Key takeaways
- Wrap-up outcomes take the keys 1–9, and an organization can define up to 20 outcome buttons.
- The
{{last_notes}}merge field drops your notes from the previous call into the opener of the next one. - A candidate calling your Twilio number back costs $0.0085 a minute at Twilio’s inbound rate.
- On a shared candidate list, each contact is held for one recruiter at a time, so two recruiters never ring the same person.
What slows recruiters down
- Candidate lists exported from a job board or ATS are worked by hand, one copy-paste at a time.
- Good candidates call back hours later and reach a voicemail box nobody checks, or a number that does not ring anywhere.
- Screening notes end up spread across the ATS, a notepad and email, so the next recruiter starts from zero.
- Staffing desks need to call clients and candidates from the same tool without mixing the two lists.
A calling day for recruiters in Rapidialer
Import the candidate list
Export candidates from your ATS or job board as CSV. Map phone, name and email, and keep the role, location and source as custom fields.
Screen with a talk track
A screening script on screen covers availability, pay expectations and must-haves, with
{{contact}}and{{company}}filled in for the opener.Log fit in one click
Custom outcomes such as Interested or Not looking move candidates to the right pipeline stage as you dial the next one.
Take the callbacks
Candidates who call back ring your browser Dialer or forwarding mobile on your own number, so you can screen them on the spot.
The setup we recommend
Use this as a starting point; every list, outcome and stage can be renamed in the app.
- CSV columns to import
- phone
- first_name
- last_name
- company
- role_applied
- location
- source
- Outcome buttons
- Interested
- Not looking
- Callback
- Left message
- Submitted
- Wrong number
- No answer
- DND
- Pipeline stages
- Sourced
- Contacted
- Screened
- Submitted
- Interviewing
- Placed
- Not a fit
- Calling hours
- Many candidates answer at lunch or after work, so a 9:00–20:00 weekday window in the candidate’s time zone works better than office hours.
- Follow-up rhythm
- Follow up with interested candidates within a day, and set a call follow-up for passive candidates in three to six months.
Should candidates and clients share one list?
No. Keep candidate outreach and client business development in separate lists, each with its own talk track and outcome buttons. Leads are matched by phone number, so a hiring manager who later becomes a candidate still has one history.
For high-volume roles, add retry rules to the candidate list so people who did not answer come back the next day by themselves.
A daily calling block for recruiters
Recruiting calls go better in short, focused blocks than scattered between interviews and emails. A rhythm a desk can adapt:
- 12:00, callbacks first. Candidates answer at lunch, and the Dialer’s queue serves due callbacks before new contacts, so people who asked for a call hear from you when you promised.
- 12:20, new candidates. Import today’s search results as a fresh list, with the role and source in custom fields so they show on screen during the call, next to a recruiting call script.
- 2:00, clients. Work hiring-manager updates and business development from their own list and talk track, in the same kind of call block SDR teams run.
- 5:30, the after-work window. A second candidate block catches people leaving their jobs; schedule a follow-up for anyone who asked for details, and mark anyone not looking as Not looking so they leave the queue.
Build the screening setup once
A recruiting desk gets the most from Rapidialer when the outcome buttons match its process. Under Settings → Dialing → Call outcomes, each button has a label, a Counts as result and an optional Move to stage:
- Submitted counts as Connected and moves the candidate to your Submitted stage, so the pipeline shows who is with a client.
- Left message counts as Voicemail, so with retries on, the candidate comes back the next day inside the list’s calling hours instead of being closed.
- Not looking counts as Not interested, which takes the candidate out of the queue for that list.
- Keep the order sensible: the first nine buttons get the keys 1–9 in wrap-up, and you can have up to 20.
How do you pick up a second call where the first one ended?
Put {{last_notes}} in the opener of a follow-up call script, and your notes from the last call with that candidate fill in on screen (“Last time you mentioned a two-week notice period…”).
A screening script is a set of stages, each with a short chip label and the lines you read, so you can jump from availability to pay expectations when a candidate skips ahead.
How much does a recruiting desk spend on calling each month?
Each recruiter costs about $26.65 a month: the $5 seat plus about $21.65 of Twilio usage for 1,000 billed minutes, call recording and one local number (Twilio US voice pricing). A three-recruiter desk lands near $79.95 and a ten-recruiter agency near $266.50.
Inbound adds a little on top. A recruiter who spends 200 minutes a month on candidate callbacks adds about $1.70 at Twilio’s $0.0085 inbound rate, plus the browser leg for those minutes.
When should a recruiting team choose another tool?
Choose another tool if every call must log straight into an ATS without any setup. Rapidialer texts candidates and syncs natively with HubSpot only; an ATS such as Bullhorn needs webhooks through Zapier, Make or n8n, the REST API, or CSV files. Kixie, in the table below, lists more native CRM integrations at a higher per-user price.
Compliance notes for recruiters
Rapidialer and the dialers recruiters often weigh
Competitor facts link to their sources below; the first column is our own product.
| Compared on | Rapidialer | PhoneBurner | Kixie |
|---|---|---|---|
| Price | $5 per seat/month, or $49 per seat/year; limited founding offer: $2/seat/month for life | $140–$183 per user/month billed annually ($165–$215 billed monthly)1 | Not published; quotes reported at about $95–$215 per user/month5 |
| Dialing mode | Power Dial: one line at a time; the next call starts after wrap-up and a 5-second countdown | Single-line power dialing (no multi-line dialing)2 | Single-line and multi-line power dialing, depending on plan6 |
| Free trial | 14 days, 1 seat, no credit card | Free trial with a limited number of calling minutes1 | 7-day free trial6 |
| Local presence | Yes, picks your own Twilio number with the lead’s area code | Yes (Local ID)3 | Yes7 |
| CRM integrations | HubSpot sync (calls logged on contacts, contact import); webhooks and API for other tools; CSV import and export | Yes, native CRM integrations4 | Yes, CRM integrations such as HubSpot and Salesforce8 |
Full comparisons: Rapidialer vs PhoneBurner and Rapidialer vs Kixie.
Sources
- phoneburner.com/pricing · checked October 23, 2026
- phoneburner.com/homepage/orum-alternative · checked October 23, 2026
- phoneburner.com/homepage/local-id · checked October 23, 2026
- phoneburner.com/integrations · checked October 23, 2026
- aloware.com/blog/kixie-pricing · checked October 23, 2026
- kixie.com/pricing/ · checked October 23, 2026
- kixie.com/features/local-presence/ · checked October 23, 2026
- kixie.com/integrations/ · checked October 23, 2026
Features and scripts for this team
- Power DialSequential power dialing: the next contact is dialed after each wrap-up and a five-second countdown.
- Call scriptsStaged talk tracks on screen during every call, with merge fields for contact, company and last notes.
- Inbound callsCallbacks to your Twilio numbers ring the assigned rep in the browser, then the team.
- Leads and pipelineA lightweight lead pipeline with custom stages, temperature, saved views and CSV export.
- Follow-upsCall, email and to-do follow-ups, with a queue that power-dials the calls that are due.
- FeaturesWhat each Rapidialer feature does, how it works, and its limits.
Recruiters: questions and answers
What is the best dialer for staffing agencies?
Most recruiting calls go to one candidate at a time, and callbacks need to reach the recruiter who called, so a single-line power dialer with a number per recruiter covers the job for $5 per seat plus Twilio’s usage. PhoneBurner bundles unlimited calling into each plan, and Kixie sells calling and texting by quote; the table on this page compares them with Rapidialer, with sources.
Does Rapidialer integrate with Bullhorn?
Not natively. Rapidialer’s only built-in CRM sync is HubSpot. A staffing desk can push Rapidialer’s signed call.completed webhooks into Bullhorn through Zapier, Make or n8n, or work by file: export candidates from Bullhorn as a CSV, import them as a list, and export call history afterwards. If you want a Bullhorn connector with no setup, choose software that lists one.
How many candidate calls can a recruiter make in a day?
Rapidialer sets no daily cap; a recruiter’s calls per day depend on talk time and wrap-up, because this recruiting dialer rings one candidate at a time, five seconds after each logged outcome. Track your own number on the Analytics page, which shows calls made, people reached and talk time per recruiter. Twilio bills only the minutes, so a busier day costs more usage, not more seats.
Can I import candidates from my ATS?
Yes, through CSV. Export the candidates you want to call from your ATS, then import them into Rapidialer as a list of up to 5,000 rows per file. Phone, name, email and company map automatically, and up to 20 extra columns such as role or location stay as custom fields. To update candidate records afterwards, export call history or send call webhooks to your ATS through an automation tool.
Can candidates call me back?
Yes. Calls to a recruiter’s Twilio number ring their browser Dialer while it is open, and a forwarding mobile if an owner or admin has set one under Settings → Team → Call forwarding. When each recruiter has their own outbound line, a candidate’s callback rings the recruiter whose number they saw, and the call gets the same wrap-up and notes in call history.
Can a team of recruiters share one list?
Yes. In Rapidialer each contact on a list is claimed by one recruiter at a time, so several recruiters can power-dial the same candidate list without calling the same person twice. Import it with Leave unassigned to share it, or use Assign new leads to when one recruiter owns a requisition and its candidates.
Can I call candidates in other time zones?
Yes. Turn on calling hours for the list, and Rapidialer works out each candidate’s local time from their phone number before dialing, so a candidate three time zones away is not called at dawn. The window defaults to 09:00–20:00 on weekdays, and you can stretch it to cover the after-work hours when passive candidates answer.
Can I text candidates from Rapidialer?
Yes. Rapidialer sends and receives texts from your Twilio numbers, with saved templates and replies in the Messages inbox, so a recruiter can confirm an interview by text right after the call. Candidates who reply STOP are opted out of texts until they reply START, and missed-call text-back can answer a callback nobody picked up.