Placement Aftercare & Check-Ins

Q: How does the system know if a placement is at risk?

The placement health analyzer reads candidate feedback and employer survey responses, scores them against common risk indicators like dissatisfaction or performance concerns, and flags placements that fall below a healthy threshold.

Q: Will this work with our existing CRM and tools?

Yes. The automation connects to mainstream tools like HubSpot, Google Sheets, Gmail, and Google Calendar.

Q: What if an employer does not respond to the survey?

The system tracks survey delivery and can send automatic follow-up reminders. If a response is still missing after a set period, the placement is flagged for manual follow-up by the recruiter.

Q: Can we customize the placement health scoring rules?

Yes. The scoring logic can be adjusted to match your agency's definition of a healthy placement, including which feedback signals matter most and what thresholds trigger an alert.

Scheduled check-ins with candidate and client through the settling-in period.

180 hrs

Manual time identified

Companies have mapped

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About This Automation

Placement aftercare involves manually checking in with candidates and employers after job starts, logging feedback, and identifying at-risk placements. Manual coordination across calls, emails, surveys, and spreadsheets consumes significant recruiter time and delays problem detection.

Automation schedules check-ins, captures feedback systematically, analyzes placement health automatically, and alerts the team to at-risk placements in real time. Recruiters focus on intervention rather than data entry.

Key features:

Schedule candidate and employer check-ins automatically on a fixed timeline after placement

Send reminder emails and surveys without manual composition

Analyze placement health by scoring candidate and employer feedback against risk indicators

Flag at-risk placements and notify the team instantly when intervention is needed

Log all feedback and notes centrally so no information is lost or duplicated

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual note entry delays Recruiter must manually transcribe call notes and survey responses into the CRM or spreadsheet, creating bottlenecks and risking data loss.	80%
2	Slow risk identification Recruiters must manually review all notes and survey responses to spot at-risk placements, delaying intervention by days.	67%
3	Survey response chasing Recruiters spend time waiting for and chasing employer survey responses, then manually copying them into tracking systems.	53%
4	Scheduling coordination Manually scheduling calls across candidate and employer calendars and sending reminders consumes time on routine tasks.	40%
5	Inconsistent follow-up Without systematic tracking, some placements are checked in on inconsistently or follow-ups are missed entirely.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.1/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Placement Confirmedtrigger

A new placement is marked as active, triggering the aftercare workflow.

2. Schedule Check-In Dates

The automation calculates check-in dates (day 3, day 14, day 30) and creates calendar events.

3. Send Candidate Survey

A templated satisfaction survey is sent to the candidate on day 3 with a link to a Google Form.

4. Send Employer Survey

A templated performance survey is sent to the employer on day 5 with a link to a Google Form.

5. Analyze Responses & Flag Risk

The automation reviews survey responses and call notes, scores placement health, and flags at-risk placements based on sentiment and performance metrics.

6. Log Findings

Survey responses, risk scores, and notes are automatically logged to the placement record.

7. Alert Team

At-risk placements trigger a notification to the team with a summary and recommended next steps.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What 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

176 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens to check-ins that require a live conversation with the candidate?

The automation schedules the calls and sends reminders, but recruiters still conduct the actual conversations. Call notes are then captured and logged automatically so the recruiter does not have to manually type them into the system.

How does the system know if a placement is at risk?

Will this work with our existing CRM and tools?

What if an employer does not respond to the survey?

Can we customize the placement health scoring rules?

View more FAQs

Process pain:9.4/10

Mapped by:6 Companies

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Page updated 10 August 2026