Hiring automation that runs your funnel so you can stay out of it

Stop chasing resumes and juggling interviews. One system screens, schedules, and updates candidates while you stay focused on billable work.

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Where hiring breaks

You don’t need to hire HR, you need a hiring system

Hiring shouldn’t be chaotic. When every step is manual, great candidates slip away and roles stay open far too long.

You’ve probably experienced this:

  1. Resumes flood your inbox and get buried
  2. Screening is ad-hoc, based on gut feel, not data
  3. Interview slots require endless calendar ping-pong
  4. Feedback lives in random docs and Slack threads
  5. Candidates wait in limbo, lose interest, and ghost

Inbox overload. Dozens of emails, PDFs, and LinkedIn DMs stack up. Great candidates disappear before you even open the attachment.

No clear scoring. You skim resumes, rely on gut feel, and hope you caught the red flags. Bad fits slip through — good ones get missed.

Swiped Right
Swiped Left
Evaluating candidates…

Calendar chaos. Five back-and-forth emails to find a slot. By the time it’s booked, the candidate has accepted another offer.

RECRUITER
Initializing…
✕
CANDIDATE

Lost feedback. Interview notes live in private docs and DM threads. So final decisions drag on or hinge on whoever shouts loudest.

Ghosted candidates. Slow updates and vague timelines erode trust. Top talent vanishes, and you’re back to square one.

System breakdown

How the hiring system works

From applicant to offer — structured, scored, and moving without your manual push.

Centralize all applicants in one hiring hub

Every submission from job boards, referrals, or forms is organized in one place. No lost resumes, no email chaos.

  • Collects all candidates in Airtable or your ATS
  • Tags each applicant by role, stage, and source
  • Quick search and filtering for every status or interaction

Example tools we use: Typeform, Airtable, Job Boards, Make

Automatic candidate scoring and routing

Rank every candidate instantly, using your real criteria. Top fits move forward automatically. No bias, no wasted hours.

  • Customizable scoring for each role or team
  • Routes strong applicants to the right owner or next step
  • Archives weak fits without manual review

Example tools we use: Airtable, Make, OpenAI

Automated skills assessments

Send out tests for coding, writing, or logic with a single trigger. Scores sync back automatically so you know who’s actually qualified.

  • Instant, role-specific test invites to qualified applicants
  • Results logged to each candidate’s profile
  • Advances only those who meet your standards

Example tools we use: Typeform or Tally, Airtable, Google Drive, Make

Self-scheduling for interviews

Qualified candidates receive personalized scheduling links, synced with your team’s calendar. No back-and-forth, no bottlenecks.

  • Sends unique links to each candidate
  • Syncs with Google Calendar, Cal.com, or Calendly
  • Blocks double-bookings and no-shows with built-in reminders

Example tools we use: Cal.com, Calendly, Google Calendar, Make

Structured feedback and decisions

Interviewer feedback is consistent and tracked. All ratings, notes, and decisions live in one place for fast, fair hiring.

  • Custom scorecards after every interview
  • All feedback logged and visible in Airtable
  • Works for panels, multiple rounds, or async reviews

Example tools we use: Typeform or Tally, Airtable, Slack, Make

Interview & Scorecard
Feedback Log (Airtable)

Automated notifications and offers

Candidates get fast updates. Offers, contracts, and onboarding fire with one action. No waiting, no manual handoff.

  • Sends advance or rejection emails instantly
  • Triggers offer letters, e-sign, and onboarding steps
  • Tracks every action for compliance and reporting

Example tools we use: Gmail, PandaDoc, Make, Airtable

Process Status: Idle
Applicant ID: 7B3C1D
Pending Review
Notification Service
Document Signing
✓
Workflow Engine
Record System
...
Build your full sales automation stack

Take your pipeline further with these automation systems

Lead generation automation

Fill your pipeline with qualified leads automatically. Outbound, enrichment, and follow-ups. No more manual prospecting.

Sales admin automation

Automate CRM updates, deal tracking, and follow-ups. Keep your pipeline moving. No rep babysitting or missed deals.

Client onboarding automation

Hand off new clients without bottlenecks. Automate onboarding, docs, and kick-off steps so nothing falls through the cracks.

Content marketing automation

Publish and repurpose high-quality content everywhere automatically. Build authority and fill your funnel without writer’s block.

Internal ops automation

Keep your backend running on autopilot. Automate recurring tasks, reminders, and team-wide approvals. No more ops chaos.

Want to connect multiple systems? Book an intro call and we’ll design your ideal automation stack.

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Before vs after

From resume chaos to a predictable hiring pipeline

See what changes when your hiring funnel runs on autopilot instead of anxiety.

Manual

Automated

Application intake

Email flood and lost attachments

Single Airtable view with auto-tags

Screening

Hours spent skimming CVs

Instant rule-based scoring + GPT ranking

Interview booking

7-email threads per candidate

Self-scheduled via 1 email

Feedback capture

Ad-hoc notes, forgotten ratings

One-click scorecards, stored centrally

Candidate comms

Delayed, inconsistent, easily missed

Real-time status emails + Slack pings

Time per hire

8–12 founder hours

<2 hours of focused decision-making

Is this system right for you?

Built for lean B2B teams without an HR department

If every role feels like a part-time job to fill and great candidates keep slipping away, this system was built to take over the process without taking up your time.

  • You run a service or SaaS company and hiring distracts core staff
  • You’re a recruitment agency tired of spreadsheet tracking, lost candidates, and pissed-off clients
  • You juggle multiple roles or clients, and can’t babysit candidates all day
  • You’ve lost candidates due to slow replies, manual scheduling, or messy handoffs
  • You want a repeatable funnel that scales across roles, locations, or brands
  • You want a scorecard-driven process, not just gut feel

If that sounds like you, this system replaces the HR headcount you don’t have.

FAQs

Have questions?

Here are answers to common questions about our hiring automation services.

We can sync with most major ATS platforms, or run as a parallel automation layer. No forced migrations—your process, your tools.

Yes. Every scorecard, test, and workflow is built for your real hiring stack—no rigid templates.

Absolutely. All applicant sources (boards, referrals, inbound forms, etc) are centralized and scored in one hub like Airtable or ClickUp, no matter where they start.

Both. Candidates self-schedule, get instant updates, and never fall through the cracks—while your team avoids admin gruntwork.

Most roles can be live in 3–5 days. For high-complexity or multi-stage hiring, a week max.

Yes. It’s built to handle multiple roles, locations, and even different hiring brands or clients (ideal for recruitment agencies too).

Yes. All candidate data is handled securely and can be logged/exported for compliance checks.

Ready to hire A-listers without the headache?

Find out how an automated hiring system can cut your time-to-hire in half and keep every candidate moving — no extra headcount required.