Recruiting coordination: keep the pipeline moving and every candidate answered

What this is

Recruiting is mostly coordination: finding people, reading applications, replying, booking interviews, and keeping everyone informed. None of it is hard, and all of it is late when one person does it beside their real job. This playbook is a small team that carries the coordination while you keep every decision about a human being.

Who it helps

An owner or hiring manager filling a few roles a year without a recruiter, or a small people team that is drowning in scheduling. It suits professional services, software and any business where the hiring manager also has a day job.

The team

Four roles. The manager is the only one that talks to you.

• Talent Lead (manager). Holds the brief, assigns the work, reads the results, and sends you one weekly report plus anything that needs a decision.
• Sourcer. Builds a long list from the sources you name: your job board postings, your applicant tracking system, referrals in a shared folder.
• Screener. Reads each application against the brief and writes a short, consistent score with reasons. It never rejects anyone; it ranks.
• Scheduler. Reads the interview panel's calendars, proposes slots, and drafts the invitation. Every message to a candidate is an approval point.

The people above are an illustration. The roles are yours to name.

Sample assignment

The brief you would give the Talent Lead. Illustrative; replace the specifics with yours.

Objective. Fill the Customer Success Manager role. Keep the pipeline full and make sure no candidate waits more than two working days for a reply.

Context. The job description and the scorecard are in the Recruiting room. Applications arrive in our applicant tracking system and in the recruiting inbox. The panel is me, Dana and Priya; use our calendars.

Rules. Never send anything to a candidate without my approval. Never decline anyone; rank them and let me decide. Do not contact candidates outside the ones who applied or were referred.

Done looks like. A weekly pipeline report in the Recruiting room every Monday: who came in, who is ranked where and why, who is scheduled, who is waiting on us. A Needs You item for every message that should go out and every decision that is mine.

What happens each week

1. The Sourcer checks the applicant tracking system and the recruiting inbox, adds new applicants to the long list, and notes referrals from the shared folder.
2. The Screener reads each new application against the scorecard and writes a score with three lines of reasoning. Identical criteria for every candidate, which is more consistent than a tired human at 11 pm.
3. You read the ranked list and mark who to interview.
4. The Scheduler reads the panel's calendars, proposes two slots per candidate, and drafts the invitation. The draft arrives as a Needs You item with the calendar hold attached; you approve, it sends.
5. The Talent Lead posts the Monday report and flags anything stuck, such as a candidate who has not replied in a week.

Example output

An illustrative Monday report, as it would appear in the Recruiting room:

Customer Success Manager: week of 7 September

New this week: 9 applications (7 via the tracking system, 2 referrals). Ranked for your review: 4 strong, 3 possible, 2 outside the brief. Reasons are on each card. Scheduled: 2 first interviews (Wed 10:00 with Dana, Thu 14:30 with Priya). Invitations approved and sent. Waiting on us: 1 candidate asked about the salary band; draft reply is in Needs You. Waiting on them: 1 candidate has not confirmed a slot in 5 days; suggest one reminder, draft attached. Pipeline age: no one has waited more than 2 working days for a reply.

The numbers are made up to show the shape of the report.

Requirements and availability

• Available in Korps. Teams and managers, assignments, approvals and Needs You, routines for the weekly report, and the Activity record.
• Connections you would need. Your email (Gmail or Outlook) and calendar (Google Calendar or Microsoft Calendar) are Korps connections you sign in to once. Applicant tracking systems are not Korps connections today; a worker reaches one through the browser, through an MCP server the vendor provides, or through Composio if it is in their catalogue. Check before you plan on it. See integrations.
• A worker needs a runtime (Hermes Agent comes bundled) and a connected model on your account.
• The free account is open now; the app that hosts workers opens at launch.

Limitations and approval points

• Every candidate-facing message is an approval point. Set the email connection to "requires approval" for the Scheduler and keep it that way. A person is on the other end.
• Screening scores are a ranking aid, not a decision. Employment decisions carry legal obligations that vary by jurisdiction; keep a human accountable for each one, and be aware of local rules on automated decision-making in hiring.
• Candidate data is personal data. Decide where it may be stored and which model provider may see it before the first application is read. See choosing a model.
• A worker that cannot reach your tracking system will say so and stop; it will not invent applicants.