This service is for UK employers with an in-house HR or people team that hires often enough for the admin to get in the way. I automate the parts of hiring that repeat with every vacancy: collecting applications into one place, supporting the people who screen them, booking interviews, keeping candidates informed and handing new starters over to onboarding. The decisions about who moves forward stay with your team.
In practice that means CVs stop getting lost in a shared inbox, interview times are settled without a week of back-and-forth emails, and every candidate hears whether their application went anywhere.
Who this suits, and who it does not
It suits employers who run several vacancies at once or hire in waves: multi-site hospitality, care, retail and logistics businesses, growing professional firms, and companies where one HR generalist covers recruitment alongside everything else. It also suits teams that already pay for an applicant tracking system (ATS) but still do half the work in spreadsheets because the system was never fully connected.
It is the wrong fit in three cases. If you fill a handful of roles a year, a good email template and a shared calendar will do. If you want software to choose candidates for you, I will not build that, for reasons explained below. And if you are a recruitment agency placing candidates with clients, your workflows are different and I cover them separately.
What I automate
Each piece below is a workflow automation built in tools you already own where possible, such as your ATS, Microsoft 365 or Google Workspace, and an automation platform like Zapier or Make to join them up.
Application intake
Applications usually arrive from several directions: Indeed, LinkedIn, Reed or Totaljobs, a careers page form, and CVs emailed straight to a manager. I route them into one record per candidate, matched to the right vacancy, with duplicates merged by email address. Where a job board or careers form can send data the moment someone applies, I use a webhook so nothing waits for a daily import. Every applicant gets an acknowledgement that says what happens next and roughly when.
Screening support
Automation can make screening faster without making it automatic. I set up structured scoring forms so each reviewer rates against the same agreed criteria, reminders when applications sit unreviewed, and a short summary of each application laid out the same way. Knock-out questions are limited to genuine legal or role requirements, such as the right to work in the UK or a licence the job cannot be done without, and even then a person confirms the outcome.
Interview scheduling
Once a reviewer moves someone forward, the candidate receives a booking link showing only the slots when the interviewers are actually free, pulled from Outlook or Google Calendar. The booking creates the calendar invite and the video link, sends reminders to both sides and lets the candidate rearrange without emailing anyone. Panel interviews and multi-stage processes are handled the same way, one stage at a time.
Candidate updates
Status emails go out when a stage changes, written in your voice. Rejection messages are prepared automatically but only sent after a person has made the decision and clicked to confirm it. Requests for reasonable adjustments are flagged straight to a named person rather than answered by a template.
Offer and onboarding handover
When someone accepts, the offer letter can be drafted from your template with the agreed details, sent for e-signature, and the pre-start tasks created: references, the right to work check, equipment, system accounts and payroll details. The checks themselves still follow Home Office guidance and are done by your team; the automation makes sure they are scheduled and nothing is forgotten before day one.
Hiring reports
A simple scheduled report shows applications by source, how long candidates spend at each stage and where they drop out. That tells you which job boards are worth paying for and where your own process is slow.
What I deliberately leave to people
Hiring is one of the clearest places where automation needs a person in charge. Under UK GDPR, decisions made solely by automated means that significantly affect someone carry strict safeguards, and rejecting a job application is a textbook example. Candidates must be able to have a person look at the decision. My builds keep a human in the loop at every point where someone is turned down or ranked.
The Equality Act 2010 matters just as much. A filter that screens out employment gaps, asks for an unnecessary number of years’ experience or rules out certain postcodes can disadvantage people with protected characteristics, even when nobody intended it. I review every rule against that risk with you before it goes live, and I do not use AI models to score or rank candidates, because their reasoning cannot be checked properly and they can repeat bias found in past hiring.
Equal opportunities monitoring answers are special category data. I store them separately from the application so the people deciding never see them, and only report on them in aggregate.
How a build runs
- Map the current process. A call and a walk-through of one recent vacancy from advert to first day, including every inbox, spreadsheet and calendar involved.
- Agree what stays human. We mark each decision point, the screening criteria and the messages candidates will receive. If a data protection impact assessment is needed, this is where its facts come from.
- Build in your accounts. Everything sits in tools your organisation owns, with access you control, never in my personal accounts.
- Test with dummy candidates. I run invented applications through every path, including rejections, rescheduling, withdrawals and adjustment requests.
- Run one live vacancy. We watch a real hiring round closely, fix what the tests missed, then hand over.
Common problems in hiring admin
- CVs arriving as attachments in a personal mailbox, kept indefinitely with no data retention rule.
- A careers page with no privacy notice for candidates at the point they apply.
- Candidates who are never told they were unsuccessful, which costs goodwill in a local labour market where people talk.
- Equal opportunities answers saved in the same record the hiring manager reads.
- Facebook and Instagram job adverts launched without checking whether Meta’s employment special ad category applies, so they are rejected or narrowed after launch.
- An ATS bought to fix all of this, connected to nothing else.
What you receive
- Working automations in your own accounts, tested and in use on a live vacancy.
- A one-page map of how candidate data moves, who can see it and when it is deleted, useful for your privacy notice and records.
- Plain-English notes on each automation: what triggers it, what it does and how to switch it off.
- Message templates for every stage, which you can edit without touching the automation.
- A handover session for the HR team, with any support after handover agreed in writing before work starts.
Pricing
Every build is scoped after the mapping call, because the cost depends on how many tools need connecting and how many stages your process has. The quote is written in GBP and agreed in writing before any work begins.
Next step
If your team spends more time chasing CVs and calendars than talking to candidates, book a free 30-minute call. Tell me how many roles you fill a year and which tools you use, and I will tell you which part of the process I would automate first. If you also need more applicants in the first place, I can help with Facebook and Instagram recruitment advertising too.