Automated Recruiting System
From job order to placement - automated candidate matching, outreach sequences, intake screening, and recruiter handoff, with minimal manual input.
Popular
AI, Marketing Automation; System Build
What It Does
This is a recruiting pipeline built to handle the full cycle from sourcing a job order to routing qualified candidates - without a person manually managing each step. The system connects candidate sourcing, AI-powered matching, multi-touch outreach, and intake screening into one continuous flow. Make.com sits in the middle connecting every tool and triggering the next action automatically.
Tech Stack
Tool | Role |
|---|---|
Gem | ATS - AI candidate matching and routing against job descriptions |
Airtable | Central database for candidate records, job orders, and status tracking |
Marquiz | Candidate intake forms and screening questions |
Make.com | Automation layer - connects all systems and triggers each stage |
Gmail / G Suite | Email delivery for outreach and follow-up sequences |
Lemlist | Email domain warmup and deliverability management |
Candidate profile review and direct outreach | |
Slack | Internal notifications at key pipeline stages |
How It Works
Stage 1: Job Sourcing and Vetting
A job order comes in and runs through a predefined set of vetting criteria - role type, seniority, location, compensation range. If it clears the filter, it moves to the next stage. If not, it gets logged and set aside. This step alone eliminates most of the noise before any manual time is spent.
Stage 2: Candidate Matching
The confirmed job description goes into Gem, which runs it against the candidate database in Airtable. Gem uses AI to score and rank candidates based on how well their profile matches the JD - not just keyword matching, but contextual fit. The output is a prioritized shortlist. A quick sanity check happens before outreach goes out.
Stage 3: Outreach
The outreach sequence runs through Gmail (warmed via Lemlist) with three touches over roughly 10 days. LinkedIn outreach runs in parallel for candidates where that's the better channel. Make.com triggers each follow-up automatically based on reply status. Non-responders after the full sequence get a redirect message. There are no manual reminders needed.
Stage 4: Intake and Screening
Interested candidates get a Marquiz intake form the same day they respond. The form collects the specifics needed to do a real fit assessment - not just a resume. Responses feed directly into Airtable. Weak fits get a polite close. Strong fits move to handoff.
Stage 5: Handoff and Tracking
Qualified candidates are introduced to the next step with a templated handoff email. From there, Airtable tracks status and Slack surfaces any check-in triggers. Follow-up sequences on both sides (candidate and recruiter) run on schedule without manual prompting.
Build Breakdown
Total setup: roughly 18-22 hours. Three focused days, or 2-3 weeks part-time.
Component | Time |
|---|---|
Job vetting criteria and filter logic | 2 hrs |
Confirmation outreach template | 1 hr |
Gem ATS setup and export workflow | 4-6 hrs |
Outreach sequence templates (main + redirect) | 3-4 hrs |
Outreach automation built and tested in Make.com | 2-3 hrs |
Candidate intake form (Marquiz) + screening questions | 2 hrs |
Intake connected to Airtable CRM | 1-2 hrs |
Handoff intro template | 1-2 hrs |
Follow-up sequence (candidate side) | 1 hr |
Follow-up sequence (post-handoff) | 1 hr |
Cycle Time
Once the system is live, each job order runs on this rough timeline:
Week 1: Job sourced, vetting check, outreach begins
Week 1-2: Follow-up touches 2 and 3, interested candidates start responding
Week 2: Intake forms sent and completed, fit review, strong fits move to handoff
Week 2-3: Handoff emails out, recruiter engages candidate
Week 3+: Recruiter-led process begins
Total cycle from job sourcing to handoff: 2-3 weeks at the fast end.
