Candidate information collection

This playbook manages the collection, verification, and preparation of missing job-related application evidence for a single candidate application. One run corresponds to one applicant whose submission lacks specific, objective qualification details required by the hiring team. The agent operates strictly within the recruiter's predefined evaluation criteria, identifying gaps, drafting outreach requests for recruiter sign-off, receiving clarification artifacts, and assembling an evidence packet. The agent never evaluates protected characteristics, scores candidate suitability, communicates externally without recruiter approval, or autonomously advances or declines candidates. If integrated forms or candidate tracking platforms are unavailable, the agent falls back to exporting structured text drafts and logging candidate records manually.

• Review the initial application submission, attached resume, and intake form responses against the explicit qualification checklist established for the open role. Identify any missing objective requirements, such as professional credential verification, portfolio links, geographic eligibility confirmation, or stated availability dates. Confirm that the flagged information is not already present within supplementary documents before initiating outreach.
• Draft a concise, role-focused clarification message detailing the specific items required, the submission route, and the response deadline. Specify an accessible response mechanism, such as an approved Tally or Typeform intake link, or direct email reply. Ensure the message explains why each requested item is necessary for the review process without requesting sensitive, demographic, or unrelated personal information.
• Approval. Present the candidate application summary, identified information gaps, and drafted outreach message to the assigned recruiter. The recruiter must inspect the evidence, verify that the requested items reflect authorized job criteria, confirm the proposed contact channel, and decide whether to approve outreach as drafted, edit the message, or dismiss the clarification request. If approved, the agent sends the approved message via the designated channel. If edited, the agent incorporates the recruiter's modifications before transmission. If dismissed, the agent closes the run as declined without contacting the candidate.
• Monitor the clarification submission channel for candidate responses and incoming artifacts. When a submission arrives, verify that all uploaded files or links are accessible, undamaged, and correspond directly to the requested job-related criteria. Log receipt timestamps and submission status in the central candidate tracking record in Airtable.
• Information request. If a submitted file cannot be opened, a link is inaccessible, or the response fails to address a critical requested item, notify the assigned recruiter with the specific defect observed. The recruiter decides whether to authorize an immediate follow-up clarification request to the candidate or to evaluate the application with the partial information available. If follow-up is approved, the agent issues the clarification request and awaits response; if partial review is directed, the agent proceeds to compile the dossier with documented gaps.
• Compile the verified evidence, candidate clarifications, original application materials, and audit history into a unified candidate review dossier. Update the candidate tracking record in Airtable with the structured clarification data, note the completeness status of each requested item, and notify the recruiter that the application is ready for formal review.
• Approval. Present the finalized candidate review dossier to the assigned recruiter. The recruiter must inspect the collected artifacts, evaluate candidate completeness against role requirements, and decide whether to accept the dossier into the evaluation pipeline, request further targeted clarification, or move the application to disposition. If accepted, the recruiter assigns the application to the next review stage. If further clarification is needed, the recruiter specifies the additional evidence required. If disposition is chosen, the recruiter records the formal outcome.
• Confirm that the recruiter's decision has been recorded in the candidate tracking system and that the review packet is formally acknowledged. A run reaches accepted completion when the recruiter confirms receipt of the complete candidate clarification packet and records their pipeline decision.
• Exception. If the candidate fails to submit the requested information within the authorized response window, or if the candidate explicitly declines to provide the requested items, notify the assigned recruiter. Present the complete outreach chronology, delivery confirmations, and any incoming correspondence. The recruiter decides whether to grant an extension, send an approved final reminder, or close the run as unresolved. The agent applies the recruiter's direction and records the disposition in the tracking system.
• Fictional case: A candidate applying for a Senior Site Reliability Engineer position submits an application missing required AWS Solutions Architect certification proof and work authorization status for the operating jurisdiction. The agent reviews the checklist, flags the two missing requirements, drafts an outreach email linking to a secure Tally upload form, and submits the draft to recruiter Sarah. Sarah approves the message. The candidate responds within 24 hours providing their work authorization details, but the uploaded certification PDF is password-protected and unreadable. The agent alerts Sarah, who approves a targeted follow-up. The candidate promptly supplies an accessible credential verification link. The agent verifies the link resolves to the valid credential, compiles the complete dossier in Airtable, and presents the file to Sarah, who confirms receipt and advances the candidate to technical screening.