About This Automation
Job and client intake is the process of capturing, organizing, and entering new job specifications and client inquiries into a recruitment agency's systems. Manual intake is slow, error-prone, and forces recruiters to re-enter the same information across multiple tools.
Automation extracts structured data from incoming emails and forms, validates completeness, and populates CRM and ATS records automatically. Recruiters spend minutes reviewing and approving instead of hours typing and hunting for missing details.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A recruiter or client submits a structured intake form, or an email arrives matching a job brief pattern. The automation is triggered immediately.
The automation reads the form or email, extracts job title, location, salary, skills, client name, contact, and other key fields. It flags any missing or invalid data (e.g., salary outside expected range, location not recognized).
The automation creates a new client company record or updates an existing one with the extracted company name, industry, size, and primary contact details.
The automation creates a new job record, linking it to the client, and populating job title, location, salary, job type, required skills, start date, and hiring manager contact.
The automation appends a row to a Google Sheet with the job and client details for reporting, audit, and historical reference.
The automation sends a formatted message to a designated channel with the job title, client name, location, and a link job record, alerting the team that a new job is live.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
HubSpot
Slack
Google Forms
Google SheetsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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