- Send recruiter-approved templates
- Track replies and requested documents
- Route questions to the right owner
- Escalate sensitive, legal, compensation, or accommodation topics
All services
Recruiting operations support
Candidate Communication Administration
Send approved updates, reminders, document requests, and follow-up messages while keeping a clear communication record.
Discuss this workflow ↗
Where it helps
Candidates disengage when updates are late, inconsistent, or buried across individual inboxes.
Agencies that need consistent, prompt candidate updates without giving an assistant authority over outcomes or sensitive questions.
Service scope
Clear work in. Visible work out.
The role is designed around repeatable execution, reviewable evidence, and a named owner for every exception.
- Communication log
- Open-response queue
- Escalation register
What must be defined before work begins.
A reliable queue starts with approved inputs, not guesswork.
Messages for acknowledgments, reminders, document requests, status updates, and follow-up.
The ATS stage, recruiter instruction, or elapsed time that authorizes each message.
Compensation, rejection, accommodation, legal, privacy, and client-specific topics that return to staff.
The operating loop
How the work moves.
Read the trigger
Confirm the record, approved message type, recipient, and authorized sender.
Prepare the message
Use current names, role details, dates, links, and approved language.
Send and record
Deliver through the approved channel and record the communication in the source of truth.
Route the reply
Close routine responses and escalate questions that need recruiter judgment.
Quality controls
Speed only matters when the record stays trustworthy.
Template control
Messages use the current approved version.
Record match
Candidate, role, client, and stage details agree before sending.
Response capture
Replies and requested documents are recorded in the correct place.
Sensitive-topic stop
The assistant pauses when a response crosses an approval boundary.
Human decision boundary
The assistant stops where judgment begins.
A VA does not negotiate, reject candidates, promise outcomes, or answer legal and employment-policy questions.
Common ways to start.
Begin with a queue that is recurring, documented, and easy for your team to review.
Application follow-up
Acknowledge receipt and request approved missing information.
Interview reminders
Send preparation details and confirmation prompts at defined intervals.
Pipeline update
Deliver a recruiter-approved status message and route candidate questions.
Workflow FAQ
Questions to settle before launch.
Can a VA send rejection messages?
Only if your policy explicitly permits a specific approved message and a recruiter authorizes the outcome.
Can the assistant discuss compensation?
No. Compensation questions go to an authorized recruiter or hiring contact.
Where should communication be recorded?
Use the ATS, approved inbox, or other system your team names as the source of truth.