Automating outreach for a recruitment agency
How a recruitment agency cut campaign prep from days of manual research to 7 days end-to-end — saving 15+ hours per campaign and lifting reply rate to 27% with dynamic, signal-based personalisation.
What was in the way.
The agency's prospecting process was time-consuming — even dozens of hours of research for a single campaign. It required manually searching job posting portals and manually verifying whether each offer was still active. Personalising messages required copying data and creating individual mentions — which didn't scale. Even with a manually prepared list of recruiting companies, contacts to the people actually responsible for hiring were missing.
- Dozens of hours of manual research per campaign
- Manual portal scanning and listing-activity verification
- Copy-paste personalisation that didn't scale beyond a few sequences
- No HR / hiring-manager contacts on hand-built company lists
How we ran the play.
- Phase 101
Source list + portal scanning
Built a list of production companies with website links, fed into Clay. AI agents scanned company sites, Google, Indeed, Pracuj.pl, Jooble, and LinkedIn for active job postings.
- Phase 202
AI-powered listing verification
Automated verification of each posting's activity, publication date, platform, and location — eliminating the manual work of checking whether an offer was still open.
- Phase 303
Dynamic personalisation in Clay
Structured Clay columns drove dynamic personalisation per recipient — each email referenced the specific role, posting date, and platform. No copy-paste.
- Phase 404
Contact discovery + outreach
Located contacts for HR departments and production managers (email + LinkedIn). Transfer to Woodpecker for sequenced email outreach, with LinkedIn as the secondary channel.
Receipts, with numbers.
End-to-end from list to launch — down from days of manual research.
Per campaign — automation replaced repetitive scanning + verification.
Average reply rate on personalised emails after automation rollout.
Average monthly leads from the now-active automated process.
Automation didn't replace the recruiter — it freed them. The 6-step workflow turned a research-heavy slog into a 7-day campaign launch, with dynamic personalisation that holds reply rates at 27% and a steady 11 leads per month flowing through.
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