Recruiting intake and scheduling
Applications and CVs become candidate summaries, labels and scheduling tasks.
Case note
The implementation was treated as a small operating system: visibility first, ownership next, automation only after the workflow was clear.
The starting point
Recruiters opened every CV manually, summarized experience and created interview tasks by hand. Good candidates waited because intake was too manual.
The important signal was not that the team was working badly. The issue was that work depended on memory, copied data, parallel system checks and priority decisions without a shared source of truth. The first value was turning invisible work into a visible workflow.
The implementation
Ductio connected applications to a candidate tracker, extracted CV highlights, applied screening labels and created scheduling tasks for qualified candidates.
The scope stayed deliberately small. Rules cover repeatable work, AI summarizes or classifies where free text adds context, and sensitive decisions remain in human review. AI as support inside the process, not as autopilot.
What was used
Tooling was chosen from the process outward, not from a pre-decided technical preference. Each piece needed a clear owner, a stable integration path and a simple way to inspect errors.
In practice, the build combined Application form, Drive, AI extraction, Airtable/ATS, Calendar, Email. The tools visible to the team stayed close to their daily work, while integration logic was documented and kept separate from sensitive commercial decisions.
The improvement showed up in daily work.
Rather than treating the result as a dashboard, the team felt it in three specific moments: less manual preparation, less context hunting, and fewer doubts about who needed to act.
Admin effort: Manual candidate intake moved from High to Reduced.
Summary coverage: Applications with structured summary moved from Manual to Automatic.
Scheduling speed: Qualified candidates queued moved from Slow to Consistent.
What changed after launch
Recruiters review structured summaries first, then inspect raw files where it matters. The workflow improves intake speed without making hiring decisions automatically.
The most valuable change was operational calm. The team stopped chasing fragments and started working from a shared sequence: intake, context, decision, action and evidence. 60% admin reduction
The workflow in one line
How it was built
Applications and attachments are stored, parsed, summarized, tagged and written to the candidate tracker. Qualified candidates trigger scheduling tasks.
The stack was pragmatic: Application form, Drive, AI extraction, Airtable/ATS, Calendar, Email. Tools were chosen for ownership, integration and maintainability, not for theater. The result is a system the team can understand and operate.
What was delivered
- Candidate intake
- CV summary
- Screening labels
- Scheduling task
- Recruiters reviewed structured summaries before opening every file.
- Interview scheduling became more consistent.
- Weekly hiring status was available without manual spreadsheet cleanup.
