Every new search now starts with the firm's own goldmine: AI matches the brief against past finalists, sends personalized WhatsApp re-engagement, and books interested candidates straight into interviews — turning runner-ups from previous searches into one in four of today's hires.
Typical results
1 in 4
Hires from past finalists
58%
Reply rate on re-engagement
4 days
To first shortlist, down from 12
2,400
Finalist profiles put to work
Figures reflect typical results for this kind of automation.
The challenge
The firm had interviewed hundreds of excellent candidates who narrowly missed offers — then never spoke to them again. Every new mandate started sourcing from scratch on LinkedIn, while perfectly matched, pre-vetted finalists sat forgotten in the database. Partners knew the goldmine existed; nobody had time to dig through 2,400 records per search. Cold outreach replies hovered around 12%.
Before and after
Days to first shortlist
−67%Outreach reply rate
4.8×The automation
We connected the CRM to an AI matching layer. When a new role opens, every past finalist is scored against the brief — skills, seniority, industry, the reason they missed last time. Top matches receive a personalized WhatsApp message that references their previous process and presents the new opportunity. Interested candidates tap through to book an interview directly in the partner's calendar, and every response updates the database for future searches.
How it works
- 01
New mandate opens
A role brief is created in the CRM and the matching scenario kicks off.
- 02
AI scores past finalists
All 2,400 finalist profiles are ranked against the brief — skills, seniority, industry and prior feedback.
- 03
Personal WhatsApp outreach
Top matches get a message that references their previous process and presents the new role.
- 04
Interest becomes interviews
Interested candidates tap through to book directly into the partner's calendar.
- 05
Database keeps learning
Every reply and outcome updates the profile, sharpening the next match.
Starts from
- New role opens
- Past-finalist database
Delivers
- Personalized WhatsApp outreach
- Interviews auto-booked
- Warm shortlist in CRM
The impact
One in four placements now comes from past finalists the firm already knew and trusted. Re-engagement messages get a 58% reply rate, first shortlists land in four days instead of twelve, and the database finally earns its keep on every new mandate.
Questions about this automation
How does the AI match past finalists to a new role?
When a new brief is created in the CRM, the matching step scores each past finalist on skills, seniority, industry, location and the feedback recorded when they missed out last time. The partner sees a ranked list with the reasons for each score and chooses who receives a message.
Is the WhatsApp outreach opt-in?
Messages go only to candidates who shared their number and agreed to be contacted, using approved WhatsApp message templates. Each message references the candidate's previous process and the new role and includes an easy opt-out. Every reply or opt-out is logged on the candidate's record in the CRM.
What happens when a candidate replies with interest?
An interested reply triggers a booking link to the partner's calendar, and the booked interview lands on the CRM shortlist automatically. Questions or unclear replies are passed to a recruiter. A multi-step build like this is usually rolled out in stages, starting with matching and outreach.