Who this is for: Hiring managers and small talent teams.

The Bot team

One Bot per theme, not per task. Each has its own accounts (see own accounts).

Screening Bot — Owns applications: structured summary against the job's must-haves into the ATS, no rejections sent.

Scheduling Bot — Owns interview logistics: proposes slots from calendars, sends confirmations from the recruiting@ address with approval.

Sourcing Notes Bot — Owns research on named candidates and companies, at human pace, into a sheet. No messaging.

Routines

On application — summary and must-have check
Daily — candidates waiting > 3 days for a reply: nudge the hiring manager
On 'schedule' tag — propose slots, draft confirmation
Weekly — pipeline report per role

What's behind approval

Rejection emails and any outbound to candidates. Also LinkedIn messaging, which is on the no list entirely.

What the win looks like

Hiring managers see every candidate summarised the same way, and nobody waits a week for a scheduling email.

What we won't build here

AI-screening interviews and automated sourcing blasts. Candidates hate it, it's an arms race, and it makes you the company that did it.

Setup and cost

Use the free workflow check to choose one task from this playbook. For lead, inbox or quote preparation, the free starter kit provides role templates and test instructions. Plan and usage costs remain separate: see which plan you need.