Candidate Intake Workflow
- 1Candidate submits application via website form
- 2CRM creates profile and tags candidate by job title
- 3Automated SMS invites candidate to book a screening call
- 4Recruiter receives notification of new booked interview
Systems for Recruiters
Centralize Talent Pipelines and Client Job Orders
Staffing agencies earn their income by placing qualified talent into open roles and managing billable hours for contract placements. Profit leaks occur when recruiters lose high quality candidates to competitors due to slow follow up or when job orders expire because the internal database is disorganized.
Professional Services
- Intake Automation
- Interview Self-Booking
- Talent Reactivation
- Document Portals
- Job Order Dashboards
How the business actually works
How the work flows, start to finish.
- 01
Business Development
Identify and capture new job orders from hiring managers and corporate clients.
- 02
Candidate Sourcing
Collect resumes and applications through optimized intake forms and digital portals.
- 03
Screening
Conduct initial vetting to ensure skills and experience align with job descriptions.
- 04
Interview Coordination
Sync schedules between the candidate, the recruiter, and the hiring manager.
- 05
Placement
Execute offer letters and facilitate the onboarding process for the new hire.
- 06
Time Tracking
Manage billable hours and contract renewals for temporary or contingent staff.
- 07
Ongoing Engagement
Maintain a warm bench of talent for future openings through regular touchpoints.
Where it leaks
Common problems for staffing agencies.
01
Candidate Ghosting
Talent often falls out of the funnel when communication gaps occur during the hiring process. Without immediate automated replies, applicants move on to the next agency that responds to their submission.
02
Job Order Friction
Slow response times to new client requests can lead to lost commissions and damaged reputation. Managing high volumes of job orders across spreadsheets leads to missed deadlines and unfilled roles.
03
Manual Scheduling
Recruiters waste hours coordinating between multiple calendars to set up interviews. This back and forth friction delays the hiring cycle and creates a poor experience for the client.
04
Inactive Talent Pools
Valuable candidates often sit in the database for years without being contacted. This lack of engagement means you are constantly spending on new sourcing instead of leveraging existing relationships.
05
Onboarding Bottlenecks
Collecting right to work documents and signed contracts manually leads to delayed start dates. Paperwork delays prevent the agency from starting the billing cycle on time.
What LATTICE can build
Systems built around how you work.
Intake Automation
Route new candidate applications directly into the CRM and tag them by specific skill sets or industry experience.
Interview Self-Booking
Allow candidates to choose from available times on a recruiter's calendar to eliminate back and forth emails.
Talent Reactivation
Send automated check-in messages to candidates who have not been contacted in six months to update their availability.
Document Portals
Securely collect resumes, identification, and tax forms through a central client and candidate portal.
Job Order Dashboards
Track the status of every open role from initial requisition to final placement in one visual workspace.
Missed Call Text Back
Instantly text back potential clients or candidates who call when the team is busy to maintain engagement.
Placement Follow-Up
Automate check-ins with both the hiring manager and the placed candidate at thirty, sixty, and ninety days.
Example systems
What it looks like in practice.
Job Order Management
- 1Client submits new job requisition via portal
- 2System creates internal task for the lead recruiter
- 3Automated email sends list of top matching candidates to the client
- 4Client clicks to approve candidates for interviews
Contractor Retention
- 1Contractor reaches thirty days before end of assignment
- 2System triggers alert to recruiter to discuss extension
- 3Automated message asks candidate for updated resume and availability
- 4Recruiter schedules renewal meeting with hiring manager
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from staffing agencies
Can we manage different types of placements in one place?
Yes. The system allows you to segment your workflows for direct hire, contract-to-hire, and temporary staffing. This ensures that the billing and follow-up sequences match the specific needs of each placement type.
How do we prevent candidates from getting lost in our database?
LATTICE uses automated tagging and status tracking to ensure every profile is accounted for. You can set up alerts for when a high-value candidate has not been contacted recently, keeping your talent pool active.
Will this help with client acquisition as well?
The platform includes tools for managing the sales side of your agency. You can track leads for new corporate accounts and automate the outreach process to hiring managers in your target sectors.
Is the candidate experience professional and polished?
Every touchpoint, from the initial SMS to the portal login, is designed to be clear and efficient. This reflects well on your agency and helps attract top-tier talent who value a streamlined process.
Can we collect sensitive hiring documents through the system?
We build secure portals for document collection. This allows candidates to upload necessary credentials and identification directly into their profile without relying on unsecured email attachments.