Playbook

Worked recruiting routines for an AI assistant connected to Recruitly. Each one is a sequence of plain-English prompts you can paste as they are, with the tools the assistant uses behind the scenes so you know what is happening to your data. Every tool is described on What the assistant can do.

Before you start

• Your assistant is connected and signed in (Setup).
• You can read records straight away. Prompts that create or change records need a Super user to switch on Allow AI assistants to make changes (Access control). Until then the assistant will tell you that changes are switched off.
• Everything runs as you, with your normal Recruitly permissions. The assistant cannot see or change anything you could not see or change yourself.

Getting good answers

• Name the record. "Priya Shah", "the Data Analyst job at Acme" or a reference such as CY-1042 is enough. The assistant looks the record up and uses its id from then on.
• Use your own statuses and stages. The assistant reads your account's statuses, stages, sources and activity types first, so say "move her to CV Sent" or "tag him Priority" in the words you use in Recruitly.
• Ask for the plan first on changes. "Tell me what you would change before you do it" gives you a list to approve. Useful for anything that touches more than one record.
• Give time windows. "Since yesterday", "this month", "last quarter" and "in the next two weeks" all work.
• Chain steps in one message. "Find her, read her CV, add her to the job and leave a note" runs as one conversation; the assistant reports each step.

1. Start of day

Goal: know what needs doing and what changed overnight, in one place.

1. "What tasks do I have due today and tomorrow?"
2. "What happened on my open jobs since yesterday?"
3. "Any activity on Acme Corp or Nova Labs in the last 24 hours?"
4. "Which temp placements finish in the next two weeks?"
5. "Create a task to call Jane Doe at Acme on Friday about the Data Analyst role."

Behind the scenes: list_tasks, search_jobs (open jobs), get_activity_feed, get_placements, create_task.

Note: the task list shows tasks you created, not tasks that were only assigned to you.

2. Job intake to shortlist

Goal: turn a client brief into a job with a first shortlist in the pipeline.

1. "Create a permanent job called Senior Accountant for Acme Corp with Jane Doe as the hiring contact, two openings, 55,000 to 65,000 GBP a year, skills ACCA and CIMA."
2. "Find candidates in Manchester with ACCA or CIMA who are not already in a pipeline."
3. "Read the CVs of the top five and tell me who has practice and industry experience."
4. "Add Priya Shah and Tom Blake to the Senior Accountant job at Acme."
5. "Move Priya to CV Sent and add a note that her CV went to Jane Doe today."
6. "Remind me on Thursday to chase Jane for feedback on both CVs."

Behind the scenes: create_job then update_job for the pay and skills, search_candidates, get_candidate_profile (with the CV text), list_job_stages, add_candidate_to_job, move_pipeline_stage, add_note, create_task.

3. Prepare for a client call

Goal: walk into a client conversation with the whole relationship in front of you.

1. "Give me the full history with Acme Corp: jobs, placements, contacts and recent activity."
2. "Who are our contacts at Acme and when did we last speak to each of them?"
3. "Which Acme jobs are open, and who is at interview stage on each?"
4. "Do we have any open opportunities with Acme and what are they worth?"

After the call:

5. "Log a call against Jane Doe and the Senior Accountant job: agreed to a second interview for Priya next week, client wants a third CV by Friday."
6. "Create a task for Friday to send Jane a third CV for Senior Accountant."

Behind the scenes: get_client_history, search_contacts, get_contact, search_jobs, get_job_detail (with the pipeline), search_opportunities, add_note (with an activity type and linked records), create_task.

4. Business development

Goal: work leads through to a won opportunity without leaving the assistant.

1. "List my open leads in the Healthcare sector, most recent first."
2. "Create a lead for Sam Patel, Head of People at Nova Labs, source LinkedIn, sector Healthcare."
3. "Add a note to the Nova Labs lead: spoke today, hiring three nurses in Q4, send terms."
4. "Move the Nova Labs lead to Working."
5. "Create an opportunity called Nova Labs Q4 nursing, 45,000 GBP, closing 30 November, linked to Nova Labs."
6. "Mark the Nova Labs Q4 nursing opportunity as Won."

Behind the scenes: search_leads, create_lead, add_note, update_lead, create_opportunity, update_opportunity.

5. Weekly pipeline review

Goal: a manager's view of where the team's work is and where it is stuck.

1. "Where are candidates dropping out of the pipeline across all open jobs?"
2. "Which open jobs have not been updated in the last 7 days?"
3. "Compare each consultant's CVs sent, interviews and placements this month with last month."
4. "List placements made this month with fees, by consultant."
5. "What is our billing for this quarter, by consultant?"

Behind the scenes: get_pipeline_stats, search_jobs, get_activity_feed, get_consultant_performance, get_placements, get_billing_summary.

6. CV inbox

Goal: get a CV that arrived by email into Recruitly and onto the right job.

1. Give the assistant a link to the CV (a shared cloud-storage or public download link) and say: "Create a candidate from the CV at this link." For a small file the assistant can also send the contents itself; see Sending files.
2. "Set her status to Active, source Referral, and tag her Sector: Finance."
3. "Add her to the Senior Accountant job at Acme."
4. "Upload this formatted CV to her record under the Formatted CV category."

Behind the scenes: parse_candidate_cv, update_candidate, add_candidate_to_job, list_file_categories, upload_file.

Note: the assistant checks for an existing candidate with the same email or LinkedIn profile before creating a new one. A CV that only exists on your own computer cannot travel through the connector; upload it in the Recruitly app and carry on from step 2.

7. Candidate care

Goal: keep placed and active candidates warm.

1. "Which candidates did I place in the last three months?"
2. "For each of them, when was the last note or call on their record?"
3. "Add a note to Priya Shah: check-in call, settling in well, review due in December."
4. "Create a task for 1 December to call Priya about her three-month review."

Behind the scenes: get_placements, get_activity_feed, add_note, create_task.

8. Campaign check

Goal: see how last week's mailing did and tidy the campaign list.

1. "What was the open rate and click rate of last week's newsletter?"
2. "List campaigns that are still in draft."
3. "Archive the campaigns sent before January."

Behind the scenes: list_campaigns, get_campaign_stats, archive_campaign.

What the assistant will not do

• Delete candidates, jobs, leads, opportunities, files or campaigns.
• Cancel a scheduled campaign.
• Show tasks that were assigned to you by someone else. Only tasks you created are listed.
• Change records while Allow AI assistants to make changes is off.

The full list, with reasons, is under Not available.