01
Recruiter approves candidate
Candidate moves to Ready for interview.
AUTOMATION FOR STAFFING & RECRUITING AGENCIES
Keep great candidates moving.
Connect your ATS, inbox and calendar so approved candidates get timely invitations, interviews get booked, and recruiters stay in control.
- Works with your current tools
- One focused workflow at a time
- You keep ownership of everything
CONNECTED WORKFLOWInterview coordination
System readyRecruiter approvalHuman decision starts the workflowApproved
THEN THE HANDOFFS MOVE AUTOMATICALLY
ATSCandidate approved for interview
EmailPersonalized invitation sent
CalendarCandidate selects a time
Team updateRecruiter and client are notified
Interview bookedMeet link createdATS updated
THE RECRUITING BOTTLENECK
A clearer path from application to update
Applications, interviews and client updates should move without repeated copying and chasing.
- Applications waiting for review
- Strong candidates receiving late replies
- Manual interview scheduling
- Candidate records falling out of date
- Clients asking for status updates
- Recruiters copying data between tools
BEFORE
Too many manual handoffs
- Application inbox
- Manual review
- Copied notes
- Scheduling emails
- Manual client update
AFTER
One connected path
- Application received
- Category suggested
- Recruiter reviews
- Interview options sent
- ATS updated
- Client status prepared
A recruiter remains responsible for candidate decisions.
CONNECTED RECRUITING WORKFLOW
From qualified candidate to booked interview—without the manual handoffs.
When a recruiter approves a candidate, AITOA connects the follow-up, scheduling and internal updates that normally happen across separate tools.
Your recruiter decides who moves forward. The workflow handles what happens next.
02
Personalized invitation sent
The candidate receives the role details and a scheduling link.
03
Candidate chooses a time
Available times appear in the candidate’s local timezone.
04
Calendar and Meet created
The selected time is reserved and the meeting invitation is sent.
05
ATS and recruiter updated
Interview status, time and meeting link are recorded automatically.
From the invitation stageNo interview booked after 24 hours
01Send one follow-up
02Notify the assigned recruiter
03Keep the candidate status visible
YOUR EXISTING TOOLS
Connected around your existing stack
Configured around supported APIs, webhooks and the tools your team already uses.
- ATS
- Calendar
- Google Meet
- Team notifications
- Candidates receive a clear next step
- Recruiters avoid repeated scheduling messages
- Interview activity stays visible in the workflow
Where does your recruiting process slow down?
We’ll map one workflow across your current tools and identify the handoffs that can be connected.
RECRUITING SERVICES
Recruiting workflows we connect
We start with what your recruiters need to move forward, then connect the tools behind it.
- Application triage and recruiter routing
- Candidate follow-up
- Interview scheduling
- Candidate no-show recovery
- ATS record updates
- Client vacancy intake
- Client status updates
- Recruiter and hiring-manager notifications
- Placement onboarding handoffs
- Reporting-data synchronization
RECRUITING CAPABILITY
Application triage
When it starts: An application arrives
Manual handoff: Applications wait for manual sorting.
Human decision: Recruiters make candidate decisions.
Information updated: ATS record and recruiter queue
- Application
- Role check
- ATS update
- Recruiter notified
- Candidate acknowledged
RECRUITING CAPABILITY
Client updates
When it starts: An ATS stage changes
Manual handoff: Clients ask for status manually.
Human decision: Account owners approve sensitive updates.
Information updated: Client communication log
- Stage change
- Status summarized
- Human review
- Client update
- Audit record
HOW THE WORKFLOW OPERATES
Build around the handoff, then test it
Supported tools stay in place, while people remain responsible for important decisions.
- STEP 01
Find the bottleneck
Spot the work that is delayed or often missed.
- STEP 02
Map the workflow
Decide what moves automatically and where people step in.
- STEP 03
Build and connect
Link the tools and test how real work moves.
- STEP 04
Test, launch, and improve
Check unusual cases, document the system, and keep improving.
Your existing toolsRemain in place
AITOA workflowConnected and documented
Human review Failure alerts Your documentation
- No forced platform migration
- Client-controlled accounts and credentials
- Documented workflows and handoff
- Human review for sensitive decisions
- Test environment before launch where possible
- Monitoring and failure alerts
- Clear scope and fixed quote
- No AI candidate rejection without client-controlled human review
COMMON QUESTIONS
Before you book
We can connect application intake, recruiter routing, candidate follow-up, interview scheduling, ATS updates and client status handoffs. We scope one workflow at a time.
No automatic replacement is required. We design around your current ATS when its supported access allows the needed workflow.
Often, yes. Feasibility depends on each tool’s API, webhook, export or other supported access, which we review before quoting.
We map the current handoff, identify the main delay, and discuss the simplest practical implementation path.
Approximately seven days is a target for a properly scoped workflow after access and requirements are confirmed. Timing depends on the tools and approvals involved.
You keep ownership of the workflows, accounts and documentation created for you, subject to the terms of any third-party platform.
Storage depends on your existing systems and the agreed workflow. We identify the data path and providers during scoping rather than assuming every project uses the same setup.
We plan the least-privilege access needed for the agreed work. Client-controlled credentials can be revoked by your team.
Yes. Sensitive candidate and client decisions can remain behind a recruiter or account-owner approval step.
The workflow should surface failed steps and exceptions to an owner, with monitoring and recovery steps documented in the agreed scope.
Support is quoted separately at the configured monthly rate. The exact maintenance scope is agreed in writing; you retain ownership of the delivered workflow.
Yes. We can review an existing workflow, identify unreliable handoffs, and propose a scoped improvement.
Yes. We also support selected service-based teams in home services, property management, B2B customer operations and agencies.
The starting setup price covers a scoped workflow map, one agreed automation, testing, documentation and launch support. Third-party usage fees are separate.
A written plan and fixed quote follow the review. Work outside the agreed workflow is discussed and quoted separately.
Bring a short description of the current process, the tools involved, where work stalls, and who should approve important steps.
ONE WORKFLOW. CLEAR SCOPE.
The Recruiting Workflow Sprint
One important recruiting workflow, mapped, built, tested and handed over after scope and access are confirmed.
Starting at $2,500one-time setup
$750/monthongoing support
One workflow · Target implementation starts after scope, access and requirements are confirmed
Book my workflow reviewIncluded in the sprint
- Workflow mapping and implementation plan
- One production-ready automation connecting the required tools
- Testing, documentation, launch support and ongoing monitoring
Scope and pricing details
- Third-party software and usage fees are separate.
- Final scope and fixed quote follow the workflow review.
- Delivery timing depends on access, API availability and approved requirements.
- Custom work outside the agreed workflow is quoted separately.
START WITH ONE WORKFLOW
Find the handoff worth fixing first.
A focused review leads to a written plan and fixed quote.