Recruitment agencies & HR
Automation forrecruitment agencies and HR teams
Less calendar juggling, data entry and candidate email: more time talking to candidates and clients.
- Customer messages & requests
- Documents & admin
- Scheduling & operations
- Custom business tools
In short
Iselia Projects automates the repetitive work of recruitment agencies and HR teams: summarising applications, scheduling interviews, writing up candidate notes, drafting and posting job ads, keeping candidates informed and reporting to clients. Recruiters keep every selection decision; the automation gives them several hours back each week for the human conversations that make a good hire.
- Who it’s for
- Recruitment and executive search firms, staffing agencies, in-house talent teams at SMEs, independent HR consultants
- 7tasks quantified
- 11industry tools supported
- 5steps in the end-to-end example
Day to day
Where your team loses time.
Useful but repetitive tasks that pile up around the real work. They are usually the first ones that can be automated.
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Hundreds of applications to read
Every ad brings a stream of more or less relevant CVs; reading, tagging and entering them in the ATS takes hours before the first call.
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Calendar Tetris
Finding a slot that suits the candidate, the consultant and the client, then confirming, reminding and rescheduling: back-and-forth with no added value.
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Write-ups done at night
After every interview, notes have to become a structured summary and a candidate profile for the client; it is often what delays the shortlist.
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Candidates left without news
When time runs short, many candidates never hear back, which hurts the agency’s reputation and its clients' employer brand.
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Client reporting by hand
Progress per role, candidates approached, interview feedback: clients expect regular updates that are rebuilt manually each week.
Task by task
Where your hours are hiding.
Each row applies the same formula: weekly volume × manual time × automatable share. Volumes match the example “8 consultants, 25 open roles”.
| Task | Volume / wk | Time per unit | Automatable | Saved / wk |
|---|---|---|---|---|
| Documents & admin Summarise incoming applications Reads CVs, extracts key information into the ATS and summarises it against the role’s objective criteria; no automatic rejection, the recruiter decides. | 250 applications / week | 3 min | 40 % | 5.0 h |
| Scheduling & operations Schedule interviews Offers slots based on calendars, confirms, sends the video link, reminds the day before and handles rescheduling. | 40 interviews / week | 8 min | 70 % | 3.7 h |
| Documents & admin Write interview notes and candidate profiles Turns the recruiter’s notes into a structured write-up in the agency’s template; reviewed and completed before it goes to the client. | 15 write-ups / week | 30 min | 50 % | 3.8 h |
| Documents & admin Write and post job ads Ad drafted from the job spec, checked for exclusionary wording, then posted to job boards and the agency website. | 6 job ads / week | 30 min | 60 % | 1.8 h |
| Customer messages & requests Draft outreach messages and keep the ATS up to date Personalised outreach drafts based on the profile and the role, ready for the recruiter to send; records and statuses updated in the ATS. | 60 outreach messages / week | 4 min | 50 % | 2.0 h |
| Customer messages & requests Keep candidates informed Acknowledgements, progress updates and replies to unsuccessful candidates, sent once the recruiter has made the decision. | 150 messages / week | 2 min | 70 % | 2.6 h |
| Custom business tools Produce role progress reports Weekly update per role generated from the ATS (candidates approached, interviews, shortlist, next steps), reviewed by the recruiter. | 12 reports / week | 20 min | 70 % | 2.8 h |
| Estimated total · ≈ 1,020 h a year | 21.7 h | |||
By type of automation
The estimated hours are spread across these automations, each explained on its own page.
- 4.6 h / week Customer messages & requests Draft outreach messages and keep the ATS up to date Keep candidates informed Explore
- 10.6 h / week Documents & admin Summarise incoming applications Write interview notes and candidate profiles Write and post job ads Explore
- 3.7 h / week Scheduling & operations Schedule interviews Explore
- 2.8 h / week Custom business tools Produce role progress reports Explore
End-to-end example
Example: from application received to interview booked
A typical scenario to show how it fits together: each step triggers on its own, your team approves what needs approving and can take over at any time.
Human in the loop: approvals, escalations and a log of every action.
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Application received
A CV arrives from a job board or the agency website; key details are extracted and the candidate record is created in the ATS.
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Summary for the recruiter
A factual summary against the role’s criteria is shown to the recruiter, who decides whether to progress the candidate.
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Booking
The shortlisted candidate receives available slots, books one, and gets a confirmation, the video link and a reminder the day before.
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Write-up
After the interview, the write-up is formatted from the recruiter’s notes; they review it and send it to the client.
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Follow-up
The status is updated in the ATS, the candidate is informed and the role’s progress report updates itself.
Calculator
What about your business?
The example’s tasks and volumes are pre-filled. Replace them with your own and the result updates instantly.
Average fully loaded cost of one hour of work for the team involved (€35/h by default).
Your estimate
Recruitment agencies & HR
Hours back per week
21.7 h / week
- Hours back per year
- 1,020 h / year
- Equivalent staff cost per year
- €35,710 / year
- tasks included
- 7 / 7
Split by type of automation
- Documents & admin 10.6 h
- Scheduling & operations 3.7 h
- Custom business tools 2.8 h
Indicative estimate, based on the assumptions above. No guaranteed results.
Example: an agency with 8 consultants and 25 open roles
Illustrative scenario, not a client case: an agency with 8 consultants working around 25 roles in parallel. Using the conservative assumptions above — 250 applications, 40 interviews, 15 write-ups, 6 job ads, 60 outreach messages, 150 candidate updates and 12 reports a week — the indicative estimate is about 21.7 hours back per week, or roughly 1,020 hours a year (47 working weeks), reinvested in conversations with candidates and clients. Actual figures depend on your tools and volumes.
- Example size
- 8 consultants, 25 open roles
- per week
- 21.7 h
- per year (47 weeks)
- 1,020 h
- of staff time at €35/h
- €35,710
Integrations
Plugged into your tools.
We connect automations to the software you already use, through APIs, webhooks or exports. No forced migration.
Common tools in this industry that we can connect to: these are not client references. Don’t see yours? We check compatibility during the assessment.
- Bullhorn
- Vincere
- JobAdder
- Recruit CRM
- Loxo
- LinkedIn Recruiter
- Indeed
- Broadbean
- Microsoft Outlook
- Microsoft Teams
- Google Workspace
Why automate a recruitment agency
Recruitment is a relationship business: understanding a brief, persuading a candidate, advising a client. Yet a large part of a consultant’s week goes on logistics — reading and entering CVs, booking interviews, writing up notes, replying to candidates, updating the ATS. Automating that logistics lets the agency run more roles without lowering quality, and reply to every candidate, which matters for the agency’s reputation and its clients’ employer brand.
What automates well
- Application admin: extracting CV details, creating records, factual summaries against the role’s criteria.
- Scheduling: offering slots, confirmations, video links, reminders and rescheduling.
- Writing: job ads from specs, interview write-ups from notes, candidate profiles for clients.
- Communication: acknowledgements, progress updates, replies once a decision has been made.
- Tracking: weekly progress reports per role, reminders to clients for interview feedback.
What stays with the recruiter
Assessing candidates, deciding whether to put them forward, negotiating, advising the client and managing the candidate relationship. AI is a way to save time, not an automatic selection tool.
A demanding regulatory context
- Equal opportunities: discrimination law (for example the Equality Act 2010 in Great Britain) applies to every stage of hiring; job ads are checked for exclusionary wording and summaries stick to job-related skills and experience.
- Data protection: under GDPR and UK GDPR, no decisions based solely on automated processing, controlled retention periods and easy access and objection rights for candidates.
- AI regulation: the EU AI Act classifies AI systems intended to filter or evaluate applications as high-risk, and New York City’s Local Law 144 requires bias audits for automated employment decision tools. We design automations that prepare information without deciding, with a person accountable for every choice, and review with you the obligations that apply to each use before it goes live.
Better candidate experience, not just speed
Speed matters in a tight market: the agency that books the interview first often places the candidate. But the biggest visible change is usually communication. When acknowledgements, reminders and progress updates go out on time, candidates stay engaged, fewer interviews are missed and clients see a more professional process.
Where to start
With work that involves no judgement about candidates: interview scheduling, candidate updates and client reporting. The gain is quick and easy to measure. Adjust the calculator assumptions to your agency for your own indicative estimate, then book a free assessment so we can check it together.
FAQ
Your questions, answered.
What professionals in this industry ask us most often before getting started.
Will the AI reject candidates for us?
How do you handle GDPR and candidate data?
Does it work with our ATS?
How much does it cost?
How soon will we save time?
How do you avoid bias in application summaries?
Free assessment · 30 minutes
Your 21.7 estimated hours, checked in 30 minutes.
We review your tasks, your real volumes and your tools, then quantify what you can actually get back. You leave with a clear roadmap, whether or not you work with us.
Reply within one business day · No commitment