Category 1 of 5

Website & Online Presence

1. How would you describe your agency's website right now?

We don't have one, or we have a placeholder page we never finished We have a website but it's outdated, generic, or we're not proud of it Our website clearly communicates who we are, what we do, and how to contact us

2. When was the last time your website content was updated?

I honestly couldn't tell you — it's been over a year Sometime in the last 6–12 months Within the last 3 months

3. Can a potential client or candidate take action directly from your website?

No — they'd have to email us or find our phone number There's a basic contact form but nothing else Yes — we have booking links, application forms, or intake forms connected and working

4. If a candidate Googled your agency right now, would you feel confident about what they'd find?

I'd rather they didn't It's fine but it doesn't stand out from every other agency Yes — our online presence represents us well

Please answer all questions before continuing.

Category 2 of 5

Automations & Workflows

5. When a candidate applies or a client enquires, what happens next?

Someone has to manually check and respond — sometimes it takes a while We have an auto-reply but everything after that is manual They get an immediate response and are routed into a defined follow-up process automatically

6. How do you currently manage your recruitment pipeline?

Spreadsheets, email threads, or memory We have a CRM or ATS but it's not set up properly or we don't use it consistently We have defined pipeline stages and every candidate moves through them in a system we trust

7. Do you have automated reminders, follow-ups, or notifications for any part of your recruitment process?

No — all follow-ups are manual A few things are automated but most aren't Yes — interview reminders, follow-up sequences, and internal notifications run automatically

8. If you were out of the office for a week, would your recruitment process keep moving without you?

It would stall almost immediately Some things would continue but a lot would pile up Yes — the workflows and automations would keep most things on track

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Category 3 of 5

Recruitment Admin Processes

9. Who currently handles interview scheduling and coordination at your agency?

The recruiter doing the search — on top of everything else We have someone who helps but it's not their dedicated role We have a defined process and a person (or system) handling coordination separately from recruiting

10. How do you handle resume screening and shortlisting?

The recruiter reviews everything themselves — there's no filtering step We have rough criteria but screening is inconsistent We have defined screening criteria and a consistent process for filtering before the recruiter sees candidates

11. How much of a recruiter's week is typically spent on non-recruiting admin tasks?

More than half — scheduling, document chasing, data entry, coordination Around 30–50% — it's significant but manageable on good weeks Under 30% — most admin and coordination is handled elsewhere

12. Do you have documented processes (SOPs) for your core recruitment admin tasks?

No — it's all in people's heads We have some notes or rough documents but nothing formal or current Yes — our key processes are documented and someone new could follow them

Please answer all questions before continuing.

Category 4 of 5

Tech & Tools

13. How many separate tools does your agency use for CRM, email, scheduling, forms, website, and automations?

5 or more — and most of them don't connect to each other 3–4 — some overlap, some gaps 1–2 — most functions are handled in a connected system

14. Do you feel like you're paying for tools you don't fully use or that overlap with each other?

Definitely — I'm not even sure what we're paying for anymore Probably — there's some overlap but I haven't looked into it No — every tool has a clear purpose and we use what we pay for

15. If one of your tools stopped working tomorrow, would you know where your data lives?

Not confidently — data is scattered across platforms, inboxes, and spreadsheets Mostly — but there are gaps and things that only exist in one place Yes — our data is centralised and backed up

16. When you need to pull a report or check a metric, how easy is it?

It takes manual work — I'd have to dig through multiple tools or build something from scratch I can get some data but it requires workarounds or isn't always current I can pull what I need quickly from one place

Please answer all questions before continuing.

Category 5 of 5

Preboarding & Candidate Experience

17. When a candidate accepts an offer, is there a defined process for everything that needs to happen before their start date?

Not really — it's handled ad hoc every time We have a rough idea but steps get missed depending on who's handling it Yes — there's a clear preboarding checklist and process that runs the same way every time

18. In the past 6 months, has a start date slipped or a placement been delayed because of a preboarding gap?

Yes — more than once Once or twice — it was stressful but we recovered No — our preboarding process catches everything before it becomes a problem

19. How does your agency collect documents, forms, and signatures from candidates during preboarding?

Email back and forth — PDFs, attachments, manual follow-ups A mix — some forms are online but others are still manual Digital forms, e-signatures, and automated reminders — candidates complete everything in one place

20. How would you rate the experience a candidate has with your agency between offer acceptance and start date?

Honestly, it's probably frustrating — lots of waiting, chasing, and unclear next steps It's okay but it's not something we've intentionally designed It's smooth — candidates know what to expect, when, and from whom

Please answer all questions before continuing.

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The most common pattern we see in agencies your size
A tech stack guide — the tools that fill the gaps
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What recruitment admin actually is — and why it's the missing role in most boutique agencies

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