Everyday Workflows Client Portal

Loxo

6 min read

Loxo

Type: Recruiting-focused ATS (Applicant Tracking System) + CRM Industry: Staffing & Recruiting Use Case: Candidate sourcing, relationship management, outreach campaigns

Platform Overview

Loxo is a modern recruiting platform that combines:

  • ATS: Track candidates through hiring pipeline
  • CRM: Manage relationships with hiring managers and clients
  • Sourcing: Native candidate database (LoxoSource)
  • Outreach: Email campaign automation
  • Enrichment: Contact data enrichment via credits

API Capabilities

Authentication

  • Method: OAuth 2.0
  • Webhook Support: Yes (real-time updates)
  • Custom Fields: Mapping available
  • Rate Limits: TBD (confirm with CSM)

Key Endpoints (Typical)

  • Contact CRUD operations
  • Status field updates
  • Campaign management
  • Enrichment requests
  • Activity logging

LoxoSource (Native Enrichment)

Database Stats

  • Size: 1M+ professional profiles
  • Coverage: Global, multi-industry

Credit Costs

ServiceCredits
Work Email0.2
Personal Email1.0
Phone Number1.0
Boolean Search0 (Free)
Natural Language Search0.04

Quality (Untested)

  • Email Find Rate: TBD
  • Accuracy: TBD
  • Comparison vs Apollo/Clay: TBD

Testing Recommendation: Run 50-contact pilot before committing to external vendors.

Outreach Campaigns

Capabilities

  • Multi-step email sequences
  • Automated follow-ups
  • Reply detection
  • Unsubscribe management
  • Performance analytics

Known Limitations ⚠️

1. Sender Lock-In

Issue: Emails sent from campaign creator, not contact Owner. Workaround: Duplicate campaigns per sender (Aaron, Dan, Alex each need their own copy). Impact: Cannot auto-assign contacts to campaigns based on Owner field.

2. Mandatory Click/Open Tracking

Issue: Tracking pixels cannot be disabled (confirmed platform limitation as of 2025-12-04). Risk: May hurt deliverability during reputation-building phase. Status: ❌ PERMANENT - Not a configuration option, not on product roadmap. BAINTL approach: Proceed with Loxo native campaigns and accept tracking as industry standard. If deliverability issues appear, we can revisit an external-sending approach via n8n + Gmail/Outlook API.

3. No Auto-Assignment

Issue: Contacts cannot be automatically added to campaigns via API/automation based on field criteria. Workaround: Manual segmentation or custom webhook automation.

Field Structure Best Practices

Global Status (Workflow-Driven)

✅ DO: Use stages that reflect sales funnel position

  • Enrich → Prospect → Outreach → Responded → Qualified → Active → Customer

❌ DON’T: Use relationship descriptors as status

  • “Current Client”, “Previous Client”, “YES”, “NO” (these are history, not workflow)

Dual-Status Architecture

For recruiting agencies, contacts can be BOTH:

  • Hiring Manager: (prospecting for business)
  • Candidate: (job seeker)

Create TWO separate status fields to prevent workflow collision:

  • Hiring Manager Status
  • Candidate Status

Taxonomy Design

  • Avoid Catch-Alls: Remove “ALL” or “Other” options to force data precision
  • Enable Personalization: Specific categories (“Resin Distribution”) > Generic (“Plastics”)
  • LLM Classification: Use AI to map generic job titles to specific taxonomies

Data Quality Tools

Black Flag Feature

Purpose: Report inaccurate phone numbers/emails Benefit: Credit refund + prevents re-delivery of bad data Usage: Click flag icon on contact record → Select issue type

Bulk Operations

  • Mass status updates
  • Bulk enrichment requests
  • CSV import/export
  • Duplicate detection

Integration Ecosystem

Native Integrations

  • Email: Gmail, Outlook, Exchange
  • Calendar: Google Calendar, Outlook Calendar
  • Job Boards: LinkedIn, Indeed, ZipRecruiter
  • Communication: Zoom, Teams

Via API (Custom)

  • n8n - Automation workflows
  • Google Sheets - Data sync
  • Slack - Notifications

Pricing Model

Credit System

  • Credits used for enrichment services (email, phone, search)
  • Credits purchased in bundles
  • Unused credits roll over (verify with CSM)

Subscription Tiers

  • Recruiting: Individual recruiters
  • Team: Small agencies (5-10 users)
  • Enterprise: Large agencies (custom)

Note: Pricing details confidential - contact Loxo sales.

Migration Considerations

Fresh Migration Advantage

When migrating FROM another ATS (e.g., Bullhorn):

  • 60-Day Window: Enforce new standards before bad habits form
  • Clean Slate: No legacy reporting dependencies
  • Team Training: Teach new system only (no unlearning)
  • Field Cleanup: Delete old fields without political pushback

Data Mapping

  1. Export from old ATS (CSV)
  2. Map fields to Loxo schema
  3. Clean data BEFORE import (dedupe, standardize)
  4. Import in batches (test first 100 contacts)
  5. Validate mappings in Loxo UI
  6. Bulk import remaining contacts

Support & Resources

Customer Success

  • CSM Assignment: Typically for Team+ plans
  • Response Time: 24-48 hours (email)
  • Onboarding: 1-2 calls for new clients

Documentation

  • Help Center: In-app knowledge base
  • API Docs: Developer portal (request access)
  • Video Tutorials: YouTube channel

Feature Requests

  • Submit via CSM
  • Product team reviews quarterly
  • Enterprise clients get priority

Known Issues & Workarounds

IssueWorkaroundStatus
No dynamic sender in campaignsDuplicate campaigns per user❌ Permanent limitation
Click/open tracking mandatoryBuild external via n8n❌ Confirmed 2025-12-04
No auto-campaign assignmentManual segmentation or webhooks❌ Permanent limitation
LoxoSource quality unknownTest 50 contacts before scaling⏳ User testing needed

Use Cases (Everyday Workflows)

Current Clients Using Loxo

  • Business Answers International - Plastics recruiting agency
    • CRM restructure + AI enrichment automation
    • 10k contact migration from Bullhorn
    • Automated hiring manager outreach campaigns

Potential Applications

  • Staffing agency CRM management
  • Executive search candidate tracking
  • Freelancer/contractor database
  • Internal recruiting (corporate talent acquisition)

AI Automation Opportunities

1. LLM-Powered Classification

Challenge: Generic enrichment data (“Plastics”, “Manufacturing”) Solution: GPT-4 reads job title + company description → Maps to client-specific taxonomy Example Prompt:

You are a data classifier for [Client Name].
I will provide a Job Title and Company Description.
Categorize into ONE Industry and ONE Function from allowed lists.
Allowed Industries: [List]
Allowed Functions: [List]
Return ONLY exact string from allowed lists.

2. Automated Enrichment Pipeline

  1. Contact enters “Enrich” status (missing data)
  2. Trigger webhook to n8n
  3. Call LoxoSource/Apollo API for email/phone
  4. LLM classifies job title → specific taxonomy
  5. Update Loxo contact via API
  6. Move to “Prospect” status (ready for review)
  7. Human approval before “Outreach”

3. Campaign Performance Monitoring

  • Track open/click rates via Loxo analytics
  • Flag contacts with 3+ no-response → Move to “Nurture”
  • A/B test subject lines across duplicate campaigns
  • Auto-pause campaigns with >5% bounce rate

Competitive Comparison

FeatureLoxoBullhornGreenhouseLever
Native Enrichment✅ LoxoSource❌❌❌
Email Campaigns✅Limited❌Limited
Candidate Sourcing✅ 1M+ DBVia 3rd partyVia 3rd partyVia 3rd party
API QualityGoodRobustExcellentExcellent
PricingMid-tierHighHighHigh
Best ForAgenciesLarge agenciesCorporate TACorporate TA

Key Learnings (From BAINTL Project)

  1. Test Native Tools First: LoxoSource may be sufficient before investing in Apollo/Clay.
  2. Sender Limitation Is Critical: Plan for manual campaign duplication if multiple senders needed.
  3. Tracking Disable Is Essential: For deliverability during reputation-building, external build may be required.
  4. Fresh Migrations = Opportunity: 60-day window to enforce best practices before inertia sets in.
  5. Global Status Drives Automation: Workflow stages (Enrich → Prospect → Outreach) enable triggers.
  6. DNS Configuration Timeline: 48-hour propagation period required for DKIM/SPF/DMARC verification.
  7. DMARC Policy Progression: Start with p=none (monitoring) → p=quarantine → p=reject for safe reputation building.

BAINTL DNS Status (Updated 2025-12-05)

DNS propagation complete. All authentication records verified passing:

  • SPF: ✅ Passing
  • DKIM: ✅ Passing
  • DMARC: ✅ Passing (Policy upgraded to p=quarantine)
  • Blacklist Status: ✅ Cleared - No longer on any blacklists
  • Email deliverability: Healthy
  • Domain reputation: Excellent
  • Campaign deployment: Production-ready
  • Apollo - External enrichment alternative
  • Clay - External enrichment alternative
  • n8n - Automation platform for Loxo
  • Google Workspace - Email integration
  • DMARC - Email authentication for campaigns

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