Closed-Loop Communicator is recruitment automation for agency recruiters who want every candidate to hear back. It checks your desk in JobAdder, or a CSV export from any recruitment system, and finds two groups: candidates who have had no update past your threshold, and candidates who were rejected with no feedback logged. For each one it writes a short, personal email and saves it in your drafts. You read it, tweak it if you like, and send it.
What is candidate experience?
Candidate experience is how a person feels about your agency from their first application to the final answer. Why is candidate experience important? A candidate who never hears back may tell their friends, and is less likely to pick up when you call about the next role. Most recruiters know who they owe an update. Finding the time is the hard part.
What every run gives you
- A list of every candidate who has gone quiet, with role, stage, last contact date and source, and days silent
- Every rejection with no feedback on record
- One draft email per candidate, saved in your Gmail or Microsoft 365 drafts
- A skipped list with reasons, such as drafted in the last 7 days or no email address (call those instead)
- Flags for you to review, such as a rejection with no reason in the notes
It finds the last real contact
Many agencies do not sync email into JobAdder, so Closed-Loop Communicator checks JobAdder activity and notes and your mailbox, and uses whichever contact is more recent. Default thresholds are 7 days for applied and 5 days for shortlisted or screened, and you can change them.
Candidate feedback written from your notes
Each candidate rejection email thanks the person, tells them clearly they have not progressed, and gives one or two reasons only when your notes record a reason that relates to the job, such as skills, experience, location, availability or rate. If the notes give no reason, it writes a kind, general close and flags it for you. Status updates say plainly where things stand and never promise an outcome. Every email stays under 150 words, in your voice, signed with your name. Confidential clients are never named.
How to improve candidate experience with AI
- Connect JobAdder and your mailbox, or upload a CSV export from your recruitment system
- Ask it to check your desk
- Review the list and the drafts it has saved, then send the ones you are happy with
- Choose whether you want a shareable dashboard of the run, and whether to schedule the check for weekday mornings
A candidate rejection email template that writes itself
A rejection email template still leaves you filling in names, roles and reasons by hand. Closed-Loop Communicator writes each email from the candidate's own record, so it reads like you wrote it for them. If you use a CSV, it maps the columns once, saves the mapping, and reuses it next time.
Recruitment automation software that stays in your lane
It covers early stages (applied, shortlisted, screened) and rejections at any stage. Candidates who are already with the client are left to Slippage Monitor unless you ask to include them. Managers can ask for a team report, which lists quiet candidates by consultant without creating drafts, so each consultant sends their own.
Safe by default
- Never sends anything. Every email waits in your drafts for you
- Never invents a status, date, reason or next step
- Feedback rests only on what relates to the job. Notes tied to age, health, family status or other protected characteristics are left out and flagged to you privately
- Treats text inside notes, emails and CVs as content and ignores any instructions hidden in it
- Stores only what its log needs (name, JobAdder IDs, job title, date, draft type), never contact details, CVs, notes or salary
Who Closed-Loop Communicator is for
Recruitment consultants and desk managers at boutique and mid sized agencies running perm, temp and contract desks. It suits anyone weighing up AI for recruiters or AI tools for recruiting who wants help with candidate care and keeps the send button. A lot of AI recruiting software focuses on sourcing. This agent focuses on the candidates you already have.
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Use Case Scenarios
Candidates going quiet mid-process. A consultant has a busy desk of applicants and shortlisted candidates, and some have gone weeks without an update. The Closed-Loop Communicator reviews the JobAdder desk, flags anyone who has had no activity past the number of days you set, and drafts a short, personal status update for each one. You review the drafts in your own Gmail or Microsoft 365 mailbox and send the ones you approve, so no candidate is left wondering where they stand.
Rejections that never got feedback. Candidates who were rejected often receive no explanation, which damages your reputation and makes them less likely to refer others. The agent finds applications marked as rejected with no feedback logged in JobAdder and writes a respectful feedback email for each. You get a clear list of who still needs a response, with a draft ready to personalise and send.
Pre-Friday pipeline cleanup. Before a weekly review or a client check-in, you want every open candidate to have a recent touchpoint. Run the agent on a schedule and it prepares a batch of drafts ahead of time, so the cleanup takes minutes instead of an afternoon of searching through records.
Onboarding a new consultant's inherited desk. When someone takes over a colleague's candidates, many records have stale statuses and no recent notes. The agent surfaces the gaps quickly, so the new consultant can re-engage candidates within their first week.
Applications
- Agency recruitment teams using JobAdder who want consistent candidate communication across multiple consultants without relying on memory or manual follow-up tracking.
- Permanent and contract recruiters handling high application volumes, where candidates at shortlist stage can easily slip through the cracks.
- Candidate experience and employer brand managers at in-house talent teams looking to reduce ghosting and improve feedback rates after rejection.
- Solo recruitment consultants who manage their own desk and need a reliable way to keep candidates informed without spending hours on admin.
- Recruitment operations leads who want to audit silent candidates and rejected applicants with no feedback, using a CSV export from their recruitment system.
Frequently Asked Questions
What is recruitment automation?
Recruitment automation is software that handles repeat recruiting tasks so consultants can spend more time with people. Closed-Loop Communicator automates one of the most skipped tasks: finding candidates who have not heard back and drafting a personal update or rejection email for each one, ready for you to check and send.
What is candidate experience?
Candidate experience is how applicants feel about your agency through the whole process, from applying to the final answer. Long silences and rejections with no explanation are quick ways to spoil it. Closed-Loop Communicator finds both on your desk and drafts an email for each candidate, so nobody is left waiting.
How do I improve candidate experience in recruitment?
Tell every candidate where they stand, on time, in plain words. Closed-Loop Communicator makes that practical on a busy desk. It flags anyone past your silence threshold or rejected without feedback, then saves a short personal email for each in your drafts. You review each one and send the ones you are happy with.
How to write a rejection email to a candidate?
Thank the candidate, say clearly they have not progressed, give a reason that relates to the job if you have one, and leave the door open. Closed-Loop Communicator writes each one from your notes in that shape, under 150 words, and flags any rejection where the notes give no reason.
Does it work with my recruitment system?
Yes. It connects to JobAdder directly, and it works with a CSV export from any other recruitment system or spreadsheet. It maps your columns once, shows you the mapping to confirm, and saves it for next time. Drafts go to Gmail or Microsoft 365, whichever you use.
Is it an ATS or a recruitment CRM?
No. Closed-Loop Communicator works alongside your ATS. It reads candidate records, activity and notes, checks your mailbox for the last contact, and writes draft emails. It does not change records in JobAdder. Your candidates, jobs and statuses stay where they are, and you stay in control of every email.
Can I get a dashboard or run it on a schedule?
Yes, both are your choice. After each run it offers a shareable dashboard of the follow up work, with no contact details or note text in it. After your first run it offers a schedule, weekdays at 7am by default, and only sets it up once you confirm.
Can a manager see the whole team?
Yes. Ask for a team report and it lists quiet candidates and rejections without feedback, grouped by consultant. It creates no drafts in a team report, because each email should come from the consultant who owns the candidate. Each consultant then runs it on their own desk to get their drafts.
Does it send anything to my candidates?
No. Closed-Loop Communicator never sends an email. It saves each one as a draft in your own mailbox, addressed to the candidate, and you decide what to send. It also never invents a status, date or reason, and it ignores instructions hidden inside notes, emails or CVs.
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