FS-DOC-03Operations
Process Runbook / SOP
Job Posting & Applicant Tracking
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This runbook is your day-to-day operating guide for the automated Job Posting and Applicant Tracking process. It tells you exactly what the automation handles, where your team steps in, how to deal with exceptions, and who to call when something needs attention. FullSpec has built, tested, and handed over the full workflow. Your team's job is to manage the one human checkpoint, monitor exception alerts, and keep the configuration current as roles and criteria change.
01Process overview
When a new vacancy is marked as approved in Greenhouse, the automation takes over immediately. Three agents handle job ad drafting, application intake, and resume screening end to end. The only moment your team acts is to review and approve the drafted job ad before it goes live. Everything else, including posting to LinkedIn, logging applicants, sending acknowledgements, scoring resumes, and notifying the hiring manager, runs without manual input. The process supports six to ten active roles per month and is designed to cut per-hire admin time from seven to ten hours down to two to three hours.
Process name
Job Posting & Applicant Tracking
Trigger
A new vacancy is marked as approved in Greenhouse
Final output
A scored and tagged candidate shortlist in Greenhouse, with a Slack notification sent to the hiring manager
Agents running
Job Ad Drafting Agent, Application Intake Agent, Resume Screening Agent
Tools involved
Greenhouse, LinkedIn, Gmail, Google Sheets, Slack
Weekly volume
Approximately 6 to 10 active roles per month, triggered per approved vacancy
Human checkpoint
Hiring manager approves the drafted job ad before it is posted to LinkedIn
Process owner
[Your name], HR Coordinator
Process Runbook / SOPPage 1 of 4
FS-DOC-03Operations
02Step-by-step: what happens and who acts
What you actually need to do: Your only required action in this process is to review the job ad draft email sent by the Job Ad Drafting Agent and click approve (or return it with revision notes). Every other step runs automatically. You do not need to log in to any platform or take any action unless an exception alert is sent to you.
Step
What happens
Who acts
Type
1
A vacancy is marked as approved in Greenhouse. This fires a webhook that starts the automation immediately. The role title, department, hiring manager name, and job description template are pulled from the Greenhouse record.
Greenhouse (system)
Automated
2
The Job Ad Drafting Agent reads the vacancy details and generates a complete, on-brand job advertisement using the stored prompt template for the role type. The draft is emailed to the hiring manager via Gmail for a single approval action.
Job Ad Drafting Agent
Automated
3
The hiring manager receives the draft job ad by email and clicks to approve or returns it with revision notes. If approved, the flow continues immediately. If returned, the coordinator updates the details in Greenhouse and the agent regenerates the draft.
Hiring Manager
Human
4
Once the ad is approved, the automation publishes it to LinkedIn via the configured integration. A log entry confirming the posting date and board link is written back to the Greenhouse role record.
Automation platform
Automated
5
A new row is inserted into the hiring tracker in Google Sheets. The role title, posting date, hiring manager name, and LinkedIn board link are pre-filled. This row becomes the live status dashboard for the role throughout the hiring cycle.
Automation platform
Automated
6
As applications arrive through Greenhouse or the LinkedIn integration, the Application Intake Agent structures each applicant record, stores the resume, contact details, and source channel in Greenhouse, and updates the Google Sheets tracker row. No manual copy-paste is required at any point.
Application Intake Agent
Automated
7
Within minutes of each application being logged, an acknowledgement email is sent to the applicant via Gmail. The email includes the role title, confirmation of receipt, and an estimated response timeline. No manual sending or templating is needed.
Application Intake Agent
Automated
8
The Resume Screening Agent reads each submitted resume against the role's defined screening criteria stored in Greenhouse. It assigns a fit score with a short reasoning note and tags the applicant as shortlist, hold, or reject. These tags are written back to Greenhouse.
Resume Screening Agent
Automated
9
A Slack message is sent to the hiring manager with the ranked shortlist, each candidate's fit score, and direct links to their Greenhouse profiles. The hiring manager reviews the shortlist and confirms or adjusts the selections directly in Greenhouse.
Resume Screening Agent
Automated
Process Runbook / SOPPage 2 of 4
FS-DOC-03Operations
03Handling exceptions
Situation
What the system does
What you do
Vacancy record in Greenhouse is missing required fields (e.g. hiring manager name, department, or role type)
The Job Ad Drafting Agent detects the incomplete record and does not proceed. An alert email is sent to the process owner listing the missing fields.
Open the vacancy record in Greenhouse, fill in the missing fields, and save. The automation will re-trigger automatically once the record is complete.
A duplicate application is received for the same candidate on the same role
The Application Intake Agent checks Greenhouse for an existing record with the same email address and role ID. If a match is found, the duplicate is flagged in Greenhouse and not logged again. No second acknowledgement email is sent.
No action is required unless you want to merge notes or attachments from the duplicate submission. Review the flag in Greenhouse if the candidate contacts you directly.
The hiring manager does not approve or return the job ad draft within 48 hours
The automation sends a single automated reminder email to the hiring manager after 48 hours of no response. If there is still no response after a further 24 hours, the process owner receives an escalation alert.
Contact the hiring manager directly using the details in Section 04. Confirm whether they want the ad revised or approved as drafted. Once they act on the email, the flow resumes automatically.
Resume Screening Agent cannot match a resume to the role's defined criteria (e.g. the resume is in an unreadable format or criteria are incomplete in Greenhouse)
The agent tags the applicant as hold and adds a note in Greenhouse explaining why a score could not be assigned. The applicant still receives their acknowledgement email. The hiring manager's Slack notification flags the unscored record.
Review the unscored applicant record in Greenhouse. If the resume is unreadable, request a resubmission from the candidate. If the criteria are incomplete, update them in Greenhouse following the guidance in Section 05.
LinkedIn posting fails due to an API error or credential expiry
The automation retries the LinkedIn posting up to three times over 30 minutes. If all retries fail, the process owner receives an error alert by email with the error code and the approved ad text attached.
Check LinkedIn for any platform outage notices. If credentials have expired, contact FullSpec support at support@gofullspec.com to refresh the integration. In the meantime, post the attached ad text manually to LinkedIn to avoid losing candidates.
Greenhouse is unavailable or returning errors during the automation run
The automation platform pauses the affected workflow and retries the Greenhouse connection every 15 minutes for up to two hours. If the connection is not restored within two hours, an error alert is sent to the process owner.
Check the Greenhouse status page for any reported outages. If Greenhouse is confirmed down, hold any new vacancy approvals until the system recovers. Contact FullSpec support if the automation does not resume automatically once Greenhouse is back online.
Process Runbook / SOPPage 3 of 4
FS-DOC-03Operations
04Who to contact and when
Fill in once your team is confirmed. Add each person's name and preferred contact method before you go live. Keep this table updated whenever team members change so that escalations reach the right person without delay.
Role
Name
How to reach them
Process owner (HR Coordinator)
[Your name]
[Your email or Slack handle]
Hiring Manager
[Your name]
[Rep email or Slack handle]
Greenhouse Administrator
[Your name]
[Rep email or Slack handle]
FullSpec builder
FullSpec team
support@gofullspec.com
FullSpec support (automation errors, integration issues, agent changes)
FullSpec support
support@gofullspec.com
For any automation error, failed integration, or unexpected agent behaviour, always contact FullSpec support first at support@gofullspec.com before attempting to change settings in Greenhouse or the automation platform. Most issues can be diagnosed and resolved remotely without you needing to touch any configuration.
05Ongoing maintenance
Whenever a new role type is added or an existing role's requirements change
Update the screening criteria for that role in Greenhouse. Criteria must be complete and specific for the Resume Screening Agent to produce reliable fit scores. Notify FullSpec support if you add a role type that has never been screened before, so the agent prompt can be calibrated.
HR Coordinator + FullSpec support
Whenever the standard job ad template or tone needs updating
Send the updated template text and any brand or tone guidelines to FullSpec support at support@gofullspec.com. The team will update the stored prompt used by the Job Ad Drafting Agent and confirm the change is live.
HR Coordinator + FullSpec support
Monthly
Spot-check five to ten recent applicant records in Greenhouse and the corresponding Google Sheets rows. Confirm that acknowledgement emails were sent, that fit scores look reasonable for each role type, and that no records are stuck in a hold state without a reason note.
HR Coordinator
Weekly (every Monday)
Review the automation error log. FullSpec configures this as a summary digest email sent to the process owner each Monday morning. Flag anything marked as a repeated failure to FullSpec support for investigation.
HR Coordinator
Whenever a team member joins, leaves, or changes role
Update the contacts table in Section 04 of this document. Notify FullSpec support of any changes to who receives Slack shortlist notifications or escalation alerts, so the routing can be updated in the automation platform.
HR Coordinator + FullSpec support
Quarterly
Review monthly hiring volume against the automation's configured capacity. If volume has grown significantly above ten active roles per month, contact FullSpec support to discuss whether the current plan and automation tier still fits your needs.
HR Coordinator + FullSpec support
The most common maintenance issue for this process is outdated or vague screening criteria in Greenhouse. When criteria are not kept current with the actual requirements of each role, the Resume Screening Agent assigns unreliable fit scores, which means the hiring manager sees a shortlist that does not reflect what they are actually looking for. Review and refresh criteria in Greenhouse every time a role is re-opened or a new role type is added.
Process Runbook / SOPPage 4 of 4