AI agent for recruitment coordinators
ATS Duplicate and Data Retention Agent
Duplicates are merged safely, expired records are deleted on time and every deletion request is closed within its deadline.
What it does
Your ATS holds the same person three times under different emails, and records older than your retention period are still there. Data deletion requests sit in an inbox past their deadline. This agent scans weekly. It finds likely duplicates by name, phone and email patterns, finds records past the retention period, and lists open deletion requests with their due dates. For each, it proposes a merge or deletion with the evidence. It then checks that a merged profile would keep every application and note, and re-proposes if anything would be lost. You approve merges and every deletion. Edge case: two people with the same name and different phones are not merged. The agent marks them as unsure and asks you.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Weekly Friday run
- Export candidate records and deletion requests
- Find likely duplicate groups by email, phone and name
- Find records past retention and not on legal hold
- Would each proposed merge keep every application and note?If not: Mark the pair as unsure and propose manual review instead. Back to step 3.
- Rank deletion requests by days left to the deadline
- Draft the action list with evidence for each item
- Coordinator approves merges and each deletionThe agent waits here for your OK.
- After actions, do the counts and logs match the approved list?If not: Redraft the list for items that did not complete. Back to step 7.
- Cleanup log and closed requests
How it decides
It merges only when 2 of 3 identifiers match (email, phone, full name plus last employer). It never proposes deletion for records on a legal hold.
- Merge only when 2 of 3 identifiers match
- Skip any record with a legal hold
- Put requests due within 5 days at the top
- Treat records over the retention limit as candidates only, never auto-delete
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Retention period by region (default 24 months)
- Identifier match rule for merges
- Deadline warning window (default 5 days)
- Who gets the weekly log
What keeps you in control
It always asks you first
- Coordinator approves each merge
- Coordinator approves every deletion
Hard limits
- Never delete or merge without approval
- Never touch records under legal hold
It stops when
- Done: approved merges and deletions are logged and requests closed
- Stop: retention policy is unclear for a region
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
