A recruitment agency sells judgment: knowing which candidate suits which client, and why. Yet much of a recruiter's day goes elsewhere: copying résumé details into the database, emailing back and forth over interview times, chasing signatures, reminding contractors about timesheets, typing approved hours into invoices.
Recruitment and staffing automation takes that admin off your desks. We build workflows. Think of one as a checklist that software works through whenever a set event happens, like a new application coming in. They move information between the systems your agency already uses and send what is due when it falls due.
Contract staffing adds its own cycle: timesheets, approvals, invoices and pay for every contractor on assignment, each one a chance for a wrong rate to slip through.
One thing we never build: software that screens, scores, ranks or rejects candidates.
Where your desks lose time
- Typing in candidate details. Résumés arrive by email, from job boards and via your website, and each is copied in by hand.
- Booking interviews by email. Matching the candidate's, hiring manager's and recruiter's calendars takes a chain of messages, and every change restarts it.
- Candidates left waiting. The update owed after an interview is easy to put off, and candidates who hear nothing stop answering.
- Placement paperwork. Agreements, offers and onboarding documents are prepared, sent, signed, filed and chased by hand.
- Timesheets and invoices. Contractors are reminded to send hours, clients to approve them, and someone retypes the approved hours into an invoice.
- End dates spotted late. An assignment ends, or a certification expires, before anyone has planned what comes next.
What we automate for staffing and recruitment agencies
Every workflow below begins with an event your systems already record, and none decides anything about a person. We begin with whichever one costs your desks the most time.
Candidate intake
It starts when someone applies: on your website, through a job board or by emailing a résumé. The workflow creates the candidate's record in your applicant tracking system (the software where your candidates and open roles live), files the résumé and notes the role and source. The candidate gets a thank-you in your agency's words, and the recruiter on that role gets a note. Nothing is filtered or ranked on the way in; every application reaches a recruiter, who reads it and decides what happens next. It's our sales automation lead routing, aimed at candidates.
Interview booking
It starts when a recruiter moves a candidate to interview. The candidate gets a booking link showing only the times agreed with the client. Once they choose, everyone gets a confirmation with the address or video link, the slot lands in each calendar, and reminders go out beforehand. Reschedules use the same link and update every calendar. The interview, and what anyone thinks of it, stays with the people in the room. This is the calendar side of our workplace productivity automation.
Candidate updates at each stage
It starts when a candidate's status changes: sent to a client, interview booked, feedback in, role filled. Routine stages bring a short update in your wording. When an update carries a decision, such as an unsuccessful application, the message is drafted for the recruiter, who reads it, adjusts it and sends it. Candidates who have heard nothing for longer than the agency allows are flagged to their recruiter.
Placement paperwork
It starts when a placement is confirmed: an offer accepted, or a contractor booked onto an assignment. The workflow fills your templates with the rate, start date and terms the recruiter recorded, and sends each document for electronic signature (signing online). It then asks for the onboarding documents on your checklist, files each one and tracks what is missing. People agree rates and terms first, and someone at your agency checks that each document is valid. Our people and HR automation handles offers the same way.
Approved timesheets to invoices
It starts when a client approves a timesheet. The workflow raises the invoice in your accounting software at the placement's bill rate (what you charge the client), sends it to the client's accounts contact and passes the approved hours to whoever runs contractor pay. Before that, it reminds contractors and clients whose part is overdue. Hours that don't match the placement, like extra time or a different rate, are held for a person instead of invoiced. People settle every dispute. Finance automation explains the invoicing side further.
Assignment end dates and expiring credentials
It starts when a date you've recorded comes close: an assignment's end, a contract renewal, or the expiry of a certification or licence a contractor needs. The recruiter who owns the relationship gets enough notice to talk to the client about an extension and to the contractor about what's next, and the contractor can be asked for a renewed certificate. Extending, moving or ending an assignment is for people to decide. The workflow just warns you in time.
Where a person stays in control
Hiring decisions are never automated. No workflow we build reads a résumé for fit, scores candidates, filters them against criteria or turns anyone down. Your recruiters and clients decide who is shortlisted and put forward, how feedback is weighed, what is offered and at what rate, and whether references and checks are satisfactory. A workflow acts only after a person has decided, and only to carry out that decision.
Why so strict? These decisions shape people's working lives, your agency answers for them, and they rest on things a recruiter knows that no record holds. A recruiter checks any message that delivers a decision before it goes. Disputed hours, unusual rates and anything else outside the agreed rules are routed to a person with the details attached.
Privacy and candidate information
Candidate records hold personal information: contact details, work histories, references and, for contractors, pay details. Privacy law covers how your agency handles it, and the agency answers for that. We don't present any workflow as meeting those obligations for you.
Our part is the build. Each workflow links to your software only through the connection that software officially supports, and it carries nothing its job doesn't need; an interview-booking workflow never carries pay details. That access comes from your point of contact, and the agency can take it back whenever it chooses. Sensitive steps pause for a person, and before launch we check your privacy requirements together and build within them.
How we build it
Every recruitment and staffing automation project starts the same way: we follow one placement through your agency as it really happens, shortcuts included, with the person who knows it best. Out of that walk-through comes the first workflow: the event that sets it off, the rules it applies and every point where a recruiter takes over.
We then connect what it touches, for example your applicant tracking system, email, calendars, e-signature tool and accounting software. We test it on realistic examples away from any live desk: the late approval, the rate that changed mid-assignment, the candidate who reschedules twice.
It goes live in 2–4 weeks, with documentation in plain English and a handoff session for the recruiters who'll use it. It is set up to report its own failures to you by email or text message rather than stall in silence. Ongoing support adds more: we follow it, fix the problems it raises and adjust it when your process moves on. The workflows belong to you, with no long-term lock-in. You need no technical staff, just someone who knows your placements and can open up the systems involved.
Is it right for your agency
It is a strong fit if:
- Applications arrive through several channels and are typed in by hand.
- Recruiters lose hours arranging interviews by email.
- Candidates go quiet because your updates come late or never.
- Placement documents are assembled and chased by hand.
- You place contractors, and invoices depend on retyped timesheets.
- End dates and expiring certifications keep catching you by surprise.
It is a weaker fit for a search firm filling a few senior roles a year through personal networks, where the judgment is the whole job. It's also weaker if every client is handled differently and no common process exists yet; settle that first. And if you want software that picks candidates for you, we're the wrong firm. We don't build it.
Can't tell yet whether that's you? That's what the free 30-minute diagnostic consultation is for. We look at where your admin piles up and where automation should start. Send the contact form, and our AI assistant phones roughly ten minutes later, or as soon as our calling hours resume (9 a.m. to 8 p.m. Vancouver time, Sundays excepted), to hear about your agency. If you'd like a closer look after that, we agree on a time.