Before we begin
Agency Suite can be used together with Steam, the calling software provided by Briggs+Walker. Using Steam is recommended, but it is not mandatory.
Without the Steam integration, recruitment leads cannot be forwarded to your organisation’s call center. In that case, the office must follow up with the recruitment lead directly.
This article explains how to assign a recruitment lead to your office, record follow-up activities, and invite the lead to a job interview.
There are two versions of this guide:
A short version for experienced Agency Suite users
A detailed version for users who are less familiar with Agency Suite
Short version: how to follow up with a recruitment lead
Log in to Agency Suite:
https://agencysuite.briggsandwalker.com/Go to Recruitment → Candidates.
Use the filters or click Search Candidates to load the candidate list.
Select the recruitment lead from the list on the left side of the screen.
Open the Update Application tab.
Select Follow up by Office if your office will manage the lead directly.
Under Job Interview Details, enter the interview date and time.
Click Save to save the changes and send the job interview invitation.
Step 1: Log in to Agency Suite
Go to Agency Suite in your browser
Log in using your Agency Suite account.
This article continues from the previous guide about creating a recruitment lead. Reading that article first may make the full recruitment flow easier to understand.
Step 2: Open the Recruitment module
After logging in, use the menu at the top of the screen and go to:
Recruitment → Call by office
This opens the Candidates screen again, where you can search for and manage recruitment leads.
Screenshot: Navigating to the Recruitment module
Step 3: Find the recruitment lead
Use the filters at the top of the screen to search for a specific recruitment lead.
You can also click Search Candidates to load the complete candidate list available to your office. The results will appear on the left side of the screen.
Select the recruitment lead you want to follow up with.
Screenshot: Searching for a recruitment lead
Step 4: Open Update Application
After selecting the recruitment lead, open the Update Application tab. This section allows you to manage the lead’s progress through the recruitment flow.
You can use it to:
Assign the follow-up to an office
Schedule a job interview
Record call attempts
Add notes about previous contact
Reject the recruitment lead when necessary
Screenshot: Opening Update Application
Step 5: Assign the follow-up to your office
This step is optional, if you can't see the lead in the Call by office window, you need to go back to the Candidates window, and make sure that the Assign to office checkbox has been marked in the Update Application section.
Leave the checkbox unselected when the lead should be handled through the connected call center process.
Step 6: Schedule the job interview
Go to the Update application section.
Enter the date and time of the job interview. Check the information carefully before saving, as these details may be included in the invitation email sent to the recruitment lead.
Depending on your Agency Suite setup, additional information may also be required, such as the office or interview location.
Step 7: Save and send the invitation
Once the interview details are complete, click Save.
The changes will be added to the recruitment lead’s application. The lead will then receive an email containing the job interview information.
Screenshot: Scheduling and saving a job interview
What else can you do in Update Application?
The Update Application section can also be used for other follow-up activities:
Assign to office
Assign the recruitment lead to your office instead of the call center.
Job Interview Details
Schedule a job interview by entering a date and time.
Interview Result
Record the result of the interview and reject the lead when they will not continue in the recruitment process.
Call Details
Register call attempts and keep track of previous contact with the recruitment lead.
Keeping this information up to date helps other users understand what has already happened and what the next action should be.
The recruitment lead has now been invited to a job interview. After the interview, you can decide whether to hire or reject the lead. This is explained in the next article: How to hire or reject a recruitment lead.