Recruitment Pipeline Automation Retainer Build (10-15 days)
A productized engagement that installs an AI-assisted hiring pipeline for a client's internal recruiting or an agency's own bench, covering intake, screening, scheduling, and offer-stage handoff. The offer converts a manual, spreadsheet-driven hiring process into a tracked system with defined human review gates. Time: 10-15 days.
By InnovaAI ResearchPublished
How do you implement it?
Recruitment Pipeline Automation Retainer Build (10-15 days)
A productized engagement that installs an AI-assisted hiring pipeline for a client's internal recruiting or an agency's own bench, covering intake, screening, scheduling, and offer-stage handoff. The offer converts a manual, spreadsheet-driven hiring process into a tracked system with defined human review gates.
- Signed scope covering which roles or requisitions fall inside the pipeline and which stay manual. Read access to the client's current applicant tracking system, job board accounts, and calendar infrastructure. A named client-side hiring owner who can approve screening criteria and rejection language. Written data handling terms covering candidate personal data, retention windows, and regional compliance obligations. Baseline metrics for current time-to-hire and cost-per-hire so the engagement has a before-and-after number.
- 1.Map the client's current hiring stages from requisition approval to signed offer
- 2.Record where candidates stall and who owns each handoff
- 3.Capture baseline time-to-hire and cost-per-hire for the last two quarters
- 1.Configure the chosen platform's pipeline stages to mirror the approved hiring workflow
- 2.Set user roles so hiring managers see candidates but cannot alter screening rules
- 3.Connect job board distribution accounts and confirm posting permissions
- 1.Draft screening questions and knockout criteria with the client hiring owner
- 2.Define which criteria are automatic rejections and which require human review
- 3.Document the review gate for every automated decision
- 1.Build the candidate intake form and application flow
- 2.Wire the automation stack so applications route to the correct pipeline stage
- 3.Test submission with three internal dummy candidates
- 1.Set up interview scheduling against interviewer availability calendars
- 2.Configure reminder sequences for candidates and interviewers
- 3.Define rescheduling rules and no-show handling
- 1.Load the client's employer brand assets and message templates into the platform
- 2.Write rejection and stage-advance messages in the client's voice
- 3.Route all outbound candidate messages through a human approval queue for the first two weeks
- 1.Run a live pilot with one open requisition
- 2.Observe where the automation misfires and log each failure
- 3.Adjust screening thresholds based on pilot outcomes
- 1.Build the reporting view for pipeline volume, stage conversion, and time-in-stage
- 2.Set weekly digest delivery to the client hiring owner
- 3.Document the escalation path for candidate disputes or compliance flags
- 1.Train the client's recruiters on manual overrides and pipeline edits
- 2.Record a short walkthrough for hiring managers who only review candidates
- 3.Hand over the admin credential set with a rotation schedule
- 1.Run a bias and personalization review on all automated candidate messaging
- 2.Confirm every rejection path includes a human sign-off
- 3.Finalize the runbook covering routine maintenance and monthly checks
Agencies charge setup fees here because the work replaces a recruiting coordinator's manual scheduling and screening hours, and the retainer persists because job boards, screening criteria, and compliance rules drift as the client hires. The margin sits in configuration and oversight labor, not in reselling the platform license, so the agency is paid for judgment on where automation stops and a human starts. Clients comparing this to a full-time recruiting hire see a lower monthly number with a documented audit trail.
- Configured hiring pipeline with documented stage definitions and review gates. Screening criteria document listing automatic decisions and human-approval decisions. Candidate communication template set approved by the client. Weekly pipeline reporting view with time-to-hire and stage conversion metrics. Operations runbook covering overrides, escalations, and monthly maintenance checks.
One live requisition has run end to end through the configured pipeline with every automated rejection carrying a logged human sign-off, and the client hiring owner has signed off on the reporting view and runbook.