Smarter Week

AI and automation by role

How Agency / Staffing Recruiters can use AI and automation

Below are 14 common tasks for Agency / Staffing Recruiters, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Recruitment Consultant, Staffing Specialist, Headhunter, Agency Recruiter, Staffing Recruiter, Executive Recruiter, Account Manager (staffing), Talent Consultant, Branch Manager (staffing)

Find your own hour leaks, free See the fixes

Task 1 · typically 60 min, every day

Search LinkedIn for candidates and send outreach messages

Software featureBest fix

Use AI-assisted search and automated sequences for sourcing

LinkedIn Recruiter's AI search and tools like Gem, hireEZ, SeekOut and Juicebox let you describe the person in plain words and send follow-up sequences automatically.

Typically saves about 35% of the time45 min to set up
  1. 1Describe the ideal candidate in plain words in LinkedIn Recruiter's AI search or your sourcing tool.
  2. 2Review and refine the shortlist yourself.
  3. 3Set up a three-step outreach sequence with automatic follow-ups.
  4. 4Check the shortlist for diversity of background before you send.

Tools: LinkedIn Recruiter · Gem · hireEZ · SeekOut · Juicebox

One more way to fix it
AI

Have AI write personalized outreach from the profile

Paste the role and a candidate's public profile; AI drafts a short, specific message that gets more replies than a generic template.

Typically saves about 40% of the time5 min to set up
  1. 1Write a two-line pitch for the role you can reuse.
  2. 2Paste the role pitch and the candidate's public profile summary with the prompt below.
  3. 3Edit so it sounds like you and send. Never paste anything that is not public.
Prompt to copy
Write a LinkedIn message under 90 words to [CANDIDATE FIRST NAME] about a [ROLE] at [COMPANY]. Role pitch: [TWO LINES]. Their profile: [PASTE PUBLIC SUMMARY]. Mention one specific thing from their experience that fits the role. Friendly, no hype, end with a simple question. Do not mention age, family, or anything personal.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · LinkedIn Recruiter AI-assisted messages

How to automate this task

Task 2 · typically 60 min, every day

Screen resumes for open roles

Process fixBest fix

Agree three to five must-haves and add knockout questions to the application

Clear criteria agreed with the hiring manager up front make screening faster and fairer, and knockout questions (work authorization, location, license) remove obvious mismatches.

Typically saves about 30% of the time30 min to set up
  1. 1Hold a 20-minute intake with the hiring manager and agree three to five must-haves and a few nice-to-haves.
  2. 2Add yes/no knockout questions to the application for true requirements only.
  3. 3Build a simple scorecard with those criteria for screens and interviews.
  4. 4Screen every applicant against the same scorecard.

Tools: Your ATS application form and scorecards

One more way to fix it
Software feature

Use your ATS's AI summaries to screen against must-haves, with a person deciding

Greenhouse, Ashby, Lever, Workable and SmartRecruiters can summarize each application against your criteria so you read faster. A person makes every decision, and AI in hiring is regulated in some places, so check with legal and audit outcomes for bias.

Typically saves about 40% of the time1 h to set up
  1. 1Write the must-have criteria first (see the structured screening fix).
  2. 2Check with legal before turning on AI screening: New York City, Colorado, Illinois and the EU have rules on automated hiring tools.
  3. 3Turn on AI application summaries or matching in your ATS, and use them to summarize, not to auto-reject.
  4. 4Read the full application for anyone near the line.
  5. 5Every quarter, compare pass-through rates across groups to spot bias.

Tools: Greenhouse · Ashby · Lever · Workable · SmartRecruiters

How to automate this task

Task 3 · typically 30 min, every day

Do phone screens and write up the notes

AIBest fix

Use an interview notetaker, with consent, and fill the scorecard from the transcript

Interview notetakers like Metaview, BrightHire or your ATS's built-in notetaker write notes mapped to your scorecard. Tell candidates and get consent; the interviewer still scores.

Typically saves about 50% of the time20 min to set up
  1. 1Check your company and local rules on recording, and add a consent line to interview invites.
  2. 2Turn on Metaview, BrightHire, the Ashby or Greenhouse notetaker, or Teams or Zoom transcription.
  3. 3After the call, use the prompt below to map evidence to the scorecard.
  4. 4Write your own rating; do not let the tool recommend hire or no-hire.
Prompt to copy
Here is our scorecard for [ROLE]:
[PASTE CRITERIA]

From the interview transcript below, list for each criterion the specific things the candidate said that are evidence for or against it, with short quotes. Do not give a rating or a hire recommendation. Do not comment on accent, age, appearance or anything not related to the criteria.

Transcript:
[PASTE]

Tools: Metaview · BrightHire · Ashby or Greenhouse notetaker · Teams or Zoom transcription · ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

One more way to fix it
Process fix

Agree three to five must-haves and add knockout questions to the application

Clear criteria agreed with the hiring manager up front make screening faster and fairer, and knockout questions (work authorization, location, license) remove obvious mismatches.

Typically saves about 30% of the time30 min to set up
  1. 1Hold a 20-minute intake with the hiring manager and agree three to five must-haves and a few nice-to-haves.
  2. 2Add yes/no knockout questions to the application for true requirements only.
  3. 3Build a simple scorecard with those criteria for screens and interviews.
  4. 4Screen every applicant against the same scorecard.

Tools: Your ATS application form and scorecards

How to automate this task

Task 4 · typically 30 min, every day

Write candidate submittals and send them to clients

AIBest fix

Have AI write the candidate submittal from the resume and your screen notes

Your ATS's AI (Bullhorn, Loxo and others now have one) or an approved AI assistant turns the resume and your screening notes into a branded submittal matched to the job order. You check and send.

Typically saves about 55% of the time10 min to set up
  1. 1Use your ATS's submittal AI if it has one; otherwise an approved AI assistant.
  2. 2Paste the job order, the resume and your screen notes.
  3. 3Use the prompt below and keep the client's format.
  4. 4Check every claim against the resume and your notes before sending.
Prompt to copy
Write a candidate submittal for [JOB TITLE] at [CLIENT]. Job order must-haves: [PASTE]. Resume: [PASTE]. My screening notes: [PASTE: availability, pay expectations, motivation, notice period]. Format: 3-line summary of fit, bullet match against each must-have with evidence, logistics (availability, rate or salary, location), and any gaps honestly noted. Under 200 words. Do not invent experience; remove age, family status and other protected details.

Tools: Bullhorn Amplify · Loxo · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 5 · typically 30 min, a few times a week

Take job orders from clients and write the job ad

AIBest fix

Turn the intake call into the job order and ad with AI

Record the intake call with the hiring manager (with consent), and AI drafts the job order fields, a job ad and screening questions. You confirm pay, must-haves and anything sensitive.

Typically saves about 45% of the time5 min to set up
  1. 1Record or take notes on the intake call (Teams, Zoom or your ATS notetaker).
  2. 2Run the prompt below on the transcript.
  3. 3Check the must-haves and pay with the client in writing.
  4. 4Paste the job order into your ATS and post the ad.
Prompt to copy
From this intake call with [CLIENT] for a [ROLE], draft: 1) job order fields: title, location and remote policy, pay range, hours, start date, must-have and nice-to-have skills, interview steps, 2) a job ad under 300 words with the pay range, 3) five screening questions. Remove any requirement that is not job-related or could discriminate, and list it separately for me to raise with the client. Mark anything unclear as [CHECK].

[PASTE TRANSCRIPT]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your ATS AI

How to automate this task

Task 6 · typically 45 min, every day

Log calls, notes and status changes in the ATS

Software featureBest fix

Let a recruiting notetaker write call notes and update the ATS

Recruiting notetakers and ATS AI agents (Metaview, Loxo agents, Bullhorn Amplify) record screens and client calls with consent, write structured notes and update fields like availability and pay, so the ATS stays current without typing.

Typically saves about 55% of the time30 min to set up
  1. 1Check which notetaker your agency allows and that it connects to your ATS.
  2. 2Tell candidates and clients the call is recorded, as the law in your state requires.
  3. 3Set the note template (motivation, pay, availability, notice, red flags).
  4. 4Review the note after each call and fix anything wrong.

Tools: Metaview · Loxo AI agents · Bullhorn Amplify · Microsoft Copilot in Teams or Zoom AI Companion

How to automate this task

Task 7 · typically 45 min, every day

Schedule interviews across candidates and interview panels

Software featureBest fix

Let candidates pick interview slots that already fit the panel

ATS scheduling tools check interviewers' calendars and send candidates a self-scheduling link, so panels book without email ping-pong.

Typically saves about 70% of the time1 h to set up
  1. 1Connect interviewer calendars to your ATS (Greenhouse, Ashby, Lever) or a scheduler like GoodTime or ModernLoop.
  2. 2Set up interview plans with the length and interviewer pool for each stage.
  3. 3Send candidates a self-schedule link from the ATS.
  4. 4Turn on automatic reschedule links and reminders.

Tools: Greenhouse scheduling · Ashby scheduling · Lever · GoodTime · ModernLoop · Calendly

One more way to fix it
Software feature

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 8 · typically 30 min, every day

Email candidates updates and rejections

Software featureBest fix

Send candidate updates from templates triggered by stage changes

Your ATS can send a personalized update or a kind rejection when you move a candidate to a stage, including in bulk.

Typically saves about 60% of the time45 min to set up
  1. 1Write templates for each stage: received, moving forward, rejected after application, rejected after interview.
  2. 2Use merge fields for name and role so each one reads personal.
  3. 3Turn on automatic sending (with a delay of a day for rejections) when the stage changes.
  4. 4Write rejections after final interviews personally.

Tools: Greenhouse · Ashby · Lever · Workable · BambooHR

How to automate this task

Task 9 · typically 60 min, every day

Prospect and call hiring managers for new business

AIBest fix

Have AI write a one-page account brief before you reach out

A research-capable AI reads the company site, recent news and job posts and gives you a short brief with a hook for your first message.

Typically saves about 50% of the time5 min to set up
  1. 1Open an AI assistant with web search (ChatGPT, Claude, Gemini, Perplexity or Copilot).
  2. 2Paste the prompt with the company and contact.
  3. 3Check the two most important facts against the linked sources.
  4. 4Save the brief to the CRM account so nobody repeats the work.
Prompt to copy
Research [COMPANY NAME] ([WEBSITE]) for a sales conversation with [CONTACT NAME, TITLE]. We sell [WHAT YOU SELL] to [WHO IT HELPS]. Give me: 1) what the company does in two sentences, 2) any news, funding, hiring or leadership changes in the last six months, 3) three likely problems we could help with, tied to evidence, 4) one opening line for my first message. Link a source for every fact and say clearly if you could not find something.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Perplexity · LinkedIn Sales Navigator

One more way to fix it
Automation

Automate redeployment and nurture messages from the ATS

Automation in your ATS texts contractors before their assignment ends, re-engages silver-medal candidates when a matching job opens and checks in with past clients, so your database works for you.

Typically saves about 45% of the time2 h to set up
  1. 1Turn on your ATS automation tool (Bullhorn Automation, Loxo or JobAdder workflows).
  2. 2Trigger a check-in 3 weeks before each assignment end date.
  3. 3Send matching new jobs to past candidates who fit, with an easy reply option.
  4. 4Set a quarterly check-in sequence for past clients and hiring managers.

Tools: Bullhorn Automation · Loxo · JobAdder · Crelate

How to automate this task

Task 10 · typically 30 min, once a week

Re-engage past candidates and contractors finishing assignments

AutomationBest fix

Automate redeployment and nurture messages from the ATS

Automation in your ATS texts contractors before their assignment ends, re-engages silver-medal candidates when a matching job opens and checks in with past clients, so your database works for you.

Typically saves about 45% of the time2 h to set up
  1. 1Turn on your ATS automation tool (Bullhorn Automation, Loxo or JobAdder workflows).
  2. 2Trigger a check-in 3 weeks before each assignment end date.
  3. 3Send matching new jobs to past candidates who fit, with an easy reply option.
  4. 4Set a quarterly check-in sequence for past clients and hiring managers.

Tools: Bullhorn Automation · Loxo · JobAdder · Crelate

How to automate this task

Task 11 · typically 30 min, a few times a week

Do reference checks

Software featureBest fix

Send reference checks as an online survey instead of phone tag

Digital reference tools text and email referees a short survey, chase them automatically and return a report, usually within a day.

Typically saves about 60% of the time45 min to set up
  1. 1Pick a reference tool (SkillSurvey, Crosschq or your ATS's reference forms).
  2. 2Ask the candidate to enter referee contacts in the tool.
  3. 3Let it send reminders until complete.
  4. 4Read the report and call only if something needs a follow-up question.

Tools: SkillSurvey · Crosschq · Your ATS reference forms

How to automate this task

Task 12 · typically 45 min, a few times a week

Collect onboarding paperwork, I-9s and background checks

Software featureBest fix

Send onboarding as one mobile packet with e-signature and background checks

Digital onboarding sends tax forms, policies, I-9 and background check consent as one mobile packet with reminders, and shows you what is missing.

Typically saves about 50% of the time2 h to set up
  1. 1Turn on onboarding in your ATS or a connected tool (Bullhorn Onboarding or your payroll provider's onboarding).
  2. 2Build packets by placement type and state.
  3. 3Connect your background check provider (Checkr, First Advantage or HireRight).
  4. 4Use E-Verify and remote I-9 options where allowed.

Tools: Bullhorn Onboarding · Checkr · First Advantage · HireRight · E-Verify

How to automate this task

Task 13 · typically 45 min, once a week

Chase contractor timesheets and fix pay issues

Software featureBest fix

Collect contractor timesheets on mobile with automatic reminders and client approval

Mobile timesheets with reminder texts and one-click client approval replace chasing paper or emailed spreadsheets every week, and feed payroll and billing.

Typically saves about 60% of the time2 h to set up
  1. 1Turn on mobile time entry in your ATS or time tool (Bullhorn Time & Expense, or your payroll provider's time app).
  2. 2Set reminders to contractors on the last working day and to client approvers the next morning.
  3. 3Connect approved time to payroll and invoicing.
  4. 4Work only the missing and disputed timesheets.

Tools: Bullhorn Time & Expense · Your payroll provider's time app

How to automate this task

Task 14 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you let candidates book their own interview slots from your applicant tracking system?
Greenhouse, Ashby, Lever and tools like GoodTime check every interviewer's calendar and send the candidate a link to pick a time that already works.
Have you used an AI notetaker in interviews, with the candidate's consent?
Tools like Metaview or BrightHire write interview notes mapped to your scorecard so you can listen instead of typing. You still do the scoring.
Have you tried your ATS's AI summaries to screen applications against your must-haves?
Many applicant tracking systems can summarize how each application matches your criteria. It speeds up reading; a person still makes every decision, and you check results for bias.
Have you had AI write a candidate submittal from the resume and your screen notes?
Your ATS's AI or an approved assistant drafts a client-ready submittal matched to the job order. You check it and send.
Does a notetaker write your screening call notes into the ATS for you?
Recruiting notetakers record calls with consent, write structured notes and update fields like availability and pay in your ATS.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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