- Enter recruiter-approved notes and status changes
- Apply naming, tag, and stage conventions
- Identify duplicate or incomplete records
- Prepare aging and follow-up queues
All services
Recruiting operations support
ATS and Candidate Pipeline Management
Keep candidate records, stages, tags, owners, and next actions current under your agency’s documented rules.
Discuss this workflow ↗
Where it helps
Stale stages and missing notes make handoffs unreliable and reporting harder than it should be.
Recruiting teams whose ATS no longer provides a trustworthy picture of ownership, stage, next action, or candidate history.
Service scope
Clear work in. Visible work out.
The role is designed around repeatable execution, reviewable evidence, and a named owner for every exception.
- Updated ATS records
- Data-quality exception log
- Pipeline aging queue
What must be defined before work begins.
A reliable queue starts with approved inputs, not guesswork.
The fields, tags, stages, naming rules, and required notes your team considers authoritative.
Which updates can happen from written evidence and which require recruiter approval.
Named owners for incomplete records, aging candidates, duplicates, and sensitive status changes.
The operating loop
How the work moves.
Receive the worklist
Start from an approved saved view, report, or named record queue.
Verify the evidence
Compare the requested update with the approved note, message, or source record.
Update consistently
Apply documented fields, stages, tags, owners, and next-action dates.
Report exceptions
Return conflicts, duplicates, missing evidence, and aging items to the right recruiter.
Quality controls
Speed only matters when the record stays trustworthy.
Stage accuracy
Status changes match a documented trigger.
Record completeness
Required owners, dates, sources, and next actions are present.
History preserved
Notes explain what changed without overwriting useful context.
Exception ownership
Every blocked record names the person who must resolve it.
Human decision boundary
The assistant stops where judgment begins.
A VA does not infer candidate fit, change disposition without instruction, or make screening and employment decisions.
Common ways to start.
Begin with a queue that is recurring, documented, and easy for your team to review.
Post-campaign cleanup
Reconcile replies, stage changes, and next actions after a concentrated sourcing campaign.
Weekly pipeline review
Prepare a clean view of aging records, missing owners, and follow-up gaps.
ATS migration support
Normalize approved fields and identify records that do not map cleanly to the new structure.
Workflow FAQ
Questions to settle before launch.
Can a VA move candidates between stages?
Only when the exact trigger and permitted stages are documented by your team.
Will old notes be rewritten?
No. The safer pattern preserves history and adds a clear, attributable update.
How are duplicates handled?
The assistant follows your match rules and flags uncertain records rather than merging them without approval.