Workflow Automation for Recruiters

Three silences that cost an agency money

The first is the shortlist. Three profiles go to a hiring manager on Tuesday and nothing comes back. Nobody wants to be the agency that nags, so the chase happens whenever someone remembers, which is usually after the strongest of the three has accepted a role elsewhere.

The second is the dormant account. A client who used you for every hire last year has not been contacted since their last placement, and the next mandate quietly goes to whoever called them first. The third is the fee. The candidate joined, HR confirmed, the invoice went out, and then it aged, because chasing money from a client you want more work from is the call everyone postpones.

Rules that run on dates the pipeline already knows

A shortlist unacknowledged past your feedback window sends a short message to the hiring manager and puts a call task on the account manager. A client account with no activity for forty-five days raises a check-in. A placement reaching thirty, sixty and ninety days prompts a conversation with both the candidate and the client while the replacement guarantee is still live, which is also when the next role tends to be mentioned.

One rule does more than message: it can assign the owner, tag the job order, create the task and move the stage together. Sequences stop the moment somebody replies, so a manager who answers on day two is never chased on day three.

More on the capability itself: Workflow Automation. More on this industry: CRM for recruitment teams.

From shortlist submitted to fee collected

Three profiles go to a hiring manager for a finance role in Gurugram.

1The job order enters Shortlist Submitted, which starts the feedback clock and dates the first nudge.
2Feedback arrives, one candidate is offered, and the joining date on the record becomes the anchor for the invoice task.
3The fee record opens on the joining date, reminders reach client HR and finance at day seven, fifteen and thirty, and the retention checks are already scheduled.

₹899/user/month + GST on annual billing, billed in INR with a GST-compliant invoice. ₹1,099/user/month + GST if you would rather pay month to month. The free plan carries one user and 200 leads and does not expire.

Also used by this team

The same feature, elsewhere

Questions teams ask

It depends entirely on what the message says and when it fires. A generic reminder every second day reads as nagging; a specific status question that names the three candidates and the date they were submitted reads as an agency running a process. You choose the interval, and it should match the client rather than the tool, because a manufacturing plant filling a supervisor role works to a different rhythm than a startup hiring a head of engineering. Sequences pause the instant the manager replies, so nobody is chased for something they already answered.

The ones tied to dates the pipeline already holds. Days since a shortlist was submitted with no feedback. A job order stage change. Days since the last activity on a client account. An approaching joining date. Days since joining, for the thirty, sixty and ninety day retention checks that protect the replacement guarantee. Invoice age. None of these require anyone to remember anything, which is the whole point, because the reminder list a busy consultant keeps in their head is exactly what breaks in a heavy month.

That is one of the highest value rules an agency can run, and almost nobody runs it manually. A client account with no logged call, meeting or job order for a set number of days raises a check-in task on the account manager, with the last placement and its performance already on the record so the call has a reason to exist. Repeat clients are where placement margin comes from, and the reason they drift is rarely dissatisfaction. It is usually that nobody called.

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Workflow Automation for Recruitment Agencies: Chase Feedback, Fees and Quiet Clients

Three silences that cost an agency money

Rules that run on dates the pipeline already knows

From shortlist submitted to fee collected

Also used by this team

The same feature, elsewhere

Questions teams ask

Will automated chasing make us look like the agency that nags?

Which triggers are actually useful on a recruitment desk?

Can automation help with the client who has gone quiet between mandates?

Do I have to buy this as a separate add-on?

Does this work on a phone, for people who are not at a desk?

Put your own week through it