Keep vacancy progress clear across your recruitment team
Keep client feedback, candidate progress and follow-up responsibilities clear across your recruitment team. Explore connected recruitment workflows with OmniATS.
When a client changes a brief, an interview moves or a colleague covers a desk, the next step needs to stay clear. Recruitment work passes between people throughout the day. Everyone involved needs the latest decision, a named owner and a useful follow-up date.
That becomes harder when the vacancy record, client feedback and consultant notes tell different parts of the story. A candidate may have progressed, yet the person taking the next call still needs to search an inbox to understand why.
Clear records give your team a shared starting point for the next conversation, from the first client brief through to placement.
Make the next action visible
A stage such as “shortlisted” describes a position in the process. Your team also needs to know what should happen next.
Keep a specific action alongside each outstanding step: confirm the candidate’s availability, obtain client feedback or agree an interview time. Give it a named owner and a date for follow-up.
This is particularly useful when several consultants contribute to a vacancy. The person covering the desk can see which conversation is needed and who is already handling it.
Keep client feedback with the vacancy
Client feedback can change the direction of a search. A revised requirement, a concern about a candidate or a request for another shortlist needs enough context to be useful to the next consultant.
Record the decision, the reason given and the resulting action. Distinguish a client’s confirmed requirement from a point that still needs clarification.
When feedback sits alongside the relevant vacancy and application, a covering colleague has a clearer basis for responding. They can pick up the work with the client’s latest position in view.
Keep each candidate’s position clear
A vacancy can contain several candidates at different stages. One may be waiting for feedback, another arranging an interview and another no longer available.
Keep those positions distinct. Record what has been shared, what is still being reviewed and what follow-up remains outstanding. Internal notes and material intended for the client also need a clear distinction.
For an interview change or withdrawal, update the relevant record and identify the next communication. A changed stage should leave the team with a clear account of what still needs attention.
Make covering a colleague’s desk practical
A useful handover lets another consultant understand the work without reconstructing every previous conversation.
For each active vacancy, keep the current brief, latest feedback, candidate positions and outstanding actions together. Include the next review date and any question awaiting an answer.
At a team review, focus on work that needs attention: a decision awaiting feedback, an interview still to confirm or a placement with an outstanding detail. This gives consultants a practical starting point for deciding what to do next.
Connect the records behind the work
OmniATS is Digitalised Solutions’ recruitment CRM and ATS offering for UK agencies. Its product description covers connected candidate, client, vacancy, application and placement workflows.
Those connections are relevant to agencies reviewing how work moves between consultants. The important fit is whether the workspace supports your team’s actual process, including the exceptions, follow-up responsibilities and decisions that need human judgement.
Request a free 30-minute OmniATS demo with Andrew Johnston to explore your agency’s workflow.
Further reading
Recruitment ATS integration
Connect applicant tracking software to candidate portals, compliance, timesheets, payroll, and reporting.