Recruitment agencies · client opportunities

Qualify recruitment agency client enquiries before your team follows up

We configure a workflow that separates employer enquiries, candidate messages and unclear contacts; asks for missing details; and leaves each genuine opportunity with a named person and a clear next step.

Show us how enquiries arrive

Today's enquiries Three clear routes

E Employer with a hiring needNeed, timing and contact details gathered To sales

C Candidate looking for workSent to the agreed candidate route Redirect

? The intent is unclearA person checks before replying Review

The short answer

How can a recruitment agency separate client opportunities from candidate enquiries without losing either?

We connect the channels you choose to the shared record or CRM your team uses. The workflow gathers each enquiry, asks the agreed questions, prepares the response and assigns valid client opportunities to the right person. It does not make decisions for your recruiters.

The job this workflow must solve

When an employer writes about hiring, that message should not compete with CVs, speculative applications and contacts with no context. The team needs to see who wants recruitment help, what is missing and who continues the conversation.

When this use case is worth building

The same inbox receives client and candidate messages, one person sorts everything by hand, or commercial opportunities arrive without a clear need, timing or owner.

Turn one mixed inbox into three routes anyone can understand

1 System

Bring in the chosen sources

Website forms, shared email, referrals or other channels selected for the first version.
2 System

Ask for the details and prepare the reply

Depending on the agreed rule, it can send an approved reply, leave a draft or alert a person.
3 Person

Put a person back in charge

The opportunity arrives with context and a next step. Unclear cases wait for review; the system does not guess.

Every reply leaves with the right level of control

✓

Automatic reply

It is sent only when an approved rule matches and the required details are present.

✎

Draft for review

The workflow gathers the context and leaves the message ready for someone to check.

→

Hand to a person

If context is missing, the intent is unclear or the case is sensitive, it stops and alerts the owner.

A reviewable artefact

See the logic before anything is connected

We make the inputs, rules and work queue visible so your team can test them with us. You should not have to trust a black box.

1 · Inputs

Website form
Shared email
Referrals

2 · Agreed rules

Employer + hiring needAsk for timing and contact details; reply or leave a draft

CV or job searchSend to the candidate route

Not enough contextDo not guess; request human review

3 · Work queue

Company · opportunity assignedNeed, timing and next step visible Opportunity

Person · talent routeConfirmation sent or prepared Candidate

Unclassified contactStopped and sent to the owner Review

This is a service-design example, not a screenshot of a finished product. The real version is adapted to each agency's channels, fields and responsibilities.

We connect what you already use and leave three clear routes

We configure the workflow around your forms, email, CRM or current record. It can send approved replies, prepare drafts and alert your team. Commercial decisions and unclear cases stay with people.

What we leave working

Connected sources: start with the forms, inboxes and channels you choose.
Clients and candidates separated: each enquiry follows the agreed route.
Replies and alerts: automatic send, draft or human alert according to each rule.
Every opportunity has an owner: context, status and next step remain visible to your team.

Test the edge cases before anything runs

An employer leaves out the timing or location

The workflow asks the agreed follow-up questions and keeps the enquiry pending until the missing details arrive.

A candidate also mentions a possible hiring need

The workflow does not choose a route from one phrase. A person reviews the message before it is redirected or assigned.

A known client writes from a new address

The message stays separate until the identity and destination are confirmed, rather than being attached to the wrong record.

Beatriz working on a laptop beside a whiteboard that separates employer enquiries, candidate messages and cases for review

People behind the workflow

Beatriz and her team configure it with you

You do not need a perfect process or every tool connected. We start with how enquiries arrive today, decide what is safe to automate and keep exceptions with people.

A person at your agency keeps the commercial decision.
Your team can see which rule was applied and what remains open.
We can start with a few sources and expand after testing them.

Automate coordination, not recruitment judgement

It does not select candidates or make hiring decisions.
It does not use protected traits to qualify people.
It does not assume an unclear contact is a client opportunity.
It does not send sensitive messages without the agreed review.

What to clarify before the first version

Do we need to replace our CRM?

Not necessarily. We review your current setup and agree where the central record should live. If one does not exist yet, we can start with a simple shared record or a suitable CRM; you do not need to arrive with the system already built.

Can it reply automatically?

Yes, in specific situations and with approved messages. It can also prepare a draft or only alert a person. We decide that rule by rule, based on risk and context.

What if everything arrives by email today?

We can start with that single source, the missing questions and the destination for each case. More channels can be added after the first workflow is proven.

Does this also qualify candidates?

No. This proposal organises the agency’s commercial opportunities. Workflows that assess or select candidates need a different design, different obligations and a specific review.

Show us what reaches your agency today

With three examples: an employer, a candidate and an unclear contact. We can draw a first version and explain what we would automate and what your team would keep.

Beatriz Tomé Ayala

Founder and Principal Consultant, Global AI Consulting

Beatriz will review the first version with you

She will help you decide which replies can be sent automatically, which should remain drafts and which cases must go straight to your team.