Use this checklist to prepare a proposed pilot. The scope, deliverables, dates, charges, and continuation terms need agreement with InferOwl. This checklist does not grant access or commit either party to a commercial package.
1. Name the workflow and its owner
Choose one handoff, such as reviewing candidate replies before follow-up. Write its starting event, completed output, acceptance criteria, and exclusions. Name the manager who can decide when the work is complete and the owner who can approve changes to scope.
2. Choose the participating team
List the recruiters who will do the work and the person who will handle questions. Confirm their roles against Navigate InferOwl by role. Recruiter onboarding and agency administration have different purposes; completing a recruiter's setup does not configure the whole agency.
3. Plan access before using live records
List the candidate, job, communication, and other records the workflow needs. Ask the owner to confirm the permitted access and the person responsible for each source. Start demonstrations with clearly labeled sample data. Share production records only through the agreed process.
Owners control API-key creation and changes to webhook subscriptions. A recruiter should not need owner credentials to complete routine recruiting work.
4. Establish the baseline
Define the completed output and count only records that meet its acceptance criteria. Record the baseline dates, eligible outputs, recruiter hours, and participating team. Include review and correction time. Keep the same definition for the comparison period and log material changes in workload or staffing.
5. Agree the operating rules
Write down who reviews AI-assisted output, when work must pause, and who resolves conflicting evidence. Confirm the communication channels that the participating accounts can use. Agree how the team will report errors and check for partial results before repeating a save or import.
6. Confirm the commercial and technical scope
Ask for written confirmation of the proposed deliverables, agency responsibilities, setup work, supported connections, pricing inputs, and decision date. Record what needs technical scoping. Do not treat a displayed settings page as proof that a connection to an external system is configured.
7. Check readiness together
Walk through the proposed task with a participating recruiter. If an essential record, permission, reviewer, or measurement is missing, name the owner and resolve it before that part of the pilot begins. Keep the baseline and approval records in the agency's approved private workspace.
Use Set up your recruiter workspace for the individual onboarding steps.
Prepare a small readiness record
Keep a private checklist for the agreed workflow. For each prerequisite, name its owner, current state, and evidence of completion. Useful entries include the sample records, participating accounts, source access, review responsibility, and baseline definition. Mark an unresolved item as unresolved and give it a next action instead of treating an expected future completion as readiness.
Review that checklist with a recruiter who will perform the task. Ask them to locate the right candidate and job, open the evidence they need, and explain which action they are authorized to take. A configuration that looks complete to an administrator may still leave a practical handoff unclear for the person doing the work.
Separate the demonstration from the measured period
Use clearly labeled sample data for practice and keep it out of the baseline and trial output counts. Agree when measured work begins and how the team will distinguish completed, rejected, and corrected outputs. Include review and correction time in recruiter hours so the comparison does not hide work performed after the first attempt.
If the workflow or participating team changes during the pilot, record the change and its date. Discuss whether the comparison remains useful or needs a revised period. Do not report a multiplier without the underlying counts, hours, acceptance criteria, and approval. The baseline glossary and measurement article explain how to keep those definitions consistent.
Confirm the decision meeting
Before beginning, agree who will review the evidence at the end and which questions need a decision. These may include whether the workflow is useful, what setup remains, and whether a commercial continuation should be proposed. Record those proposed decisions separately from any commitment already approved in writing. The end-of-pilot help article provides a practical agenda for that review.