Hiring Automation — DelegatedOS | From first enquiry to hired, automatically
LIVE SYSTEM DEMONSTRATION

From first enquiry
to hired — automatically.

A fully automated hiring pipeline that handles candidate capture, screening, and manager decisions — without adding headcount or clogging your inbox.

⚡ Responds to enquiries within 4 minutes
✓ Only strong candidates reach a human
📊 Full pipeline visibility, every week
THE PROBLEM

Hiring talent shouldn't steal your time.

Most businesses run hiring on gut feel, overflowing inboxes, and spreadsheets they update manually. It works — until it doesn't. And good candidates don't wait.

📬
Inbox overload

Every enquiry competes for attention. Some get answered fast. Some get buried. Some disappear entirely. You never quite know which.

⏳
Slow response = lost candidates

The best applicants apply to multiple places at once. A three-day wait for an acknowledgement sends them somewhere else.

🔁
The same tasks, every round

Sorting enquiries, sending questionnaires, chasing responses, comparing scores — it's done manually, from scratch, every single time.

BEFORE
  • ☐ Check inbox manually every few hours
  • ☐ Copy-paste questionnaire link into reply emails
  • ☐ Sort responses in a spreadsheet by hand
  • ☐ Email manager with each candidate summary
  • ☐ Track status in a separate document
  • ☐ Send rejection / acceptance emails one by one
~8 hours per hiring round per week
WITH THIS SYSTEM
  • ✓ Every enquiry captured and classified automatically
  • ✓ Questionnaire sent within 4 minutes, 24 hours a day
  • ✓ Responses scored and routed — no manual review needed
  • ✓ Manager gets one email, clicks one button
  • ✓ Status tracked in real time across the whole pipeline
  • ✓ Acceptance / rejection emails sent automatically
~15 minutes per hiring round per week
THE SYSTEM

Four stages. Fully automated.

Click any stage to see what happens. Click again to go deeper.

01
📬
Smart Inbox
Every enquiry captured, classified, and routed
02
⚖️
Auto-Screening
Responses scored — only strong candidates continue
03
✅
One-Click Decision
The manager sees one email, clicks one button
04
📊
Weekly Intelligence
A digest lands in the right inboxes every Monday
What triggers this

An email arrives in the hiring inbox — any email, at any hour. The system reads it immediately, 24 hours a day, 7 days a week.

What happens automatically
  • Every incoming email is read and classified within seconds
  • Bots, auto-replies, and delivery failures are silently filed away — no human ever sees them
  • Forwarded emails have the original sender's details extracted automatically
  • Genuine job enquiries are identified and passed to the next stage
  • Off-topic emails are filed separately for periodic review
  • The hiring inbox stays clean — every email is acted on, none are missed
What the business sees

Their inbox organised with labels — "Processed", "Filed", "Needs Review" — applied automatically. They don't need to monitor the inbox at all.

Email arrives in inbox
↓
System reads subject, sender, and body
↓
Is it a bot / auto-reply?
YES → Label "Excluded" → Stop
NO ↓
Is it forwarded with unknown original sender?
YES → Label "Needs Review" → Staff handle manually → Stop
NO ↓
AI reads the email and classifies it
"Not about a job" → Label "Misc" → Stop
"Genuine enquiry" → Continue to Stage 2 →
What triggers this

A candidate submits the questionnaire form. The response arrives and is read immediately — no manual check required.

What happens automatically
  • A set of rules checks the must-have criteria (legal right to work, availability, etc.)
  • Candidates who don't meet minimum criteria receive a warm, generic rejection email automatically
  • Candidates available only after the season opens are added to a waitlist
  • Remaining candidates have their answers scored across five categories
  • Strong candidates are passed directly to Stage 3
  • All statuses are written back to the spreadsheet in real time
What the business sees

Their hiring spreadsheet updates in real time. Each candidate row shows their score, status, and the last automated action taken. No manual data entry required.

Form submitted
↓
Gate 1: Does the candidate meet hard requirements?
NO → Rejection email sent → Spreadsheet updated → Stop
YES ↓
Gate 2: Only available after the season starts?
YES → Waitlist email sent → Added to WAITLIST → Manager notified → Stop
NO ↓
Gate 3: Borderline accommodation case?
YES → "Call us to discuss" email sent → Stop
NO ↓
Answers scored across 5 categories
↓
Score + name + email written to spreadsheet
↓
Continue to Stage 3 →
What triggers this

A candidate passes all automated screening gates. The hiring manager receives an email immediately — no login, no spreadsheet hunting required.

What happens automatically
  • The manager receives a single, well-formatted email per candidate
  • The email contains full name, score, breakdown by category, and key answers
  • The email has two buttons: Accept and Reject
  • Clicking either button triggers the next action immediately — no login required
  • If Accept: candidate gets an acceptance email; spreadsheet updated to "Accepted"
  • If Reject: candidate gets a polite rejection email; spreadsheet updated to "Rejected"
What the business sees

A single, clear email per candidate. One click. Done. The manager never needs to open a spreadsheet, find a template, or send an email manually.

Manager receives email with candidate summary + score
↓
Manager clicks ACCEPT or REJECT button
↓
System receives the click (a secure URL with candidate data embedded)
↓
ACCEPT: Acceptance email → candidate · Spreadsheet → "Accepted"
REJECT: Rejection email → candidate · Spreadsheet → "Rejected"
↓
Optional: onboarding step triggered automatically on Accept
What triggers this

Every Monday at 8 am, automatically. No one needs to remember. No one needs to pull a report. It just arrives.

What happens automatically
  • The system reads everything that happened in the pipeline that week
  • It counts how many candidates moved through each stage
  • It builds a plain-English summary email with all the numbers
  • That email is sent to the relevant people in the business simultaneously
What the business sees

A clean weekly email showing exactly how the hiring pipeline performed — without having to open a spreadsheet or log into anything. Full visibility, zero effort.

Monday 8 am — system wakes up automatically
↓
Reads the pipeline log from the past 7 days
↓
Counts: enquiries captured · questionnaires sent · auto-rejections · waitlisted · sent to manager · accepted · rejected by manager
↓
Builds summary email with all counts + link to full sheet
↓
Sent to hiring manager + business owner simultaneously
WHAT YOU GET BACK

This isn't about replacing people. It's about replacing busywork.

🕐
Time back in your week

The average hire takes 8+ hours of admin per round. This system brings that to under 20 minutes — just reviewing the summary email and making the call.

🎯
Better candidate quality

Every candidate is scored consistently against the same criteria, every time. No favouritism. No missed applications. No "I thought someone else replied to that one."

👁
Full visibility, always

Every candidate's status is logged in real time. The weekly digest means you always know the health of your pipeline — without having to ask or check.

~8 hrs/wk
Manual hiring admin
→
Under 20 min
With this system
3–5 days
Industry average response
→
Same day
With this system
100% of candidates
Reach your inbox manually
→
Only strong ones
Reach a human

The best candidates don't wait for a slow inbox.

This exact system can be built and configured for your business — around your questions, your scoring criteria, and your team.

Book a Strategy Call → See Agents & Automation

No lock-in. Built on tools you already own.