Recruiting firm · Client services
Placement guarantee claim
When a placed candidate leaves within the guarantee period, decide the claim under your terms instead of on the phone. The client records what happened through a shared link, every condition is checked, and nothing is promised until the managing director decides.
- Duration: 1 to 2 weeks
- How often: For every guarantee claim
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
The account manager promises a refund on the phone before checking the terms.
Nobody checks whether the fee was paid on time or the reason for leaving is covered.
The client's account of what happened is spread across emails.
A credit note is issued but the recruiter's commission is never adjusted.
With it
Nothing is promised until the managing director decides the claim.
The payment and every guarantee condition are checked before the decision.
The client records the leaving date, the reason and their preference on the shared link.
The credit note or replacement and the commission adjustment are handled in the same run.
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 reports that a placed candidate has left, or been let go, within the guarantee period. The account manager starts a run with the placement and the leaving date.
- 1
Log the claim
Day 1Account manager · Team
Record the placement, the start date and the leaving date the client reported, and send the client the shared link.
Checklist
- Placement and invoice found
- Shared link sent to the client contact
Fields to fill in
- Placed candidate and role (required)
- Start date (required)
- Leaving date reported (required)
- Fee invoiced (required)
- 2
Client confirms what happened
Days 1 to 3Client contact · Shared link
Through the shared link, the client confirms the leaving date, why the employment ended, and whether they would prefer a replacement or a refund.
Fields to fill in
- Reason the employment ended (required)
- What happened (required)
- Preferred outcome (required)
- 3
Hear the candidate's side
Hidden from the shared linkDays 2 to 4Recruiter · Team
Call the candidate to understand why they left, and record only what matters for the claim, such as a role or terms that changed after the start.
Checklist
- Candidate called
- Account compared with the client's
Fields to fill in
- Notes relevant to the claim
- 4
Check the fee was paid within terms
Days 2 to 4Finance administrator · Team
Check whether the placement fee was paid in full and on time, as your guarantee may depend on it.
Checklist
- Invoice and payment found
- Earlier credit notes checked
Fields to fill in
- Fee paid on (required)
- Paid within payment terms
- 5
Check the claim against your terms
Day 4Claim checker · AI agent
The claim checker compares the dates, the reason for leaving and the payment with the guarantee conditions in its instructions, and lists each condition as met, not met or unclear.
Fields to fill in
- Claim check (required)
Checked by: The managing director checks each condition against the terms and decides the claim in step 6.
- 6
Decide the claim
Hidden from the shared linkDay 5Managing director · Team
Check each condition against the terms of business and decide: a free replacement, a refund on your scale, or no claim.
Checklist
- Each condition checked against the terms
- Client relationship considered
Fields to fill in
- Decision (required)
- Refund amount
- Reason for the decision (required)
Approval: Nothing is promised to the client until the managing director decides the claim.
- 7
Tell the client the decision
Day 5Account manager · Team
Explain the decision and what happens next on a call, then send the written confirmation.
Checklist
- Decision explained on a call
- Written confirmation sent
Fields to fill in
- Confirmation sent on (required)
- 8
Client confirms the next step
Week 2Client contact · Shared link
Through the shared link, the client confirms they accept the outcome the account manager confirmed in writing and, for a replacement, notes whether the role has changed.
Fields to fill in
- Outcome accepted (required)
- Changes to the role
- 9
Start the replacement or issue the credit note
Hidden from the shared linkWeek 2Account manager · Team
For a replacement, start a new placement run on the original terms. For a refund, have finance issue the credit note, and in both cases pass the commission adjustment to finance.
Checklist
- Replacement run started or credit note issued
- Commission adjustment passed to finance
Fields to fill in
- Replacement search started on
- Credit note number
Done when
The claim is decided under your terms, the client has a replacement search or a credit note, and the commission is adjusted, with the decision on record.
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.
Claim checker
Compares the claim with the guarantee conditions in your terms and lists which ones are met.
What it does
- Reads the dates, the reason for leaving and the payment status on the run
- Checks them against the guarantee conditions in its step instructions
- Lists each condition as met, not met or unclear
- Writes the check into its step
Checked by: The managing director checks each condition against the terms and decides the claim in step 6.
Questions this template answers
Check the claim against your terms of business before you promise anything, and record the decision. Steps 4 to 6 check the payment, compare the claim with your guarantee conditions and end with the managing director's decision.
Ask the client which they prefer, then decide under your terms and the relationship. The client records their preference in step 2, and in step 6 the managing director chooses a replacement, a refund or no claim, with the reason.
Compare the dates, the reason for leaving and the payment of your fee with the conditions in your terms. Step 4 confirms the fee was paid within terms, and in step 5 the claim checker lists each condition as met, not met or unclear.
Ask the client to confirm the leaving date, the reason and the outcome they want in one place. In step 2 the client records all three through the shared link, so the claim starts from their own account.
Let AI set the claim against your terms and leave the decision with a person. The claim checker lists each condition in step 5, and the managing director checks it and decides the claim in step 6.
Settle the commission in the same run that settles the claim, so it is not forgotten. Step 9 starts the replacement or issues the credit note, and its checklist passes the commission adjustment to finance.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.