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STAFFING & RECRUITING AGENCIES

Keep every candidate moving, without the manual handoffs.

We connect your ATS, inbox and calendar so candidates hear back fast, interviews book themselves and records stay current. Recruiters keep every decision.

Book a free workflow reviewSee how it works
Interview scheduling workflow: a recruiter approves a candidate in the ATS, an invitation email is sent, the candidate chooses a time, a Google Meet is created, and the ATS and team are updated.
INTEGRATIONS

Works with your recruiting stack

Where work starts

ATS & recruiting CRM

  • Bullhorn
  • Loxo
  • JobAdder
  • Recruit CRM
  • Ceipal
  • Vincere
  • Greenhouse
  • Lever
  • Workable
  • Zoho Recruit
  • Manatal

Email

  • Gmail
  • Outlook

Where it lands

Calendar & meetings

  • Google Calendar
  • Zoom

Communication

  • Slack

Using something else? If it has an API or webhooks, we can usually connect it.

THE PROBLEM

Where the time goes

  • Late replies to strong candidates

    Good applicants wait while recruiters are on calls.

  • Scheduling back-and-forth

    One interview, a dozen emails.

  • Stale ATS records

    Stages and notes lag days behind reality.

  • Clients chasing status

    Updates depend on someone finding time to write them.

BEFORE AND AFTER

Same application. Two very different weeks.

  1. Before: Day 0Application arrives
    After: MinutesApplication acknowledged automatically
  2. Before: Day 0–2Sits in a shared inboxStalled
    After: Same dayRecruiter reviews and approves
  3. Before: Day 2Recruiter writes a manual email
    After: Minutes laterInvite and slot picker sent
  4. Before: Day 2–5Back-and-forth to find a time
    After: When they chooseInterview booked, Google Meet created
  5. Before: Day 6Client emails asking for an update
    After: AutomaticallyATS and client updated
Start to finishBefore: About 6 days
Start to finishAfter: Same day

Timings vary by team and aren’t guaranteed.

WORKFLOWS

Workflows we build for staffing and recruiting agencies

Each one starts from a clear trigger and ends in a visible outcome, on the tools you already use.

  1. How it runs

    1. A new application arrives in the ATS or the shared inbox.
    2. It is sorted by role using rules you agree, and the key details are pulled into one view.
    3. The right recruiter is notified in Slack with a link to the record.
    Trigger
    A new application lands in the ATS or inbox
    Outcome
    Sorted by role and sent to the right recruiter with the key details in one view
    • ATS
    • Gmail/Outlook
    • Slack

  2. How it runs

    1. An application arrives or a candidate’s stage changes in the ATS.
    2. A personal update is prepared from templates your team has approved.
    3. The candidate receives it by email.
    4. If the candidate goes quiet, one polite nudge follows.
    Trigger
    An application arrives or a stage changes
    Outcome
    The candidate gets a timely, personal update; quiet candidates get one polite nudge

    Where you stay in controlApproval steps can sit in front of any candidate-facing message.

    • ATS
    • Gmail/Outlook

  3. How it runs

    1. A recruiter approves a candidate in the ATS.
    2. The candidate gets an invitation with a slot picker shown in their own timezone.
    3. When they choose a time, the calendar invite and meeting link are created.
    4. The interview time is written back to the ATS.
    Trigger
    A recruiter approves a candidate
    Outcome
    The candidate picks a time in their own timezone; the invite and meeting link are created

    Where you stay in controlNothing goes to the candidate until a recruiter approves them.

    • ATS
    • Google Calendar
    • Google Meet/Zoom

  4. How it runs

    1. A candidate misses a scheduled interview.
    2. A rebooking link goes out by email or SMS.
    3. The recruiter is alerted, and the ATS shows what happened.
    Trigger
    A candidate misses an interview
    Outcome
    A rebooking link goes out and the recruiter is alerted
    • Calendar
    • Email/SMS (Twilio)
    • ATS

  5. How it runs

    1. An interview is booked, held or moved in the calendar.
    2. The stage, time and meeting link are written back to the ATS.
    3. Recruiters see a current record without retyping anything.
    Trigger
    An interview is booked, held or moved
    Outcome
    Stage, time and meeting link are written back to the ATS with no retyping
    • ATS
    • Calendar

  6. How it runs

    1. A client submits a new role through a form.
    2. A structured job brief is created in the ATS.
    3. The owning recruiter is notified in Slack or Teams.
    Trigger
    A client submits a new role
    Outcome
    A structured job brief is created in the ATS and the owning recruiter is notified
    • Form
    • ATS
    • Slack/Teams

  7. How it runs

    1. A shortlist or stage changes for a client’s role in the ATS.
    2. A status summary is drafted, optionally with OpenAI or Claude.
    3. The account owner reviews and approves it.
    4. The approved update is sent to the client.
    Trigger
    A shortlist or stage changes for a client’s role
    Outcome
    A summary is drafted for the account owner to approve, then sent

    Where you stay in controlThe account owner approves every summary before it is sent.

    • ATS
    • Email
    • OpenAI/Claude (optional)

  8. How it runs

    1. A candidate accepts an offer.
    2. The required documents are requested and the e-signature goes out through DocuSign.
    3. Onboarding tasks are created, with files kept in Google Drive.
    Trigger
    A candidate accepts an offer
    Outcome
    Documents are requested, e-signature sent and onboarding tasks created
    • ATS
    • DocuSign
    • Google Drive

See every recruiting workflow and pricing

HOW WE WORK

Audit. Build. Run.

One workflow at a time, with a fixed quote before any work starts.

  1. 01

    Audit

    A free 30-minute workflow review. We map one handoff, find where it stalls, and send a written plan with a fixed quote within 48 hours.

  2. 02

    Build

    We build one production workflow on your existing tools, test it against real edge cases, and document how it works.

  3. 03

    Run

    We monitor it, fix what breaks, and make small improvements as your process changes.

  • Your tools stay

    No platform migration; we connect what you already use.

  • You own everything

    Accounts, workflows and documentation stay in your name.

  • Humans make the decisions

    Candidate and client decisions stay with your team.

  • Failure alerts

    If a step fails, the right person hears about it.

COMMON QUESTIONS

Questions about automation for staffing & recruiting agencies

No. We build around your current ATS when its API, webhooks or exports support the workflow.

Yes. Approval steps can sit in front of any candidate-facing message.

Most modern ATS and recruiting CRMs offer an API or webhooks. Access can vary by plan, so we confirm what yours allows before quoting.

We map one high-value handoff in the free review, then send a written plan and fixed quote.

RELATED INDUSTRIES

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