Recruiting firm · Recruitment
Candidate placement
Take every search from intake call to accepted offer the same way, without resumes going out unchecked or client feedback going quiet. The hiring manager confirms the brief and records interview feedback through a shared link, and no profile reaches the client before the shortlist is approved.
- Duration: 3 to 6 weeks
- How often: For every new role
- Steps: 10 steps
- AI agents: 2 AI agents
- Approvals: 2 approvals
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What changes with this template
Without it
Each recruiter runs intake differently, and the brief turns out wrong after two weeks of sourcing.
A resume goes out before anyone checks consent or earlier submissions.
Interview feedback sits in the hiring manager's inbox for a week.
Briefs, postings and candidate profiles are written from scratch for every role.
With it
Every search starts with the same intake, and the hiring manager confirms the brief before sourcing.
Consent and earlier submissions are checked, and nothing goes out before the shortlist is approved.
The hiring manager records feedback on the shared link, and the open step shows whose move it is.
AI agents draft them from the intake and screening notes, and a person checks every draft.
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
A client agrees terms for a new role. The account manager starts a run with the client, the role title and the target start date.
- 1
Hold the role intake call
Day 1Account manager · Team
Go through the role with the hiring manager: what the person will do, the must-have skills, the salary range and the interview stages. Record the answers on the run.
Checklist
- Fee terms for this role confirmed
- Target start date agreed
- Hiring manager contact details recorded
Fields to fill in
- Role title (required)
- Salary range (required)
- Must-have skills and experience (required)
- Interview stages (required)
- 2
Draft the role brief and job posting
Day 1Role brief writer · AI agent
The role brief writer turns the intake answers into a role brief for the hiring manager and a job posting for candidates, and lists any question the intake left open.
Fields to fill in
- Draft role brief (required)
- Draft job posting (required)
Checked by: The account manager corrects and approves the brief and the posting in step 3.
- 3
Check the brief and send it to the hiring manager
Day 2Account manager · Team
Correct the draft brief and posting against your intake notes, approve them, and email the approved brief to the hiring manager with the shared link.
Checklist
- Salary range and must-haves match the intake
- Posting uses neutral, inclusive wording
- Brief and shared link sent to the hiring manager
Approval: The hiring manager's step stays locked until the account manager approves the brief.
- 4
Hiring manager confirms the brief
Days 2 to 3Hiring manager · Shared link
Through the shared link, the hiring manager confirms the brief the account manager emailed, or notes what to change, and names who interviews in each round.
Checklist
- Brief read
- Salary range confirmed
Fields to fill in
- Interview panel per round (required)
- Changes to the brief
- 5
Source and screen candidates
Hidden from the shared linkWeeks 1 to 2Senior recruiter · Team
Source from your database, your network and the job posting, and screen each candidate by phone or video. Write screening notes for every candidate you want to put forward.
Checklist
- Salary expectation confirmed
- Notice period confirmed
- Consent to submit to this client recorded
- Not already put forward to this client
Fields to fill in
- Candidates screened
- Screening notes for the shortlist (required)
- 6
Write the candidate profiles
Week 2Candidate profile writer · AI agent
The candidate profile writer turns the screening notes into a short profile per candidate: experience against each must-have, salary expectation, notice period and open points. It does not rank or reject anyone.
Fields to fill in
- Draft candidate profiles (required)
Checked by: The managing director checks every profile against the screening notes in step 7, before approving the shortlist.
- 7
Approve the shortlist
Hidden from the shared linkWeek 2Managing director · Team
Check each profile against the screening notes and the brief, correct what is wrong, and approve the shortlist that goes to the client.
Checklist
- Consent recorded for every candidate
- Profiles match the screening notes
- Every must-have covered or flagged
Fields to fill in
- Candidates on the shortlist (required)
Approval: No profile or resume goes to the client until the managing director approves the shortlist.
- 8
Submit the shortlist and book interviews
Week 3Account manager · Team
Send the approved profiles and resumes to the hiring manager, record the date as proof of introduction, and agree interview slots with the panel.
Checklist
- Profiles and resumes sent
- Interview slots agreed
- Candidates briefed for their interviews
Fields to fill in
- Submission date (required)
- Interview dates per candidate
- 9
Hiring manager records interview feedback
Weeks 3 to 4Hiring manager · Shared link
Through the shared link, the hiring manager records feedback on each candidate after every round and decides who moves forward. While feedback is missing, the account manager marks the run blocked.
Fields to fill in
- Feedback per candidate (required)
- Decision (required)
- Preferred candidate
- 10
Agree the offer and confirm the placement
Week 5Account manager · Team
Agree the offer terms with the client and the candidate, record the accepted offer and the start date, and tell the other candidates the outcome.
Checklist
- Offer terms agreed with both sides
- Candidate accepted in writing
- Start date confirmed with the client
- Other candidates told the outcome
Fields to fill in
- Placed candidate (required)
- Agreed salary (required)
- Start date (required)
- Link to the signed offer acceptance
Done when
The candidate has accepted the offer and the start date is confirmed, with every submission, approval and piece of client feedback on the run.
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.
Role brief writer
Turns the intake answers into a role brief for the hiring manager and a job posting for candidates.
What it does
- Reads the role details recorded at intake
- Follows the brief and posting format in its step instructions
- Writes both drafts into its step
- Lists the questions the intake left open
Checked by: The account manager corrects and approves the brief and the posting in step 3.
Candidate profile writer
Summarises the recruiter's screening notes into a short profile per candidate, without ranking or rejecting anyone.
What it does
- Reads the screening notes and the role brief on the run
- Sets each candidate's experience against the must-have skills
- Writes the draft profiles into its step
- Flags a missing salary expectation, notice period or consent
Checked by: The managing director checks every profile against the screening notes in step 7, before approving the shortlist.
Questions this template answers
Give every role the same steps, from the intake call to the accepted offer, with the same questions and checks each time. This template runs steps 1 to 10 for every search, and the run shows who completed each step and when.
Email the brief to the hiring manager for confirmation before your recruiters spend time on sourcing. In step 4 the hiring manager confirms the brief and names the interview panel through the shared link, and sourcing in step 5 starts from that confirmed brief.
Make consent a checklist item for every candidate, and approve the shortlist before anything goes out. Step 5 records consent to submit to this client, and step 7 is an approval gate: no profile or resume goes to the client until the managing director approves the shortlist.
Check that the candidate has not already been put forward to this client, and record the date you submit them. Step 5 checks for earlier submissions, and step 8 records the submission date on the run as proof of introduction.
Give the hiring manager one place to record feedback on every candidate, and make a missing answer visible. In step 9 the hiring manager records feedback and a decision through the shared link, and while it stays open the account manager marks the run blocked with the reason.
Let AI draft text from what your team recorded, and keep every decision about a candidate with a person. The role brief writer drafts the brief and posting in step 2 and the candidate profile writer summarises screening notes in step 6, while the managing director decides the shortlist in step 7.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.