For recruitment agencies and in-house talent teams

Recruiters should spend the day talking to people, not retyping CVs.

Most of a recruiter's week goes to admin around the conversations that earn the fee. These are the workflows that remove the admin, with the recruiter still choosing who goes to the client.

Get a workflow audit

CVs arrive in every shape

PDFs, Word files, LinkedIn exports and email bodies all get retyped into the ATS, and the record is only as good as the person's patience that day.

Shortlisting is keyword luck

Boolean searches miss good candidates who describe their work differently, and the talent pool from last quarter's roles sits unused.

Candidates and clients go quiet

Status updates depend on someone remembering. A candidate waiting a week for news often accepts another offer.

Data sits in three systems

The ATS, the CRM and the inbox each hold part of the story, so nobody sees the full history of a candidate or a client.

6 workflows we build for recruitment teams

Each workflow lists its trigger, its inputs, the decision it makes, who approves and where the result is written.

Workflow 1

Candidate intake and CV parsing

Trigger
A CV arrives by email, through a job board, or through your application form.
Reads
The CV file or text, the role it was sent for, and the existing ATS record if the candidate is already known.
Decides
Extracts roles, dates, skills and contact details, checks for a duplicate record, and flags gaps such as missing dates or an unclear notice period.
Approved by
No approval for clean records. Records flagged as a possible duplicate or low confidence go to a recruiter with a one-click resolve.
Writes back
A structured ATS record with the original CV attached and a note of anything the system was unsure about.

Workflow 2

Shortlist matching against a role

Trigger
A recruiter opens a new role, or a role is updated with new must-haves.
Reads
The job description and intake notes, plus your candidate database and past placements.
Decides
Ranks candidates by fit to the stated must-haves and writes a short reason for each rank, so the recruiter can check the logic rather than trust a score.
Approved by
The recruiter selects who to contact. The system never contacts a candidate on its own.
Writes back
A ranked list attached to the role in the ATS, with reasons and the source of each fact.

Workflow 3

Candidate outreach drafting

Trigger
A recruiter approves candidates from a shortlist.
Reads
The candidate's record, the role and the recruiter's past messages for tone.
Decides
Drafts a personalized first message and a follow-up schedule.
Approved by
The recruiter edits and sends. Follow-ups queue for approval rather than sending on their own.
Writes back
Message history in the ATS or CRM and a reminder if there is no reply.

Workflow 4

Interview scheduling and status updates

Trigger
A stage changes in the ATS, or a candidate replies with availability.
Reads
Calendars of the interviewers, the candidate's stated availability and your stage rules.
Decides
Proposes interview slots, sends confirmations, and drafts the status message to the candidate and the client contact.
Approved by
Slot proposals inside rules you set go out automatically. Rejections and offers always wait for the recruiter.
Writes back
Calendar events, ATS stage notes and a client-facing status line.

Workflow 5

Client weekly pipeline report

Trigger
A weekly schedule per client.
Reads
ATS stages, notes and dates for that client's open roles.
Decides
Summarizes where each role stands, who is in process and what is blocked, using only what the ATS records.
Approved by
The account owner skims and sends. It goes out as a draft first until the team trusts it.
Writes back
An email or PDF for the client and a copy in the CRM timeline.

Workflow 6

Talent pool reactivation

Trigger
A new role opens that resembles a past search, or a candidate's status is due for a check-in.
Reads
Past shortlists, placement history and consent flags for each candidate.
Decides
Finds previously strong candidates who are relevant now and drafts a re-engagement message, skipping anyone without valid consent.
Approved by
The recruiter approves the list and the wording before anything goes out.
Writes back
Updated candidate status, last-contact date and campaign notes.

What we have shipped that looks like this

These are results from work that uses the same pattern. Most clients are described rather than named.

Uniworx

We delivered a placement platform with an engine that matches students to placements automatically and keeps data separated between universities.

An AI talent agency in the US

We built internal tooling that matches candidates to opportunities, with security and access control designed in from the start.

What the first 30 days look like

One workflow, one owner, a person checking the important decisions. We expand only after the first workflow has a track record.

  1. Week 1

    Choose the workflow that hurts most

    Usually CV intake or shortlist matching. We agree who owns it, what a good record looks like and what the recruiter must always approve.

  2. Week 2

    Connect your ATS and inbox on sample data

    We map fields and permissions, and run against a copy of real CVs before touching live records.

  3. Weeks 3 and 4

    Run it with recruiters checking

    Two or three recruiters use it on live roles. We log every correction they make and turn those into fixes.

  4. Day 30

    Handoff and next step

    The team runs it, monitoring is in place, and you decide whether to add outreach or reporting. We expand only after the first workflow has earned trust.

What should stay human

Hiring decisions affect people's livelihoods and carry legal duties. These stay with humans.

Who gets hired or rejected

The system ranks and explains. A recruiter decides who moves forward, and a human sends every rejection.

Fairness and bias review

Rankings should be audited by people against your own equal opportunity policy and local rules. We build logs that make this possible, and we do not claim a system is bias free.

Candidate relationships

Calls that persuade a hesitant candidate or calm a nervous client are the job. We remove the admin around them.

Consent and data retention

Reactivation only uses candidates with valid consent, and retention rules are set by your data protection lead.

Related services

Custom workflow automation

Multi-step workflows across your CRM, inbox, storage and ERP.

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AI agent development

Agents that read, decide inside limits and hand off to a person.

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Custom automation

Integrations and automations built around your own systems.

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Automation maintenance and support

Monitoring, fixes and updates after launch.

Read more

Common questions

Where does your recruiters' admin time go?

Tell us your ATS and where the retyping happens. We come back with one workflow worth building first.

30 minutes. We map the workflow, name what a person must approve and tell you if it is not worth building.

Request Your Recruitment Blueprint