Client intake services for recruiting & staffing agencies

AssistBPO's client intake services for recruiting agencies capture a complete job order the first time a hiring manager calls, and register new candidates with every field your recruiters need, so nobody starts a search from a half-written email. On the candidate side, the specialist runs registration calls that collect availability, pay expectations, right-to-work status and documents, with lawful consent for any outbound follow-up.

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This page Recruiting & staffing agencies Client intake services for small business

How does client intake work for recruiting?

A job order taken in a hurry misses the interview process, the must-have versus nice-to-have split, the bill rate range or the reason the last person left, and the recruiter spends the first week rediscovering it. Your AssistBPO intake specialist works your hours on a scripted intake for new client inquiries, walks the hiring manager through your job order form, confirms fee terms are on file or routes the account to the manager who signs them, and enters the order into Bullhorn, JobAdder or your ATS with an owner assigned before the call ends. The recruiter receives a complete brief, not a phone message.

What tasks does client intake cover for recruiting and staffing agencies?

  • Take new client inquiries through your scripted job order intake
  • Capture must-haves, nice-to-haves, interview process and bill rate range
  • Check fee terms are on file or route to the account manager for signature
  • Enter job orders into the ATS with owner, priority and start date
  • Run candidate registration calls collecting availability and pay expectations
  • Collect right-to-work documents and references with the candidate's consent
  • Send the recruiter a complete brief within 30 minutes of intake
  • Follow up on incomplete intakes on day 1 and day 3

The KPI that matters here

Share of job orders entered with every required field complete on day one, and time from first client inquiry to a recruiter starting the search.

What rules does client intake follow for recruiting?

  1. TCPA and CAN-SPAM for candidate outreach. Every outbound call, text and email to a candidate goes out with lawful consent and do-not-call scrubbing, inside the FCC's TCPA calling hours, with sender identification and an opt-out on each message under the FTC's CAN-SPAM Act.
  2. EEOC screening rules and record keeping. Phone screens use your approved question set only. Assistants never ask about age, family status, health, religion or any other protected characteristic, and screening notes are retained under the EEOC's record-keeping rule at 29 CFR 1602.
  3. Candidate data under UK GDPR, PIPEDA and the Privacy Act. For UK, Canadian and Australian agencies, candidate records are handled under UK GDPR (ICO), PIPEDA (Office of the Privacy Commissioner) and the Privacy Act 1988 (OAIC), with retention periods you set and deletion requests actioned inside your policy.
  4. Licensed agency decisions stay with you. Assistants prepare the paperwork and the agency signs. We never make placement decisions, negotiate fees or act where a state or country requires a licensed employment agent.

Recruiting software we work in

Also in use

  • Bullhorn
  • JobAdder
  • Greenhouse
  • LinkedIn Recruiter

See all 80 tools we work in

More for recruiting and staffing agencies

Other services for recruiting

Client intake in other industries

Frequently asked questions

What does a good staffing job order intake include?

Company and site, hiring manager and decision maker, title and headcount, must-have and nice-to-have skills, pay or bill rate range, start date and shift, interview process and who sits on it, reason for the opening, urgency, and whether fee terms are already signed. The script we build with you asks these in the order your best recruiter would, and the specialist enters the answers straight into the ATS with an owner assigned.

Does the specialist quote fees or negotiate terms with new clients?

No. The specialist confirms whether fee terms are on file, explains that an account manager will send the agreement, and routes the inquiry to the manager who owns pricing. Fees, markups and contract terms are your decisions and stay with your team. What the specialist makes sure of is that the order is complete and the account manager has the full brief when they pick up the phone.

Can the same desk handle candidate registration?

Yes, and most agencies combine them. Candidate registration calls collect contact details, availability, shift preferences, pay expectations, right-to-work status, licenses or certifications and references, with consent recorded for any follow-up calls or texts. Documents are requested through your portal or a secure upload link, never by personal email. The candidate record goes into the ATS complete, and the specialist chases missing items on day 1 and day 3.

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