Prepare the agency around one recruiting workflow. Assign an owner for each source of information and confirm who can make changes before asking recruiters to work from it.
1. Review roles and navigation
Read Navigate InferOwl by role. Check the access needed for the first task with the workspace owner. Ask each participating recruiter to complete Set up your recruiter workspace. Individual onboarding does not replace owner administration.
2. Prepare client and facility records
Use Manage clients and facilities to organize the agency's client context. Confirm the intended facility before the team starts attaching jobs to it. Name the person who will maintain changes from the client.
3. Prepare the first job
Follow Create a job. Confirm the title, client or location, schedule, and known requirements. Keep unresolved details visible to the responsible manager. Use the appropriate draft or open status for the work that is ready.
4. Choose how candidate records will enter
For individual entry, use Create a candidate record. For a batch, follow Import candidates in bulk. Assign someone to review mappings, duplicates, and row outcomes. An upload finishing does not prove every row became a candidate.
5. Review the first handoff
Read Move candidates through a job pipeline with the manager who owns the process. Confirm how the team will handle missing information, transition reasons, and unsuccessful saves. Test with approved sample records before relying on the workflow for live work.
6. Confirm who handles questions
Show recruiters the documentation, help centre, and glossary. Ask them to report the action, visible error, and approximate time when something fails. Keep credentials and candidate records out of an initial support email.
For a proposed pilot, bring the workflow, participating roles, access needs, and baseline method to a workflow review. Connection scope and commercial terms need their own written agreement.
Make the ownership decisions explicit
Name the person who maintains client requirements, the manager responsible for the workflow, and the owner who approves access. Recruiters should know where to take an unanswered requirement or a blocked action. A shared workspace is easier to maintain when responsibility does not depend on remembering who happened to create a record.
Agree how the team will identify duplicate clients, facilities, jobs, and candidates before importing or creating them. Use a small set of representative records to test those decisions. Keep unconfirmed commercial or credential requirements with the responsible reviewer until there is a reliable source for them.
Check the setup from a recruiter's account
Ask a participating recruiter to follow the first-workflow learning path using approved sample records. Confirm that they can find the intended job, review the candidate, and access the evidence needed for the task. The owner seeing a control does not establish that the recruiter has the same access.
Check communication readiness separately from record access. A recruiter may be able to open a candidate while a sending or calling prerequisite remains unresolved. Record the specific missing capability and its owner so the team does not interpret every blocked action as a general setup failure.
Prepare an import review and recovery process
Choose who will approve mappings and inspect duplicate or invalid rows. Keep the original file and the review decisions in the approved private workspace. After the initial batch, compare created records with the source before increasing volume. Do not count every uploaded row as a completed candidate.
Agree what to do after an uncertain response. The first step should be to inspect the saved result, particularly for an import, candidate creation, or message send. Repeating an action without checking can create duplicate records or outreach and make investigation harder.
Hand over a usable operating guide
Give the team an ordered set of links for its actual workflow, plus the owner for each unresolved question. Include where to find help and what a useful issue report contains. Keep credentials, candidate records, and customer approvals in their approved private systems rather than embedding them in a public guide.
Review the setup again when the agency changes a workflow, adds a new source, or changes roles. For connection work, use the connection-methods reference and obtain a scoped agreement on supported operations and responsibilities. For a proposed pilot, use the pilot-preparation checklist to add measurement and decision requirements to the same practical foundation.