Free resource

Recruitment agency hours-back checklist

For UK recruitment agencies that want candidate, client and contractor communication to run more consistently without removing consultant judgement.

Work through the sections when reviewing your ATS stages, inbox rules and client reporting. The aim is to automate routine prompts while keeping sensitive decisions with the consultant.

Fast candidate acknowledgement

Set the first response once, so every candidate knows their application has been received and what happens next.

  • List the candidate entry points you use: job board applications, direct CV submissions, LinkedIn messages, referrals and website forms.
  • Write a short acknowledgement for each entry point that confirms receipt, names the role or desk, and sets a realistic next-step window.
  • Trigger the acknowledgement from the ATS or inbox rule, then log the message against the candidate record for consultant visibility.

Submission and shortlist confirmations

Keep candidates and clients aligned when a CV moves forward, without adding another manual email to the consultant workload.

  • Create one candidate-facing confirmation for CVs submitted to a client, including the role, expected timing and who will update them next.
  • Create one client-facing confirmation for submitted CVs, with candidate names, role reference and the agreed feedback deadline.
  • Pause the automation for confidential searches, senior appointments or any candidate marked for manual handling.

Interview and post-interview follow-up

Use status changes to keep interview logistics clear and feedback requests timely.

  • Trigger interview confirmations from the interview-booked stage, with date, time, format, location or video link, interviewer name and preparation notes.
  • Send the candidate a post-interview check-in within one working day, asking for availability, feedback and any change in interest.
  • Send the client a feedback prompt after the interview slot, including the agreed role reference and a clear request for next steps.

Offer, rejection and status-change messaging

Separate sensitive messages that need consultant judgement from routine updates that should not be delayed.

  • Draft offer-stage templates that confirm the consultant will call before any formal detail is sent in writing.
  • Draft rejection and hold-status messages that are respectful, concise and linked to the relevant role or assignment.
  • Require consultant approval before any rejection, offer or counter-offer message is sent, even when the ATS stage triggers the task.

Client vacancy updates and weekly reports

Reduce chasing calls by giving clients a regular, structured view of activity on each live role.

  • Choose a weekly update day for each client or vacancy, then pull submitted CVs, interviews booked, feedback outstanding and next actions from the ATS.
  • Include a no-change line when there has been no suitable candidate movement, so silence does not look like neglect.
  • Flag vacancies with no activity for 7 days for consultant review before the report sends.

Placement, contractor and renewal follow-up

Keep post-placement support and contractor administration moving after the fee or assignment starts.

  • Schedule candidate and client check-ins 1 week and 1 month after the start date, with a clear route for raising early concerns.
  • Send contractor timesheet reminders before the weekly deadline, then pause reminders as soon as the timesheet is logged.
  • Create renewal alerts 6 weeks before contract expiry, with prompts for client extension intent, candidate availability and compliance checks.

Want a hand setting it up

We can wire this up so it runs itself

On a free 20-minute fit call we will look at your ATS, candidate journey, client reporting rhythm and contractor process, then tell you which of the steps above to automate first.

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