Application triage & routing
- Trigger
- A new application lands in the ATS or inbox
- Outcome
- Sorted by role and sent to the right recruiter with the key details in one view
- ATS
- Gmail/Outlook
- Slack
Automation partner for staffing & recruiting agencies
Stop losing great candidates to slow follow-up.
We connect your ATS, inbox and calendar so approved candidates are invited, scheduled and logged automatically, while your recruiters stay in control. Your first workflow can be live in as little as 14 days.
- Free 30-minute review
- Fixed quote before any work
- You own everything we build
INTEGRATIONS
Works with the tools you already use
ATS & recruiting CRM
- Bullhorn
- Loxo
- JobAdder
- Recruit CRM
- Ceipal
- Vincere
- Greenhouse
- Lever
- Workable
- Zoho Recruit
- Manatal
CRM & data
- HubSpot
- Airtable
- Google Sheets
Email
- Gmail
- Outlook
Calendar & meetings
- Google Calendar
- Google Meet
- Zoom
- Microsoft Teams
Communication
- Slack
- WhatsApp Business
- Twilio
Documents & e-signature
- DocuSign
Automation & AI
- n8n
- Make
- Zapier
- OpenAI
- Claude
Using something else? If it has an API or webhooks, we can usually connect it.
THE PROBLEM
Where recruiting time disappears
None of this is hard to fix. It just never gets automated because nobody owns the fix.
Strong candidates hear back too late
A great applicant waits in the inbox while recruiters are on calls. By the time someone replies, they’ve taken another interview.
Scheduling takes a dozen emails
Lining up a candidate, a recruiter and a hiring manager turns into days of back-and-forth.
The ATS is always behind
Stages, notes and interview times get updated at the end of the week, if at all, so nobody trusts the pipeline.
Clients chase you for updates
Hiring managers email for status because the answer lives in a recruiter’s head, not in a shared update.
No-shows go unrecovered
When a candidate misses an interview, rebooking depends on someone remembering to follow up.
Copy-paste between tools
The same candidate details get retyped into the ATS, inbox, calendar and spreadsheets.
BEFORE AND AFTER
Same application. Two very different weeks.
Before
Manual- Day 0Application arrives
- Day 0–2Sits in a shared inbox
- Day 2Recruiter writes a manual email
- Day 2–5Back-and-forth to find a time
- Day 6Client emails asking for an update
After
Automated- MinutesApplication acknowledged automatically
- Same dayRecruiter reviews and approves
- Minutes laterInvite and slot picker sent
- When they chooseInterview booked, Google Meet created
- AutomaticallyATS and client updated
Timings are a typical example, not a guarantee.
WORKFLOW LIBRARY
Recruiting workflows we build
Each one starts from a clear trigger, ends in a visible outcome, and runs on tools you already pay for.
Candidate acknowledgement & follow-up
- Trigger
- An application arrives or a stage changes
- Outcome
- The candidate gets a timely, personal update; quiet candidates get one polite nudge
- ATS
- Gmail/Outlook
Interview scheduling
- Trigger
- A recruiter approves a candidate
- Outcome
- The candidate picks a time in their own timezone; the invite and meeting link are created
- ATS
- Google Calendar
- Google Meet/Zoom
No-show recovery
- Trigger
- A candidate misses an interview
- Outcome
- A rebooking link goes out and the recruiter is alerted
- Calendar
- Email/SMS (Twilio)
- ATS
ATS record updates
- Trigger
- An interview is booked, held or moved
- Outcome
- Stage, time and meeting link are written back to the ATS with no retyping
- ATS
- Calendar
Client vacancy intake
- Trigger
- A client submits a new role
- Outcome
- A structured job brief is created in the ATS and the owning recruiter is notified
- Form
- ATS
- Slack/Teams
Client status updates
- Trigger
- A shortlist or stage changes for a client’s role
- Outcome
- A summary is drafted for the account owner to approve, then sent
- ATS
- OpenAI/Claude (optional)
Placement onboarding handoff
- Trigger
- A candidate accepts an offer
- Outcome
- Documents are requested, e-signature sent and onboarding tasks created
- ATS
- DocuSign
- Google Drive
HOW WE WORK
Audit. Build. Run.
One workflow at a time, with a fixed quote before any work starts.
- 01
Audit
A free 30-minute workflow review. We map one handoff, find where it stalls, and send a written plan with a fixed quote within 48 hours.
- 02
Build
We build one production workflow on your existing tools, test it against real edge cases, and document how it works.
- 03
Run
We monitor it, fix what breaks, and make small improvements as your process changes.
- Your tools stay
No platform migration; we connect what you already use.
- You own everything
Accounts, workflows and documentation stay in your name.
- Humans make the decisions
Candidate and client decisions stay with your team.
- Failure alerts
If a step fails, the right person hears about it.
INDUSTRIES
Built for recruiting. Ready for other service teams too.
Recruiting is where we go deepest. The same building blocks (fast replies, clean scheduling, records that update themselves) work for other service teams.
Our flagship
Explore recruiting automationStaffing & recruiting agencies
Application triage, interview scheduling, ATS updates and client reporting.
Home services
Missed-call text-back, quote follow-up, reminders and review requests.
Property management
Maintenance dispatch, leasing follow-up, rent reminders and owner reports.
Real estate
Speed-to-lead, agent routing, showings and transaction updates.
Clinics & med spas
Reminders, recall, intake forms and waitlist fill.
Law firms
Intake, consult booking, document collection and status updates.
Insurance agencies
Quote intake, renewals, COI requests and claims updates.
Accounting firms
Onboarding, document chasing, engagement letters and recurring work.
Marketing agencies
Client onboarding, reporting, approvals and lead routing.
B2B customer operations
Sales handoffs, ticket routing, renewal alerts and CRM hygiene.
E-commerce brands
Ticket triage, order alerts, reviews and returns.
PRICING
Simple, fixed pricing
Start with one workflow. Add ongoing support if you want us to run it.
Workflow Sprint
From $2,500one-time
One important workflow, mapped, built, tested and handed over.
- Workflow mapping and implementation plan
- One production workflow on your existing tools
- Testing against real edge cases
- Documentation and handover
- Launch support
Automation Partner
$750per month
We keep your workflows running and improving.
- Monitoring and failure alerts
- Fixes when a connected tool changes
- Small improvements each month
- Priority support
Scope and pricing details
- Third-party software and usage fees are separate.
- Final scope and fixed quote follow the workflow review.
- Delivery timing depends on access, API availability and approved requirements.
- Custom work outside the agreed workflow is quoted separately.
WHO YOU’LL WORK WITH
Zohaib Hyder
Founder and automation builder
You work directly with the person who maps and builds your workflow.
Zohaib maps the handoffs that slow teams down, connects the tools they already use, and builds workflows that keep people in charge of important decisions.
Calls run during US business hours.
COMMON QUESTIONS
Before you book
What kinds of recruiting work can AITOA automate?
We can connect application intake, recruiter routing, candidate follow-up, interview scheduling, ATS updates and client status handoffs. We scope one workflow at a time.
Will AITOA replace our ATS?
No automatic replacement is required. We design around your current ATS when its supported access allows the needed workflow.
Can you work with our existing software?
Often, yes. Feasibility depends on each tool’s API, webhook, export or other supported access, which we review before quoting.
What happens during the free workflow review?
We map the current handoff, identify the main delay, and discuss the simplest practical implementation path. You’ll get a written plan and fixed quote within 48 hours.
How quickly can the first workflow be launched?
Most single workflows launch within 14 days of receiving access and approved requirements.
Do we keep ownership of the workflow?
You keep ownership of the workflows, accounts and documentation created for you, subject to the terms of any third-party platform.
Can a recruiter approve actions before they happen?
Yes. Sensitive candidate and client decisions can remain behind a recruiter or account-owner approval step.
What happens if an automation fails?
The workflow should surface failed steps and exceptions to an owner, with monitoring and recovery steps documented in the agreed scope.
Find the handoff worth fixing first.
A free 30-minute review, a written plan and fixed quote within 48 hours, no obligation.