Staffing Agency Back Office Support for Recruiters
Every calendar clash between a candidate and a client chips away at the placement.
We automate the screening that ranks the pile faster than any recruiter could. Whether a candidate turns up Monday is a judgment call, and the cost of getting it wrong lands on your client — so that call is made by people we staff and train.
Sound familiar?
The friction we hear most.
Two hundred resumes land on one req and someone has to read all of them
Screening at volume is the job nobody has time for between interviews, client calls and the reqs still open from last week.
An interview gets missed chasing two calendars that never overlap
Every reschedule between a candidate and a client burns goodwill on both sides, and the best candidates have other offers moving.
A background check comes back incomplete the day before start date
A missing reference or an unreturned form surfaces at the worst possible moment, with a client expecting someone on site Monday.
Timesheets trickle in Monday while payroll waits on every one
One missing signature holds up an entire payroll run, and chasing it down every week is a job in itself.
Who joins your team
Roles we staff.
Candidate Sourcing & Screening Associate
Screens candidates against the must-have criteria on each requisition, building a shortlist your recruiters actually have time to interview.
Interview Scheduling Coordinator
Finds the slot that works across candidate and client calendars, and manages every reschedule that follows.
Credential & Verification Specialist
Collects references and tracks background-check status, documenting everything for your recruiters to decide on, not deciding for them.
Timesheet & Redeployment Coordinator
Chases timesheets every week and reaches out to candidates between assignments to keep them ready for the next placement.
Day to day
What they handle, every day.
- Source and screen candidates against the must-have criteria on a requisition
- Schedule interviews across candidate and client calendars, including reschedules
- Collect and verify references before an offer goes out
- Track background-check status and chase down outstanding documents
- Chase timesheets every week and flag the ones missing a supervisor signoff
- Follow up with candidates between assignments to keep them redeployable
- Confirm start dates and first-day logistics with both candidate and client
- Field candidate questions about pay, benefits and assignment details
- Coordinate credential and license checks for regulated placements
- Chase client sign-off on submitted candidates before a requisition goes stale
The handoff
Where automation stops. Where the team starts.
Automation is genuinely faster at the first, predictable touch — that part is not in question, and we build that side too: managed AI agents and custom automation sitting on the systems you already run. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand. Both halves come from us, on one account.
A req gets two hundred applications overnight
Where AI stops
Automated screening ranks every applicant against the must-have criteria before your recruiters are even at their desks, and it does that faster and more consistently than a person reading two hundred resumes ever could. It cannot tell which of the top ten will actually show up ready to work.
What our team does
Reviews the shortlist, makes the judgment call on the borderline candidates, and books the interviews that are worth a client's time.
A candidate and a client can only overlap on a Tuesday afternoon
Where AI stops
An automated scheduler checks both calendars and proposes new times the moment availability changes on either side, faster than anyone could juggle two calendars by hand. It cannot tell when a second reschedule means the candidate has already taken another offer.
What our team does
Calls the candidate directly, finds out where things actually stand, and either saves the interview or tells the client the truth before a slot gets wasted.
A background check comes back with a discrepancy the day before start date
Where AI stops
An automated system flags the mismatch against the submitted application the moment the report lands, with nothing decided on its own. Whether the placement goes ahead is a judgment call that a document mismatch cannot make.
What our team does
Works the adverse-action process correctly, documents every step, and gives the client a clear answer, with the client making the final call on the placement.
Friday afternoon arrives and a third of timesheets are still missing
Where AI stops
An automated reminder goes to every outstanding candidate the moment the deadline passes, which clears most of the list without anyone lifting a phone. It cannot get a candidate who is ignoring their phone to actually respond.
What our team does
Calls the ones who have gone quiet before the payroll cutoff, and finds out whether it is a forgotten form or a candidate who has already walked off the job.
Built for this work
AI we build for Staffing agencies.
Not an off-the-shelf chatbot. These are systems we build around how this work actually runs, on the software you already use — each one with a trained person behind it for the moment it needs judgment.
Start confirmation agent
Confirms shift details, re-confirms the night before, and escalates the candidate who wobbles to a recruiter while there is still time to backfill.
Credential expiry agent
Tracks certifications, licenses and compliance documents against their expiry dates and chases renewals before a placement is blocked.
Timesheet agent
Chases missing timesheets and approvals ahead of payroll, so the week does not end with a manual reconciliation.
Outcomes
What changes.
Candidate response coverage
Timesheet discrepancy chased
Timesheets unchased by Friday close
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Staffing agencies — the staffing saving on its own, before the routine share of the work gets automated and stops being paid for at all.
What this could save you on Staffing agencies
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$61,308/yr
GH cost, all-in
$20,800/yr
Annual saving
$40,508
66.1% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. Every number above is either something you entered or something listed here: nothing is hidden, and nothing is rounded in our favor. It is disclosed in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% (FICA 7.65%, plus federal and state unemployment) |
| Benefits load | 25% — insurance, retirement and supplemental pay only, since tax and leave are costed separately |
| Paid leave | 20 days (roughly 12 vacation days plus 8 public holidays) |
| Workstation and software | $1,500 |
| Cost per hire | $1,300 (SHRM 2026 median for nonexecutive roles) |
| US voluntary turnover | 18% a year (published US range is 13%-18% — we use the top of it) |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
| Self-managed seat | $450 a month salary at cost, plus $70 a week for the desk, plus a $695 recruitment fee over 2 years |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Candidate PII handled under access controls you define
- Background-check information handled under its own consent and adverse-action rules
- The team gathers and documents; hiring and placement decisions stay with your staff
- Payment and payroll data never handled directly by the team
Related services
Common questions
Before you ask.
Will candidates know they are not talking to someone in our office?
Candidates deal with the same team through sourcing, scheduling and verification, and that continuity matters more to them than where the team physically sits. It answers under your agency's name and follows your scripts and rules throughout.
How do you handle candidate and background-check data?
Candidate PII is handled under access controls you define, and background-check information follows its own consent and adverse-action rules. The team gathers and documents everything; hiring and placement decisions stay with your recruiters.
Automated screening already ranks our applicants. What's left for your team to decide?
Whether the candidate at the top of that ranked list will actually show up Monday, and what to do about the ones who won't. That is a judgment call made on a phone conversation, and the cost of getting it wrong lands on your client. Anything involving pay, an offer or a dispute goes to a person by default, and hiring and placement decisions always stay with your recruiters. The screening and ranking automation is ours to build and tune too, so you are not paying a vendor for one half and us for the other.
Can the team work inside the applicant tracking system we already use?
Yes. The team works inside whatever applicant tracking, scheduling and verification tools you already run, using logins you issue and permissions you control. Nothing is migrated and nothing new is installed on your side.
What size desk does this make sense for?
A single recruiter juggling too many open reqs through to a multi-desk agency running volume hiring for several clients. A smaller desk usually starts with screening and scheduling; larger agencies add verification and timesheet chasing across every desk.
How quickly can screening and scheduling support start?
Two weeks is typical. The first week maps your req process, client relationships and verification rules; the second runs live coverage supervised alongside your own recruiters before full handover.
Also in commerce & operations
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us