HR and recruitment agencies
For recruitment agencies: candidate emails and interview scheduling
Automate candidate communication, interview scheduling and client reports: more time for real work with people.
From €450Up and running in 1–2 weeksIn your own accounts
Professional services
4 workflows
- Candidate status updates
- Interview scheduling
- Client reports
- Onboarding documents
Before and after
Where the manual work goes
On the left, how these tasks are often done today; on the right, what could take them over. Not everything is worth automating, so we start with what takes the most time.
- Manual work
Updating candidates on their application status by hand
DoneCandidate status updates
An automatic email to the candidate at every stage of the process, with no manual writing.
- Manual work
Coordinating interview times with candidates and clients
DoneInterview scheduling
A Calendly integration: the candidate picks a time and the system notifies everyone.
- Manual work
Recruitment progress reports for clients are prepared by hand
DoneClient reports
A weekly recruitment progress report for the client is generated automatically from CRM data.
- Manual work
Onboarding documents for new hires are not sent automatically
DoneOnboarding documents
New hire documents are sent automatically as soon as the selection is confirmed.
In practice
Example: scheduling interviews without the back-and-forth
A recruitment agency runs several openings at once, and each interview needs a time that works for the candidate, the recruiter and the client’s hiring manager. Agreeing on a date alone can take days.
- 1
When a recruiter moves a candidate to the “Interview” stage in the CRM or a Google Sheets tracker, the candidate gets an email with a Calendly link.
- 2
Calendly shows only slots when both the recruiter and the client representative are free, because both Google Calendar or Outlook calendars are connected.
- 3
Once the candidate picks a time, everyone gets an invite with a Google Meet or Teams link, and the date is saved to the candidate’s record.
- 4
The day before, everyone gets a reminder. AI drafts a short candidate summary for the client from the recruiter’s notes, but the recruiter reviews it before it’s sent.
- 5
If the candidate cancels or doesn’t show up, the recruiter is notified and decides whether to offer another slot.
Result: Recruiters stop emailing about dates, and candidates always know what’s happening. Agencies that hand off this kind of work save 5–7 hours a week.
What’s included
What the solution includes
- 01
Process review
I look at how you work today and we pick the places where automation or AI would save the most time.
- 02
Automated workflows
I build the automation in the systems you already use, and add AI where text needs to be read or written.
- 03
Testing and fine-tuning
I test with real situations and adjust until it works the way we agreed.
- 04
Support after launch
For 30 days after launch I fix bugs for free; after that, support starts at €150/month.
- 05
Documentation
You get a description of how everything works and what to do if something needs to change.
- 06
Team training
I show your team how to use the automation and keep an eye on it.
Process
How the setup works
- 1
Your message and my reply
You tell me what keeps repeating. I reply by email with where it makes sense to start and, if needed, we set up a call. The price is agreed in writing before work starts.
- 2
Build and test
I build the automation in your accounts, test it with real situations and fine-tune the details.
- 3
Launch and support
I launch it and train your team. The first working solution takes 1–2 weeks.
Can AI shortlist candidates from their CVs?
I don’t build that. Under the EU AI Act, systems that filter or evaluate job candidates are classed as high-risk and come with strict requirements. AI can put CVs into a consistent format or write a summary, but the recruiter judges fit.
How long can we keep candidate data?
That’s set by your privacy policy and the candidate’s consent. Automation can help you follow it: flag records whose retention period is ending and remind you to delete them or ask the candidate to renew consent.
We use an applicant tracking system like Teamtailor or Recruitee. Will this work?
Both have APIs, so candidate stage changes can usually act as triggers. Before starting, I check that API access is included in your plan and whether the system can already send the emails you need, because then no extra setup is required.
How much does it cost?
The first solution starts at €450. The exact price depends on how complex the process is and how many integrations it needs. Once it is clear what we are building, I give you a fixed price in writing before work starts, with no commitment.
Do we need to change our current systems?
No. The automation connects to the systems you already use: Gmail, Google Sheets, your CRM or others. Extra costs depend on the solution: you may need a platform subscription, AI model usage or other services. We discuss them before we start.
Next
Related solutions and tools
Service and guides
Let's discuss your situation
Tell me what keeps repeating in your company every day
We will work out where to start: maybe using your current tools differently is enough, maybe something is worth automating. If it is worth building, you get a plan and a fixed price.
- 1
You tell me what matters to you
A few sentences are enough: which task eats up your time or what you would like to change.
- 2
I read it and reply by email
Within 1 business day I write back with what I would suggest and what we still need to clarify.
- 3
A call, if it helps
If a call would help, we agree on a time. The scope and price of any paid work are agreed before we start.
Or directly: info@aigentas.lt