How to set up automated candidate sourcing workflows in Loxoapp

If you’re tired of spending hours digging through LinkedIn, cold-emailing, and copy-pasting candidate info, this guide’s for you. You want to automate the grunt work in sourcing, but you don’t want to mess around with 20 browser tabs, untested “AI” features, or more busywork disguised as productivity. Here’s how to actually get automated candidate sourcing running in Loxoapp—without the headaches, and with a realistic view of what’s worth your time.

Why Automate Candidate Sourcing in Loxoapp?

Let’s face it: candidate sourcing is where time goes to die. Automation can help, but only if you set it up right. Loxoapp claims to streamline sourcing with AI, Chrome extensions, and workflow automation. Some of it works well; some, not so much. If you want to save time (not just add new tools to your process), this guide will walk you through the steps that actually make a difference.

Step 1: Get Your Loxoapp Account Ready

Before you even think about automation, make sure the basics are in place:

  • Have admin rights. If you’re not an admin, you’ll be missing a lot of setup options.
  • Integrate your email and calendar. Loxoapp can sync with Gmail, Outlook, etc. This is critical for automated outreach.
  • Import your existing candidates. If you’re migrating from another ATS or spreadsheet, do a bulk import first. Don’t automate an empty database.

Pro tip: Start with a single role or team. Trying to automate everything at once just creates chaos.

Step 2: Set Up Sourcing Chrome Extension (and Know Its Limits)

Loxoapp’s Chrome extension is hyped as a “one-click candidate adder” from LinkedIn, Indeed, and a few other sites. It mostly delivers, but don’t expect magic.

  • Install the Loxo Chrome Extension from the Chrome Web Store.
  • Log in with your Loxoapp credentials.
  • Test it on LinkedIn. Go to a candidate profile, click the Loxo icon, and see what info gets pulled in.
    • Sometimes, it misses phone numbers or pulls outdated emails. Always double-check before outreach.
  • Adjust parsing settings in Loxoapp if you want to map fields or fix common import issues.

What works: Fast for adding individuals from LinkedIn or job boards.

What doesn’t: Bulk scraping or finding “hidden” candidates. This isn’t a silver bullet for passive talent.

Step 3: Build Boolean Searches (Don’t Trust ‘AI Sourcing’ Alone)

Loxoapp pushes its AI sourcing feature, but honestly, it’s hit or miss. The AI can find obvious matches, but it’s not great at nuance (think: niche skills, career pivots, or culture fits).

  • Use Boolean search in Loxoapp for more control. For example:

("software engineer" OR "developer") AND ("python" OR "django") AND ("remote" OR "distributed")

  • Save your searches so you can re-run them as new candidates come in.

Ignore: Any promise that “AI will find who you missed.” You still need to check search results for false positives.

Step 4: Set Up Automated Workflows (Sequences)

Here’s where you start saving real time: Loxoapp lets you build “Sequences”—automated outreach campaigns for sourced candidates.

  • Go to Sequences in the left menu.
  • Create a new Sequence:
    • Add steps (email, LinkedIn message, call, etc.)
    • Set delays between steps (e.g., Day 1: Email, Day 3: LinkedIn message)
    • Customize each template. Generic templates get ignored—always.
  • Set triggers:
    • Auto-add candidates based on tags, search, or source.
    • Example: “Anyone tagged Python-Remote, add to Sequence ‘Remote SWE Outreach’.”

What works:
- Following up with sourced candidates without manual reminders. - Tracking reply rates easily.

What doesn’t:
- Mass-blasting everyone. Your response rates will tank, and you’ll get flagged as spam. - Relying on default templates. Personalization still matters.

Pro tip: Use merge fields (e.g., {FirstName}) but don’t stop there—add a line about their actual experience when possible.

Step 5: Automate Candidate Tagging and Organization

Automation isn’t just about outreach—staying organized helps you avoid double-sourcing and keep pipelines clean.

  • Set up Rules in Loxoapp:
    • Example: “If candidate added from LinkedIn, auto-tag ‘LinkedIn’.”
    • Example: “If skill = Python, auto-tag ‘Python’.”
  • Use Smart Lists:
    • Dynamic lists that update based on filters (location, skill, source, status).
    • Great for keeping live pools (e.g., “JavaScript Developers in Austin”).

What works:
- Fast sorting and filtering. - Building dynamic talent pools for future roles.

What doesn’t:
- Over-tagging. If you set up too many tags, you’ll never use them.

Step 6: Integrate Job Boards and Sourcing Partners (Optional)

If you have paid job board accounts or work with sourcing partners, link them up.

  • Connect integrations via Loxoapp’s settings (Indeed, ZipRecruiter, etc.).
  • Set up auto-import rules:
    • Example: “Candidates who apply via Indeed, add to Sequence ‘Initial Outreach’.”
  • Monitor import quality. Automation will pull in junk if you don’t set filters.

Ignore:
- Any integration you don’t actually use. More isn’t better here.

Step 7: Monitor, Measure, and Adjust

Automation isn’t “set it and forget it.” You need to check what’s working.

  • Check Sequence analytics weekly (open rates, reply rates, bounces).
  • Tweak templates and timing based on real-world results.
  • Spot check candidate profiles to make sure parsing and tagging are accurate.

Pro tip: If you’re getting lots of bounces, your data quality is off. Revisit your sourcing sources and extension settings.

What’s Worth Automating (and What Isn’t)?

Focus on automating: - Adding candidates from supported sites (LinkedIn, Indeed, etc.) - Outreach sequences for first contact and follow-ups - Tagging and organization

Skip or double-check: - “AI” candidate recommendations—use as a starting point, not the final word - Bulk imports from sketchy sources (they’ll clog up your database) - Overly-complex workflows—if you can’t explain it to a teammate in 60 seconds, it’s too much

Wrapping Up: Keep It Simple, Iterate Often

Automating candidate sourcing in Loxoapp will save you real time—if you keep things straightforward. Start with one type of role or workflow, see what works, and only add complexity when you’re sure it’s helping. The best automation is the kind you barely notice because it just works. Don’t get distracted by shiny features or promises of “AI magic.” Stick to what moves the needle, keep your database clean, and tweak as you go.

You’ll spend less time chasing candidates and more time actually recruiting—without the busywork.