Back to the job they love.
An AI operating system for a founder-led recruitment agency: one dashboard over JobAdder, Outlook and LinkedIn, with AI agents doing the admin so the team can get back to people.
The client
The agency is a founder-led recruitment firm best known in the property sector. Its edge is personal: the founders know their candidates and clients well, and every placement is handled with real care.
That care was getting harder to scale. The team wanted to grow into a strategic talent consultancy and lift its fill rate from 30–40% to 70–80% — without losing the relationships that made it, or burning out on the way.
The challenge
The ATS was so clunky the team ran the business from Excel instead. Call notes sat in free text, around 98% of candidate data was out of date, and most roles started from scratch.
Admin filled the gaps. Formatting four CVs into the agency’s template could take 90 minutes. Interviews were booked and confirmed by hand, one email at a time. Follow-ups after a placement — the calls that build loyalty — slipped when things got busy. Even video editing for social fell to the founders. Six or seven of every ten roles ended without a placement, and all that effort went unpaid.
What we did.
Cleaned up the data first
We audited, de-duplicated and structured 12,000+ candidate records in JobAdder, and brought the history out of the Excel sheets, so the system starts from data the team can trust.
Built a team of AI agents
Each agent has one job: finding candidates for a brief, drafting branded profiles from CVs, first-round screening, and keeping candidates in the loop from application to placement.
Put it all on one screen
A dashboard designed with the team and laid out like the spreadsheets they already knew — but connected both ways to JobAdder, Outlook and LinkedIn.
How it works.
The agents do the admin. The recruiters still own every relationship.
- 01Recruiter
Opens a new role
The brief goes into the dashboard. The sourcing agent searches the cleaned-up database first, then job boards and LinkedIn, for people who fit.
- 02AI
Screens for fit
The screening agent asks shortlisted candidates a few first-round questions by email or chat to check their experience and interest.
- 03AI
Drafts the profiles
The profile agent turns each CV into the agency’s branded format — work that used to take 90 minutes for four.
- 04Recruiter
Calls the best few
The recruiter has a real conversation. The data scribe turns the call notes into searchable fields in JobAdder — salary, skills and availability.
- 05Candidate
Hears back, every time
Interviews book straight into the team’s calendars and confirm automatically. After a placement, the follow-ups go out on time.
What changed.
For candidates
Every candidate hears back — quick confirmations, clear next steps and a check-in after they start. The personal touch, without anyone slipping through the cracks.
For recruiters
No more retyping CVs or copying notes between Excel and JobAdder. Their days go on calls, clients and advice — what they call “the job we love”.
For the business
A database of 12,000+ people that works again, a clear path from a 30–40% fill rate toward 70–80%, and room to grow without the admin growing with it.
The results.
Confirmed by the clientUnder the hood.
- Two-way JobAdder sync
- Candidates, notes and stages stay in step between the dashboard and the ATS, so nothing is typed twice.
- Outlook and LinkedIn
- Emails, calendars and profiles flow into one place, and interviews book straight into the team’s calendars.
- One agent, one job
- Sourcing, profiles, screening, scheduling, notes and follow-ups each have their own agent, with a router passing work between them.
- Branded profiles
- Every candidate profile comes out in the agency’s own template, ready to send once a recruiter has checked it.
- Notes that become data
- Call notes turn into structured fields, so the database can finally be searched by salary, skills and availability.
- Recruiters stay in charge
- Agents draft and suggest; people decide. Nothing goes to a client without a recruiter’s say-so.
Ready to work smoother?
Tell us what’s slowing you down. We’ll come back within a day with a few ideas — no obligation.
Start a project hello@thinkswift.com.au