Recruiting firm · Recruitment
Candidate aftercare
Keep a placement on track between the accepted offer and the end of the first month, when counteroffers, second thoughts and a poor first day undo good searches. The hiring manager prepares the first day and reviews the first month through a shared link, and the account manager confirms when the placement is settled.
- Duration: From the accepted offer to the end of month one
- How often: For every accepted offer
- Steps: 10 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
Aftercare depends on whether the recruiter remembers to call.
A counteroffer comes as a surprise in the last week of notice.
The first day goes wrong because nobody confirmed who meets the new starter.
Concerns surface only when the placement falls through.
With it
Every placement gets the same calls, from resignation to the end of month one.
The counteroffer is discussed at resignation and followed through the notice period.
The hiring manager confirms the host, time and place on the shared link.
Concerns from both sides are summarised after month one, and the account manager acts on them.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The candidate accepts an offer. The recruiter starts a run with the candidate, the client and the start date.
- 1
Confirm the resignation and start date
Hidden from the shared linkDays 1 to 3Recruiter · Team
Check that the candidate has resigned, when their notice ends and when they start, and talk through how they will answer if their employer makes a counteroffer.
Checklist
- Resignation confirmed with the candidate
- Counteroffer talked through
- Start date confirmed with the client
Fields to fill in
- Resignation date (required)
- Last day at current employer (required)
- Counteroffer (required)
- 2
Keep in touch during the notice period
Hidden from the shared linkDuring noticeRecruiter · Team
Call the candidate every week or two until they start, and record anything that could stop them starting, such as a counteroffer or second thoughts.
Checklist
- Calls held through the notice period
- Any risk passed to the account manager
Fields to fill in
- Keep-in-touch notes (required)
- 3
Hiring manager prepares the first day
Week before startHiring manager · Shared link
Through the shared link, the hiring manager confirms the first-day arrangements: start time and place, who meets the new starter, and that equipment and access are ready.
Checklist
- Equipment and access requested
- Welcome message sent to the new starter
- First-week plan ready
Fields to fill in
- Start time and place (required)
- First-day host (required)
- 4
Brief the candidate for day one
Week before startRecruiter · Team
Pass on the first-day details, answer last questions and confirm the candidate is still starting.
Checklist
- First-day details sent
- Candidate confirmed they are starting
- Last questions answered
Fields to fill in
- Start confirmed with the candidate on (required)
- 5
Check in after the first week
Hidden from the shared linkWeek 1Recruiter · Team
Call the candidate at the end of their first week and record how it is going and anything to raise with the client.
Checklist
- Candidate called
- Points for the client passed to the account manager
Fields to fill in
- First week rating (required)
- First week notes (required)
- 6
Hiring manager reviews the first month
Month 1Hiring manager · Shared link
Through the shared link, the hiring manager rates the first month and notes what is going well and what the new starter needs to settle in.
Fields to fill in
- First month rating (required)
- What is going well
- What needs attention
- 7
Check in after the first month
Hidden from the shared linkMonth 1Recruiter · Team
Call the candidate at the end of their first month and record how they feel about the role, the team and their manager.
Checklist
- Candidate called
- Points for the client passed to the account manager
Fields to fill in
- First month rating (required)
- First month notes (required)
- 8
Summarise the aftercare
Month 1Aftercare summariser · AI agent
The aftercare summariser puts the candidate's check-ins and the hiring manager's review side by side, lists every concern raised and what was done about it, and notes where the two views differ.
Fields to fill in
- Aftercare summary (required)
Checked by: The account manager checks the summary against the check-ins and decides in step 9.
- 9
Confirm the placement is settled
Month 1Account manager · Team
Read the summary next to the check-ins, agree any action with the client or the candidate, and confirm whether the placement is settled.
Checklist
- Summary checked against the check-ins
- Actions agreed with the client
- Guarantee end date noted
Fields to fill in
- Outcome (required)
- Actions agreed
Approval: The request for feedback and new roles stays locked until the account manager confirms the placement is settled.
- 10
Ask for feedback and the next role
Month 2Account manager · Team
Ask the hiring manager how the search went and whether other roles are coming up, and pass any new role to the team.
Checklist
- Feedback call held
- New roles passed to the team
Fields to fill in
- Client rating of the search
- Upcoming roles
Done when
The candidate has started and settled, both sides have checked in after the first month, and every concern raised was acted on while the guarantee period was still running.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Aftercare summariser
Puts the candidate's check-ins and the hiring manager's review side by side and lists every concern raised.
What it does
- Reads the check-in notes and ratings recorded on the run
- Lists each concern with what was done about it
- Notes where the candidate's and the client's views differ
- Writes the summary into its step
Checked by: The account manager checks the summary against the check-ins and decides in step 9.
Questions this template answers
Stay in touch through the notice period and talk about counteroffers before they arrive. Step 1 records the resignation and any counteroffer, and step 2 keeps the recruiter calling until the start date.
Talk about the counteroffer on the day the candidate resigns, so they have thought it through before it comes. Step 1 makes that conversation a checklist item and records whether a counteroffer is expected or received.
Agree the first-day arrangements with the hiring manager in advance and pass them on to the candidate. In step 3 the hiring manager confirms the time, place, host and equipment through the shared link, and step 4 briefs the candidate.
Check in with the candidate after the first week and the first month, and ask the hiring manager for their view of the first month. Steps 5 and 7 record the candidate check-ins, and in step 6 the hiring manager rates the first month through the shared link.
Compare what the candidate and the client tell you, and act on concerns while the guarantee is still running. In step 8 the aftercare summariser lists every concern side by side, and step 9 is an approval gate where the account manager agrees actions and confirms the placement is settled.
Ask for feedback and future roles once the placement has settled, not before. Step 10 opens only after the account manager's approval in step 9, and records the client's rating of the search and any upcoming roles.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.