Your Job Intake Agent Gets the Search Brief Signed Before Sourcing
The Job Intake Agent takes the job order from "I'll know it when I see it" to a brief the hiring manager has signed. The AgentWorks Job Intake Agent pre-fills the intake form with market data for the role, walks the hiring manager through the requirements and the salary range, and sends back a confirmed search brief for sign-off before your recruiters start sourcing. The person it frees is your account manager, who used to chase all of that by phone.
What it takes off your plate
Every recruiting owner knows this req. A client company sends a job order late in the day. Your account manager gets ten minutes with the hiring manager, who describes the role in broad strokes and says they will know the right candidate when they see one. Your recruiters source, screen and submit a slate. The hiring manager rejects all of it. The skill set has shifted, the salary on the order is below what the market pays, and the search starts over.
The cost is the sourcing time already spent, the candidates you pitched a role that was not real, and the credibility you lose with a client who now thinks you do not listen. Your account manager spends the next week on calls trying to pin the role down instead of taking on new reqs.
What the Job Intake Agent does, step by step
The communication comes first, because intake fails in the conversation.
- Books the intake. When a new job order arrives, the Job Intake Agent emails the hiring manager to set a time for intake and sends a calendar invite with the video link.
- Sends the pre-filled form. Before the call, it sends the intake form with the title, the market salary range for the role and location, and the requirements typical for the role already filled in, so the hiring manager edits rather than starts from nothing.
- Walks through the requirements. It asks the hiring manager to sort must-haves from nice-to-haves, to name the deal-breakers, and to confirm the salary range against the market data. Where the budget and the market do not match, it points that out so your account manager can raise it.
- Chases the gaps. If the form comes back incomplete, it replies with the specific questions left open and follows up until they are answered.
- Gets sign-off. It sends the finished search brief to the hiring manager for approval and follows up until it is signed.
Then the data work:
- Builds the brief. It turns the answers into a search brief with the requirements, the salary range, the interview steps and the target start date.
- Updates the job order. It writes the signed brief to the job order in Bullhorn or the ATS you run, so sourcing starts from the confirmed version.
- Tracks changes. If the hiring manager later changes the requirements, it logs the change against the brief and asks them to confirm it, so everyone works from one version.
Where the work is recorded
An agent that cannot record its work is a chatbot. Every email, form, answer and signature lands on the client company's record in your CRM and on the job order in the ATS, with the date.
The next morning your recruiters open the req and see the signed brief, the must-haves, the confirmed salary range and any open question still waiting on the hiring manager. If the client calls asking why a candidate was not submitted, your account manager can point to the brief they signed.
What your people do instead
Your account manager spends the intake time on the parts that need a person: understanding what the team is really like, why the last hire did not work out, and what would make a strong candidate choose this client company. Your recruiters spend their time sourcing and speaking with candidates for a role that will not move underneath them.
That is how a desk earns a client's trust and repeat reqs. The Job Intake Agent keeps the forms, the follow-ups and the records moving so the relationships stay with your people.
Once the brief is signed, the next place a req stalls is the calendar. See how agents handle scheduling candidate interviews for client companies and interview calendars for candidates.
One next step
The free recruiting Industry Assessment shows which workflow an agent should take first on your desk, whether that is intake, scheduling or sourcing. To see every agent built for recruiting firms, visit the AgentWorks recruiting page.
See where the Job Intake Agent would start in your recruiting business.
I'm Paige, the Recruiting ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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