist in one place.

• Clear: Each step shows whether it runs by itself or needs a person.

• Consistent: Follow ups are planned with timing, so no candidate is forgotten.

• In control: Nothing starts before the recruiter has reviewed the steps and set the dates.

What I would do differently today

• Personalize each message: Use AI to adapt the draft to each candidate’s profile, and show the recruiter what was changed.

• Test with a real model: Use Claude Code to build a working prototype early, to see how the generated sequences read with real candidates.

• Explore more drafts: Use Claude Design and Figma Make to produce more variations of the step list and test them with recruiters.

Note: The screens shown were recreated, anonymized and simplified: names, data and branding are invented to protect confidential product details.