Recruitment Automation Software That Saves You Time
Tracker’s recruitment automation software runs the work that currently depends on someone remembering. Triggers fire on the record, data entry and scheduling happen on their own, standing searches run overnight, and sequences keep every candidate and client warm. Your team spends the day on conversations instead of admin.
How it works
Four ways work happens without you
Most of what a desk does every day falls into one of four patterns. Tracker’s recruitment automation software handles all four, and they all write to the same record.
Workflow automation
When this happens, do that
A stage changes, an application lands, a date arrives, and the next steps run: fields update, tasks assign, emails and SMS send, managers get notified.
In Tracker: AutoAction, built by your own admins.
Automated sourcing
Keep searching while nobody’s looking
A standing search tied to an open job keeps scanning the boards and your database around the clock. New matches are parsed into full profiles and can be engaged automatically.
In Tracker: Watchdogs, two clicks from the job.
Outreach sequences
Follow up for months, not days
Multi-channel campaigns that branch on what the recipient does, and update custom fields on the record as they go. Candidate nurture, business development, re-engagement.
In Tracker: Sequences, set once.
AI agents
The jobs that need a judgement call
Rules can’t read a CV. Agents can: screening against a spec, summarising a call, drafting the reply. Triggered like an automation, but reasoning rather than following a rule.
In Tracker: TrackerAI agents and EVA.
The first three are deterministic. You set the rule, it runs the rule, which is exactly what you want for compliance dates and pipeline hygiene. The fourth is the one that thinks, and a person still presses send on anything client-facing.
How our Recruitment Automation Software Works
Nobody forgets on purpose
The follow-up that never happened wasn’t a decision. It was a Tuesday with 40 other things on it. Recruitment automation software isn’t about doing the same work faster, it’s about the touches that fall through the cracks happening anyway: the status update, the second call, the certification that expires in a month, the client who has gone quiet. Tracker runs those on the record itself, so the process holds when the week doesn’t.
Recruitment Automation with AutoAction
The process runs whether or not anyone is watching it
Build the rules once in the workflow editor. From then on, the record carries the process instead of your team carrying it.
Any record event can be a trigger: stage change, new application, date reached, field updated. If it happens in Tracker, it can start something.
Actions chain, update the record, assign the task, send the email or SMS, notify the manager. One trigger, the whole downstream sequence.
Status updates reach candidates at every step without anyone drafting them. The silence that loses candidates, closed.
Admins change workflows and views themselves. No support ticket, no release cycle.
Everything the automation does is logged on the record. You can always see why something happened.
Matters most to Operations & admins
Automated Candidate Sourcing with Watchdogs
Sourcing while you sleep
Your search doesn’t stop when you close the laptop. Watchdogs keep scanning the boards against your open jobs and hand you the overnight shortlist.
Set a watchdog from an open job in two clicks. It runs against every connected board, continuously.
New matches are auto-parsed into full candidate profiles. No re-keying a resume you found at 3am.
Auto-engage sends a personalised opener to schedule the call. You reach them before your competitor is awake.
AutoMatch surfaces existing database candidates when a new job lands. The person you already know, first.
Watchdogs also alert on your own database, not just the boards. A matching profile arrives, the desk hears about it.
Matters most to Recruiters
Automated Candidate & Client Nurture Sequences
Personal at a volume no one could do by hand
Multi-channel sequences that branch on what the recipient actually does, for candidates who aren’t ready yet and clients who aren’t buying yet.
Email and SMS steps, spaced over weeks or months. The long follow-up nobody has time to run manually.
Branches respond to opens, clicks, and replies. Different paths for interested and quiet.
Leads qualify and route to the right owner on arrival. No enquiry sits in a shared inbox overnight.
Talent pools get nurtured between roles. When the job comes in, the pipeline is already warm.
Every touch logs to the candidate or client record. Whoever picks up the call sees the full history.
Matters most to Business development
Compliance · Onboarding · Expiry alerts
The expiry date chases itself
Compliance is where forgetting is most expensive. Tracker enforces it in the workflow rather than trusting a spreadsheet reminder.
Certifications and documents tracked with automated expiry alerts. Flagged 30 days out, not the morning of.
Candidates and companies can be blocked from progressing without required credentials. The rule enforces itself.
Onboarding checklists, document collection, and e-signature run as a workflow. With the audit trail already assembled.
Placement and shift updates notify everyone who needs to know. Including the client, automatically.
Dashboards show every outstanding item across the contractor book. Gaps in plain sight before an audit finds them.
Matters most to Compliance teams
See it on your own process
Pick the task your team repeats forty times a day.
We’ll build the trigger for it on screen and show you exactly where a person still signs off. Thirty minutes, live, nothing to prepare.
In practice
Three desks, one Thursday
07:40, before the first coffee
Priya opens her queue and there are six new mechanical engineers in it, parsed, profiled, and already sent an opener overnight. Two have replied. She starts the day making calls instead of running searches.
Priya · Temp desk, engineering
11:15, a name he’d forgotten
A client Dan last spoke to in March opens the fourth email in a nurture sequence he set up and hasn’t thought about since. The task lands on his list with the whole thread attached. He calls while it’s still open on their screen.
Dan · Business development
16:50, the one that would have hurt
Three certifications expire in 30 days. Ellie knows because the dashboard told her a month ago, and the contractors were reminded automatically. Nobody comes off site on Monday.
Ellie · Compliance & onboarding
What changes
Less time on the admin. More on the people.
Admin time, at one Tracker customer, after templates and automation replaced updating candidate data in several places at once.
Sourcing a new role. Watchdogs run against the boards while the office is closed and the matches are profiled and engaged before anyone logs in.
Client follow-up. A sequence keeps going long after a person would have given up, and hands the conversation back the moment there’s interest.
Automated isn’t the same as unattended
Recruitment automation software is at its best on the deterministic work: dates, stages, reminders, routing, and the long follow-up. It is not a substitute for the judgement calls, and Tracker doesn’t pretend otherwise.
Client-facing emails can be drafted automatically, but a person presses send.
Every automated action is logged on the record, so you can see what ran and why.
Screening and summarising are AI work, handled by EVA and Tracker’s AI recruitment software, not rules.
Advanced automation, AutoAction, Watchdogs and multichannel sequences, sits on the Professional plan.
In their words
The admin, off their desks
It allows us to automate and schedule different activities, so we never miss a work anniversary, birthday, or other significant event. We're able to say “we'll call you in 8 weeks to follow up” and KNOW that Tracker will remind us to do just that.
We're able to build out sequences with automation set in place to trigger a variety of potential options depending on the end user's response which allows for mental focus to remain elsewhere.
It allows us to automate and schedule different activities, so we never miss a work anniversary, birthday, or other significant event. We're able to say “we'll call you in 8 weeks to follow up” and KNOW that Tracker will remind us to do just that.
We're able to build out sequences with automation set in place to trigger a variety of potential options depending on the end user's response which allows for mental focus to remain elsewhere.
It allows us to automate and schedule different activities, so we never miss a work anniversary, birthday, or other significant event. We're able to say “we'll call you in 8 weeks to follow up” and KNOW that Tracker will remind us to do just that.
We're able to build out sequences with automation set in place to trigger a variety of potential options depending on the end user's response which allows for mental focus to remain elsewhere.
It allows us to automate and schedule different activities, so we never miss a work anniversary, birthday, or other significant event. We're able to say “we'll call you in 8 weeks to follow up” and KNOW that Tracker will remind us to do just that.
We're able to build out sequences with automation set in place to trigger a variety of potential options depending on the end user's response which allows for mental focus to remain elsewhere.
The automations, from reporting, invoicing, time tracking, to marketing, have saved us countless hours every week and reduced errors from manual processes. The search and candidate reactivation features are incredibly helpful for speed to fill.
Writing job descriptions and write-ups has never been something people liked to do. It used to be “this is my least favourite part of my job.” We don't hear that any more, because they have the AI tool.
The automations, from reporting, invoicing, time tracking, to marketing, have saved us countless hours every week and reduced errors from manual processes. The search and candidate reactivation features are incredibly helpful for speed to fill.
Writing job descriptions and write-ups has never been something people liked to do. It used to be “this is my least favourite part of my job.” We don't hear that any more, because they have the AI tool.
The automations, from reporting, invoicing, time tracking, to marketing, have saved us countless hours every week and reduced errors from manual processes. The search and candidate reactivation features are incredibly helpful for speed to fill.
Writing job descriptions and write-ups has never been something people liked to do. It used to be “this is my least favourite part of my job.” We don't hear that any more, because they have the AI tool.
The automations, from reporting, invoicing, time tracking, to marketing, have saved us countless hours every week and reduced errors from manual processes. The search and candidate reactivation features are incredibly helpful for speed to fill.
Writing job descriptions and write-ups has never been something people liked to do. It used to be “this is my least favourite part of my job.” We don't hear that any more, because they have the AI tool.
See it for yourself
See what stops needing a reminder
Book a 30-minute demo and bring the three tasks your team most often forgets. We’ll build them in Tracker’s recruitment automation software while you watch.
FAQ
Automation questions, answered
Recruitment automation software runs the repetitive parts of the hiring process on rules rather than reminders, sourcing, candidate communication, scheduling, data entry, compliance tracking, and lead nurture. In Tracker it works through three mechanisms: AutoAction triggers, Watchdogs, and sequences.
AutoAction is Tracker’s workflow automation engine. You define a trigger, such as a stage change, a new application, or a date being reached, and the actions that follow: update the record, assign a task, send an email or SMS, notify a manager. Admins build and change these themselves.
A Watchdog is a standing search tied to an open job that keeps running against the job boards around the clock. New candidates who match your filters are auto-parsed into profiles and can be auto-engaged with a personalised message. Setup takes two clicks from the job.
Automation is deterministic: you set the rule and it runs the rule, which is what you want for compliance dates and pipeline hygiene. AI agents and EVA handle work that needs judgement, like screening a CV against a job spec. Both write to the same record.
Automated candidate status updates and nurture sequences send on the schedule you configure. Anything a person should own stays with a person, and Tracker’s AI-drafted client emails always require someone to press send.
Yes. Workflows, views, and triggers are configurable by your own administrators without development work, which is how agencies map Tracker to their existing process rather than the reverse.
Yes. Certifications and documents are tracked with automated expiration alerts, candidates and companies can be prevented from progressing without required credentials, and onboarding checklists and document collection run as workflows with an audit trail.
Placement workflow automation is included from the Core plan. Advanced automation, AutoAction, Watchdogs, advanced triggers, and multichannel sequences, is on the Professional plan.
