Introduction
The Recruitment module in Agency Suite helps you manage recruitment leads from the moment they enter the system until they are hired or rejected.
Most recruitment leads are added automatically through a website, recruitment form, the Crew App, or another connected platform. You can also create leads manually when needed.
The recruitment flow consists of three main stages:
Creating a recruitment lead
Following up with the recruitment lead
Hiring or rejecting the recruitment lead
This page gives you a quick overview of the complete process and helps you find the correct guide for each stage.
Recruitment flow overview
1. Create a recruitment lead
The first step is to make sure the recruitment lead is available in Agency Suite.
In most situations, this happens automatically through an API or connected recruitment source.
If the lead is not added automatically, you can create the record manually in:
Recruitment → Candidates
When creating a lead, you enter their personal and recruitment details and assign the correct office, recruitment channel, and recruitment source.
Read the full guide: How to create a recruitment lead
2. Follow up with the recruitment lead
Once the lead is available in Agency Suite, the next step is to contact them and move them through the recruitment process.
Depending on your organisation’s setup, the recruitment lead may be handled by a call center or followed up directly by an office.
In the Update Application section, you can:
Assign the follow-up to an office
Record contact attempts
Add notes
Schedule a job interview
Send a job interview invitation
Monitor the progress of the application
Keeping this section up to date helps your colleagues see what has already happened and what the next action should be.
Read the full guide: How to follow up with a recruitment lead
3. Hire or reject the recruitment lead
After the job interview, you must register the outcome in Agency Suite.
There are three common outcomes:
The recruitment lead is hired
The recruitment lead did not attend the interview
The recruitment lead is rejected
When hiring someone, use the Hire Crew section to complete their crew details, select the correct manager and contract type, and start the onboarding process.
If the lead did not attend, register a no-show reason and schedule a new interview when appropriate.
If the lead will not continue, select the correct rejection reason and save the result.
Read the full guide: How to hire or reject a recruitment lead
The recruitment flow at a glance
Lead enters Agency Suite
↓
Lead is assigned and contacted
↓
Job interview is scheduled
↓
Interview takes place
↓
Lead is hired, marked as a no-show, or rejected
↓
Hired crew continues to onboarding
Why it is important to keep the recruitment flow updated
Keeping recruitment records up to date makes it easier for everyone involved to understand the current status of each lead.
It also helps your organisation to:
Prevent duplicate follow-up
Avoid missed recruitment leads
Keep candidate lists organised
Track recruitment results
Understand which recruitment sources are effective
Make sure hired crew can start onboarding correctly
Always save contact attempts, interview details, no-shows, and final results as soon as possible.
What happens after recruitment?
Once a recruitment lead has been hired, they are added as crew in Agency Suite and can start the onboarding process.
Depending on your organisation’s setup, the new crew may receive a welcome email and instructions for activating the Crew Portal.
Continue to the next module: Onboarding