Candidate Outreach Assistant

A name and a current company tell you almost nothing about whether a candidate is worth pursuing - the real signal lives in their track record, skills, and timing. This assistant takes each candidate you want to reach for an open role, researches their background with web search and Apollo enrichment, scores fit against the role's must-haves, and drafts a personalized outreach message. Your recruiters spend their time on the strongest matches, with the homework already done.

Category: Recruiting

How it works

1. You add a candidate to reach for an open role - a name, current company, and the role's must-haves.
2. The assistant researches their background with web search and Apollo enrichment, beyond what you already know.
3. It scores fit against the role's requirements and explains exactly why the candidate matches - or doesn't.
4. It drafts a personalized outreach message and files each candidate as one row for your review.

Key benefits

• Pursue the strongest-fit candidates first, every time
• Score on real background data, not a job title alone
• Reach out with a personalized message, not a generic template
• Keep every sourced candidate researched and logged in one place

Use cases

• In-house recruiters & talent teams
• Recruiting & staffing agencies
• Hiring managers sourcing passive candidates
• Founders making early technical hires

Works with Apollo, Gmail

This assistant connects to Apollo, Gmail once. No code required. It is not a plain field-copy integration: as data moves, the AI adds a real decision step (classify, extract, prioritize, draft). You set the autonomy level: ask for drafts and every send to Apollo waits for your review, or instruct it to send and it runs fully automatic.

Automation coverage and limits

• Apollo: no verified real-time trigger in the integration catalog today, so Apollo-side work runs on a schedule you choose or on demand.
• Gmail: 2 verified event triggers in the integration catalog can start an assistant automatically. Exact delivery timing depends on the integration; we do not promise real-time.

This assistant only reaches operations verified in the integration catalog, through a connection you authorize and can revoke. Capability facts last verified against the catalog on 2026-07-10.

Good to know

Connect Apollo and Gmail once; research uses web search and Apollo enrichment. The assistant researches and drafts - you review and approve every outreach message before it is sent.

Frequently asked questions

How does the Candidate Outreach Assistant research candidates?

It uses web search and Apollo enrichment to look up a candidate's background beyond just their name and current company, then scores their fit against the role's must-haves.

Do I need to write any code to use this assistant?

No, you simply add a candidate's name, current company, and the role's must-haves, and the assistant does the research and drafting automatically.

Which apps does it connect to?

It integrates with Apollo for enrichment and Gmail, but you must connect them once in Gaia's settings.

Does it send outreach messages automatically?

No, it drafts a personalized message for you to review and approve before anything is sent.

Can I customize the scoring criteria for candidate fit?

Yes, you define the role's must-haves when adding a candidate, and the assistant scores fit against those specific requirements.