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AI agent for recruitment coordinators

Requisition Approval Tracker Agent

Keep requisitions moving to approval.

MonitoringPeople and hiringOperationsHuman resources
See how it worksGet access
Requisition Approval Tracker Agent: what goes in, what the agent does and what you get

What it does

A job requisition can wait for weeks in an approver's inbox while the role stays open. This agent checks where each requisition is in its routing, shows how long it has waited and reminds the approver. It checks the budget line for the role. If an approval is stuck, it finds the next approver in the chain and checks again after a day. The coordinator approves nudges. It also reads the status of each step in the chain, so a requisition waiting on the wrong person is noticed. The coordinator sees one board with the days each requisition has waited and where it sits right now. Edge case: a requisition that exceeds the budget is held and sent back to the hiring manager.

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.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Daily requisition check 2 USES A TOOL Read each requisition and its routing 3 USES A TOOL Check the budget for the role 4 CHECKS THE RESULT Is the position within budget? If not: Return it to the hiring manager with the budgetgap. Back to step 2. 5 DOES Find where each requisition is waiting and for howlong 6 YOU APPROVE Coordinator approves the nudges 7 USES A TOOL Send reminders to the approvers 8 CHECKS THE RESULT Has the approver acted within the set time? If not: Find the next approver or delegate. Back to step3. 9 DOES Wait one day and check again 10 USES A TOOL Update the status 11 RESULT Status board current
Read the steps as a list
  1. Daily requisition check
  2. Read each requisition and its routing
  3. Check the budget for the role
  4. Is the position within budget?If not: Return it to the hiring manager with the budget gap. Back to step 2.
  5. Find where each requisition is waiting and for how long
  6. Coordinator approves the nudgesThe agent waits here for your OK.
  7. Send reminders to the approvers
  8. Has the approver acted within the set time?If not: Find the next approver or delegate. Back to step 3.
  9. Wait one day and check again
  10. Update the status
  11. Status board current

How it decides

It reminds at set intervals and moves to the next approver in the chain when one is absent.

  • Remind after 2 days
  • Use the delegate when the approver is out
  • Hold requisitions above budget
  • Report waits over 5 days to the coordinator

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Reminder interval (default 2 days)
  • Delegates by approver
  • Budget check on or off
  • Escalation point

What keeps you in control

It always asks you first

  • Coordinator approves nudges

Hard limits

  • Never approve a requisition itself
  • Never nudge without approval

It stops when

  • Done: requisitions are approved or returned
  • Stop: a requisition is cancelled

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.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • 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
Get access to this agent

An example run

What happensA sales requisition has waited 4 days with the finance director, who is out. The agent finds the delegate in the chain, drafts a nudge, and the coordinator approves it. The delegate approves the next morning. A different requisition is $12,000 above its budget line. The agent holds it and sends it back to the manager.

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