A recruiting agency automated candidate outreach, client reporting, and follow-up. Placements up 35% in 90 days.
Before
The recruiters were spending more time on admin than on candidates.
A specialized recruiting firm in Toronto was growing faster than its systems could support. Recruiters were manually reaching out to candidates via LinkedIn and email, logging responses by hand, chasing clients for job briefings, and spending Friday afternoons putting together weekly reports in Excel. Three of five working days were eaten by tasks that had nothing to do with actually finding or placing people. The pipeline was full but the conversion rate was declining because follow-up was slipping on both the candidate and client side.
Manual outreach and logging
Recruiters were writing individual outreach messages, logging every response by hand, and tracking conversation status in a shared spreadsheet that was always out of date.
Client reporting consuming Fridays
Weekly status reports for clients required pulling data from four places, formatting it, and writing a summary. Three hours per client, every Friday, without fail.
Follow-up falling through the cracks
Candidates who did not respond to first outreach were supposed to get a second message at day 5. This happened manually, when someone remembered, which was not consistently.
What We Built
Multi-step outreach sequences with automatic follow-up at day 3 and day 7
Response detection: replies update candidate status in CRM automatically
Candidate pipeline with stage-based notifications to clients
Automated weekly client reports generated from live CRM data
Job briefing templates sent to clients when new roles are opened
Placement pipeline dashboard with conversion rates by recruiter and role type
After
Outreach sequences run automatically. Reports generate themselves. Recruiters focus on conversations that matter.
Each recruiter now launches outreach campaigns from a template library. Messages go out on a defined schedule, with automatic follow-up at day 3 and day 7 if there is no response. Every response is logged to the CRM automatically. When a candidate moves to a new stage, a notification fires to the relevant client with a one-paragraph update. Weekly client reports are generated automatically from CRM data every Friday morning and delivered before anyone has opened their laptop. Recruiters spend their days talking to people, not managing spreadsheets.
How It Works
Step by step
Campaign Launch
Recruiter selects role, candidate list, and outreach template. Campaign launches with one click.
Outreach + Follow-Up
Initial message goes out. Day 3 follow-up fires automatically for non-responders. Day 7 final touch if still no reply.
Response Logged
Any reply updates the candidate's CRM status automatically. Recruiter is notified and can take over the conversation.
Client Updates
When a candidate advances in the pipeline, an automated update goes to the client. No manual status emails.
Weekly Report
Every Friday at 7am, client reports are generated from CRM data and delivered by email. Zero manual effort.
Placement Logged
Confirmed placement triggers invoice generation and a 90-day check-in reminder for the guarantee window.
Measured outcomes
The Results 5 weeks to go live
I was spending half my week on status updates and reports. Now I spend it on phone calls and placements. In three months we exceeded our annual target. I didn't realize how much the admin was costing us.
Senior Recruiter, Specialized Recruiting Agency