Every applicant in one fair, traceable pipeline
Each recruiter keeps their own sheet and form, with different questions. Leads get assigned by hand, and nobody can see who interviewed whom.
Before and after.
A manpower agency's recruiters each kept their own sheets and forms, with different questions and column headers. Leads were assigned by hand, nobody could see who had interviewed whom, and some data was unusable, like ages typed as a year.
- Every recruiter with different forms and headers
- Leads assigned by hand
- Data too messy to report on
- One intake for every lead source
- Fair rotation across active recruiters
- Every applicant traceable to orientation
What we built, step by step.
One intake, one ID
Every lead, from ads, recruiters' forms or the AI inbox, enters one intake and gets an ID showing how it arrived.
Fair rotation to recruiters
Leads rotate fairly across active recruiters. Anyone who leaves drops out of rotation, but their history stays for reporting.
Prefilled interview link
Each applicant gets an interview link with their ID built in. Submitting the outcome locks the record and notifies management.
Track every outcome
Outcomes and orientation dates land on the master record, so every applicant can be traced from first contact to orientation.
From busywork to running on its own.
The problem
A manpower agency's recruiters each kept their own sheets and forms, with different questions and column headers. Leads were assigned by hand, nobody could see who had interviewed whom, and some data was unusable, like ages typed as a year.
What we built
We built one intake for ad forms, recruiters' own forms and the AI inbox, giving every lead an ID and rotating it fairly to an active recruiter's sheet. Each applicant gets a prefilled interview link, and submitting the final outcome locks the row and notifies management. A standard form template now calculates age from date of birth and captures names in separate parts.
What changed
More than 1,200 candidates are routed and traceable from first contact to orientation, with nothing retyped by hand. Recruiters kept working in their own sheets, and the data is now clean enough for the management dashboard.
Built for a Workchestra client. Names and numbers in the screens are samples; the results are real.
Want this for your team?
A free 20-minute call with the founder. We will tell you honestly if it is worth automating.