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Stop losing placements to a client who hasn't replied

Two days after an interview with nothing logged, the nudge to the hiring manager is drafted for you — candidate and role named — and you get one list of every interview still waiting, oldest first.

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Interviewed, no feedback logged

7 outstanding

  • Priya Raman

    Senior Backend Engineer · Wexley Group

    9 days

  • Daniel Okonkwo

    Management Accountant · Harlow & Fine

    6 days

  • Sara Lindqvist

    Second-line Support · Northbank IT

    4 days

  • Marcus Bell

    QS — commercial fit-out · Redding Build

    2 days

Priya has two other processes running. Nine days of silence is how you lose that one.

Works with

  • Gmail
  • Outlook
  • Slack
  • Google Sheets
  • Google Calendar
  • Greenhouse

It works out what's outstanding from your sent mail and your calendar, so it's useful on day one whatever you run your desk on. If you're on Greenhouse it can read scorecards too — but no ATS is required, and none of them can trigger this anyway.

The chore

How this goes right now

  1. You sub four candidates, three get interviews, and then the trail goes cold. Not because the client isn't interested — because the hiring manager interviewed on Thursday, had a board thing on Friday, and the feedback is sitting in the same mental pile as their expenses.

  2. So you chase. You chase on Tuesday because you remembered, and on Thursday because the candidate emailed asking, and each chase costs you fifteen minutes of finding the thread, checking who else was on the panel, and writing something that doesn't read like nagging a client you'd quite like to bill again.

  3. Meanwhile the candidate is being told nothing. And a candidate being told nothing for a week is a candidate taking the counter-offer, or accepting the process that came back inside 48 hours, and you find out when they email to withdraw.

The difference

The chase isn't hard. Remembering to do it on day two is.

Chasing when it occurs to you
Chasing on a 48-hour clock
You chase when the candidate chases you — already too late
Every interview with nothing logged surfaces on day two
Fifteen minutes per nudge finding the thread and the panel
The nudge is drafted with candidate, role and date already in it
No single view of what's outstanding across the desk
One list, oldest first, so nothing quietly ages out
The oldest ones are the ones you've stopped noticing
Second chase goes to the panel, not just the same manager
Nobody tells the candidate anything in the meantime
You know who to update before they ask you

Try it

Walk through it yourself

This is the actual shape of the workflow — the same trigger, the same steps, the same draft waiting for your say-so. Click through it.

Chase hiring manager feedback

Scheduled checkGmail

Interview was Tuesday. Nothing back.

Morning check across live processes. Priya Raman interviewed at Wexley on 29 April — no feedback on the thread and nothing logged since.

What it does

  1. Find interviews that have actually happened

    11 interviews in the last fortnight. Seven have no feedback recorded against them.

    Google Calendar

  2. Read the threads to see what's genuinely outstanding

    Four of the seven had a holding reply — 'with the team, will revert'. Three have had nothing at all. Priya's is the oldest at nine days.

    Gmail

  3. Check who was on the panel and what stage this is

    Second stage, panel of three. Aisha Farooq chaired; two others attended and neither has been chased.

    Google Sheets

  4. Work out what the consultant needs to know

    Seven outstanding across the desk, £48k of fee exposed, and two candidates with competing processes running.

    Slack

Draft list — nothing has been sent

Interviews awaiting feedback — Priya Raman first

  • Priya Raman — Wexley Group

    Senior Backend Engineer · 2nd stage 29 Apr · 9 days · two competing processes running

    Chase the panel

  • Daniel Okonkwo — Harlow & Fine

    Management Accountant · 1st stage 2 May · 6 days · holding reply on 3 May, nothing since

    Second chase

  • Sara Lindqvist — Northbank IT

    Second-line Support · 1st stage 4 May · 4 days · no reply at all

    First chase

  • Marcus Bell — Redding Build

    QS · 2nd stage 6 May · 2 days · just crossed the 48-hour mark

    First chase

Send the four nudges and post the summary to your desk channel?

Open any of them and change the tone, the recipient, or who's copied. Drop one if you spoke to that manager yesterday — you know things about these relationships that aren't in any thread, and thirty seconds of that judgement is the point.

Once you approveSlack

Nudges go out, the desk gets the picture

Each nudge sends from your own inbox so the reply lands where you'd expect. The summary posts to your desk channel with the oldest first, and anything still silent in three days comes back round — escalated to the panel rather than the same person again.

That is the whole thing.

It drafts, you read it, you send. Nothing reaches a client on its own.

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How it works

What it's actually doing

A morning check across live processes. No ATS can trigger this — none of them publish triggers — so it reads your calendar and your sent mail, which is where the truth is anyway.

  1. 1
    • Google Calendar
    • Gmail
    • OuOutlook

    Finds the interviews that actually happened

    From your calendar, matched to the thread you booked it on. One that quietly moved doesn't get chased as though it went ahead.

  2. 2
    • Gmail
    • OuOutlook

    Reads the thread before calling it outstanding

    A holding reply isn't feedback, but it changes the chase. Silence and "with the team" are treated differently.

  3. 3
    • Gmail
    • Google Sheets
    • GrGreenhouse

    Escalates to the panel, not the same inbox

    The second chase goes wider. A manager who hasn't replied twice is stuck, not in need of a third email.

  4. 4
    • Slack
    • Google Sheets

    Gives the desk one list

    Everything outstanding, oldest first, posted where your team already looks. Enough to run a Monday meeting off.

You stay in control

It drafts the chase. You decide who gets chased, and how hard.

Your client relationships are the business. A nudge that lands wrong — too soon, too pushy, to the wrong person — costs you more than the placement did. So every message waits for you, and nothing goes to a client or a candidate on its own.

  1. Step one

    It drafts

  2. Step two — you

    You read it and approve

  3. Step three

    Only then does it send

Nothing sends without you

Seven outstanding means seven drafts sitting together. Send them all, send two, send none. The list is worth having on a week you chase nobody.

You control the escalation

It suggests when to widen to the panel based on how long it's been. Whether that's right depends on the relationship, and you can hold any one of them at a gentle first nudge indefinitely.

It never contacts the candidate

Updating your candidate is your call and your voice. It'll tell you who's been waiting longest and has a competing process — it won't email them.

It won't invent feedback

If nothing has come back, the draft says so plainly. It doesn't summarise a holding reply into something that sounds like a decision, and it never guesses at an outcome.

Setup

What setting this up involves

  1. 1

    Connect

    • Gmail or Outlook — whichever you interview-arrange from
    • Your calendar, so it knows which interviews happened
    • Slack, if the desk wants the summary posted
    • Greenhouse, only if you want scorecard status read as well
  2. 2

    Tell it how you work

    • How long is too long — 48 hours is the usual answer, 24 on a hot contract desk
    • How you write to clients, so the nudge sounds like you and not like a system
    • Which clients get handled personally and should never be auto-drafted
    • When to widen to the panel, and who counts as the panel
  3. 3

    Then it runs

    About 20 minutes, once

    Most of it is telling it which clients are yours to handle personally. After that it runs every morning and you only hear from it when there's something to send.

Edge cases

Where it's careful, and what it won't do

What it handles

  • The holding reply

    "With the team, will revert Friday" isn't feedback — but it resets the clock to Friday rather than being chased as silence.

  • Interviews that moved or got cancelled

    It checks the booking actually went ahead before treating anything as awaiting feedback.

  • Feedback given on a call

    Mark it received and chasing stops. It stays flagged as awaiting written confirmation, because that's how offer stages stall.

  • Candidates with a competing process

    Flag one as final-stage elsewhere and it jumps the queue. Four days matters more when someone else is about to offer.

What it does not do

  • Assess or rank anybody

    It tracks whether feedback exists. Who should get the job is for the people doing the interviewing.

  • Chase your candidate

    Keeping them warm needs your voice. It tells you who's been waiting longest; the call is yours.

  • Phone anyone

    Email and Slack only. The nine-day one is a phone call — this makes sure you know which one.

  • Require an ATS

    It can read Greenhouse scorecards, but none is needed — and no ATS can trigger this, because none publish triggers.

Time back

Four to six hours a month, back on the phone

Time back
4–6 hrs a month
Spent on
Calls and sendouts
What it costs
$49 / monthGrowthplan — see what’s included

How that’s worked out: Based on 15–25 interviews a month at roughly 15 minutes per chase — finding the thread, checking the panel, writing something that isn't nagging — plus the recurring half-hour of working out what's outstanding. That's most of a billing day a month returned to calls and sendouts, which is the only reason to care about it.

Fair questions

The questions recruiters ask first

My clients would hate being chased by a system.

They won't be. What arrives is an email from your address, in your wording, that you read before it went. The difference is that it goes on day two instead of day nine. Most hiring managers are relieved to be reminded — the feedback is genuinely sitting on their list, not being withheld.

Won't this make my messages sound templated?

It's a fair worry and worth being specific about. Each draft is built from that thread — the candidate, the role, the stage, what the manager last said and when. A nudge that references a holding reply from Tuesday doesn't read like a template, because it couldn't have been written without reading the thread. And you can rewrite any of them.

We work out of Bullhorn. Does this connect?

No — there's no Bullhorn connector today and we're not going to imply otherwise. This runs on your inbox and calendar instead, which means nothing to migrate and nothing for your consultants to learn. If you're on Greenhouse it can read scorecards as well, but that's an addition rather than a requirement.

More off the same desk

Other things that keep falling off the list

The same chase in other industries

FAQ

Questions worth answering properly

How does it know an interview happened?

From your calendar, cross-checked against the thread you arranged it on. That matters because a booking that quietly moved shouldn't be chased as though it went ahead — which is exactly the mistake that makes a reminder tool feel stupid to the person receiving it.

Does it chase automatically?

No. It drafts and stops. Every nudge waits in your drafts until you've read it and sent it. Given these go to clients you'd like to bill again, that isn't a limitation we plan to remove.

What counts as feedback being received?

Anything substantive on the thread, a Greenhouse scorecard if you've connected it, or you marking it received after a phone call. A holding reply doesn't count as feedback, but it does reset the clock to whatever date the manager promised.

Does it need an ATS?

No. None of the ATSs we can connect to publish triggers, so this couldn't be ATS-driven even in principle — it runs from your inbox and calendar. Greenhouse can be added to read scorecard status, and Ashby to read feedback, but neither is required.

Will it tell my candidate what's happening?

Never automatically. It shows you who has been waiting longest, and flags anyone with a competing process, so you can make that call yourself. Candidate communication during a slow process is the part that most needs your voice.

What happens to the ones that are never going to come back?

After the second chase it stops emailing and moves the process to a stalled list rather than sending a third. At that point the problem isn't that the manager hasn't been reminded, and a further email costs you more than it gains.

Get the feedback before the candidate walks

Connect the inbox you arrange interviews from and your calendar. Tomorrow morning you'll have a list of everything outstanding and the nudges already written.

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