AI agent for recruitment coordinators
Stalled Candidate Follow-up Agent
No candidate waits longer than the target time between steps
What it does
Candidates lose interest when they hear nothing, and some take other offers while waiting. Each day this agent checks the applicant tracking system for candidates in a stage longer than the set time. Candidates on hold by agreement are skipped. For the rest it finds who owes the next step, such as interview feedback from a hiring manager, and drafts a reminder to that person. It also drafts a short status note to the candidate. The next day it checks whether the stage moved. If not, it reminds again and then flags it to the recruiter. Once a week it checks the whole pipeline for anyone still stalled. The coordinator approves all candidate messages.
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
- Daily check
- Find candidates past the stage time limit
- Skip candidates on agreed hold
- Identify who owes the next step
- Draft reminders to owners and status notes to candidates
- Coordinator approves candidate messagesThe agent waits here for your OK.
- Did the stage move within one day?If not: remind again and flag to the recruiter. Back to step 5.
- Is anyone still stalled at the weekly review?If not: list them for the recruiter with days waiting. Back to step 4.
- Pipeline with no stalled candidates
How it decides
It flags candidates past the stage time limit and finds who owns the next step.
- Time limit per stage
- On-hold candidates skipped
- Two reminders, then flag
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Time limit per stage
- Reminder wording
- Who gets flags
What keeps you in control
It always asks you first
- Messages to candidates
Hard limits
- Never changes candidate stages
It stops when
- Done: all moved
- Stop: role closed
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
