GETTING STARTED
After you send
How Amy chases on schedule, answers replies, checks each document and files what comes back.
Amy chases automatically
You don’t have to lift a finger. Amy follows the schedule the campaign was created with, and only ever nudges the people who still owe something. Two numbers describe it:
- Chase every N days: a reminder goes out, then another N days later, repeating until they’ve sent everything. The default is every day.
- Flag after silence of N days: if someone goes quiet for that long, they’re flagged as stuck and you’re notified so you can step in. The default is 5 days.
Silence means silence: the clock measures the time since the candidate last did anything, whether replying on WhatsApp, replying by email or sending a document. It is not the time since you started chasing. Someone who writes to say their passport is in the post has spoken, so they aren’t flagged for having said it. Someone who sent one of three documents a fortnight ago and has said nothing since is flagged, even though they’re partly done.
The moment a client sends what you asked for, the reminders for them stop.
Clients reply
Clients simply reply to the conversation they’re already in, the WhatsApp chat or the email Amy sent, with a photo or a PDF attached. No apps, no logins, nothing to learn. Amy reads each message, works out which document it is, and replies: thanking them, and listing anything still outstanding. If a client has a question, Amy answers it and only loops you in when she needs to.
On email, a reply is matched back to the exact chase it answers rather than to the address it came from, so a candidate registered with two agencies has their documents filed against the right one.
Amy checks each document
Before a candidate is thanked, Amy opens what they sent and looks at it. Two questions, in order:
Check documents as they arrive
Amy opens each document and checks two things: that it is the one that was asked for, and that it can actually be read.
- Can it be opened at all? A password-protected PDF is the most common unusable document in onboarding, because banks email statements out encrypted, and it fails in the worst way: it uploads perfectly, ticks its requirement, and is discovered weeks later by whoever actually needed it.
- Is it the right document, and is it legible? A cropped licence, a photograph of a screen, a payslip sent where a passport was asked for.
If Amy is confident it won’t do, she sends it back the same way a person would: the requirement reopens, the candidate is told what was wrong and asked for another copy, and the chase clock restarts. You don’t have to do anything, and the bad copy never lands in your Drive or on the candidate’s record as though it counted.
When Amy gets it wrong
She sometimes will. A licence she called too dark is one your compliance officer can read perfectly well. Anyone on the team can overrule a rejection from the campaign page: the document goes back exactly as it was and its requirement is satisfied again. The candidate is told, so they stop retaking photographs of a passport you were always happy with.
Documents come back
Every document is filed for you, sorted by document type, period and client, so everything ends up where you expect it without manual sorting.
You’ll find returned documents in three places:
- Google Drive, or the candidate’s record if they came from your ATS (Recruit CRM, Crelate, Zoho Recruit or Greenhouse): the originals, neatly organised.
- The campaign page: progress by document type and by client.
- Notifications: a ping each time something arrives.