Optimising AbilitiesRecruitment and onboardingDesign draft

The Agent Relay

Directors drop resumes into three site folders. Seven Claude agents carry each person from resume to rostered worker, and the OA team checks, confirms and decides at set points along the way. Agents do the legwork; people make every decision.

Select an agent to open its workflow. No agent is live yet.

The whole relay, resume to rostered shift

Select an agent box to open its detail.

Agent does the work OA team step Applicant or worker Director gate: nothing moves until decided Dotted lines: work passes back and forth

Read left to right. The agents lane carries every person from stage to stage; each dotted drop shows where a person confirms, calls, checks or decides before the agent carries on. Scroll sideways on a small screen.

The process in eight moves

Words used on this page

For the team: what each term means in plain words

Term	What it means
Agent	A Claude assistant that does one part of the job on a schedule, for example Alpha checks pre-screens. Agents never make the final decisions; people do.
Register	The Excel workbook on SharePoint that tracks every applicant (Recruitment Register) or every new worker (Staff Register). One row per person.
Actions sheet	Your to-do list inside the register. Every time an agent needs a person to confirm, call or check something, it adds a row there.
Action update form	The short form you use to say you've done an action and what happened. It's linked from every Actions row and every line of the morning brief.
Gate 1	The first director decision, straight after the interview. Pene or Bree check the NDIS screening in the portal and decide whether the applicant can meet the participant.
Gate 1 pack	The one email Pene and Bree get for gate 1: the first part of the Catalyst Profile, with everything they need to decide, in one place.
Gate 2	The second director decision, after the meet and greet: whether to offer the job, and at what pay point, site and shifts.
Gate 2 pack	The one email the directors get for gate 2: the finished Catalyst Profile, with references and all three meet and greet feedback forms.
Catalyst Profile	OA's one-page summary of an applicant. Beta starts it after the interview, Charlie finishes it after the meet and greet. It goes into the staff file if they're hired.
Client match	How well the applicant fits the participant's written needs and the site's shifts. Each need is marked Met, Partly, Not met or Unknown.
Morning brief	The 7:00 email from Zulu telling each person what they need to do today, with names and register numbers.
Resubmission	When something in a pre-screen is missing or out of date, we ask the applicant to send just that item again through a short upload form. They have 48 hours.

What the team will see

Mock-ups with example data only. No real applicants.

Google Drive · Admin Optimising Abilities

Recruitment Pipeline
- 00 Drop resumes here directors only
  - Morningside
  - Arundel
  - Orkney high intensity
- 01 Contacted for pre-screening Alpha
- 02 Pre-screen received Alpha
- 03 Interview Beta
- 04 Clearance and meet and greet Charlie
- 05 Hired, moved to staff file Charlie to Delta
- 90 Closed kept to retention date
  - 2026-09 September 2026 by the month the row closed
  - 2026-10 October 2026
- 99 Needs a person admin

How to read the register

The new Recruitment Register keeps the layout of your Quality Management System Register: one row per person, the name in the first column, and each stage across the page in order. Scan down the names, then read along a row to see where that person is.

Two things are new. A Where they are now group shows the current stage, the next action, who holds it and who confirmed the last step. And a Stage History tab records every change with who made it, so the stage columns can never quietly disagree.

Phone, email, availability and licence columns sit further right, as they do in the QMS now. Suburb shows here for travel; the full street address sits in the contact columns at the far right. Age is worked out from the date of birth each day. Community access comes from licence and car against the rule on Lists and Rules.

Recruitment Register · Applicants tab (same layout as the QMS Recruitment tab)Example rows

Applicant											Pre-screening				Interview				Gate 1: NDIS check and meet and greet approval					References	Meet and greet					Directors gate 2		Where they are now					Last contact
Applicant name	No.	Suburb	Date of birth	Age	Licence	Car	Community access	Position	Area	Source	Status	Date	Following up on	Day 8 call	Status	Date	Interviewer	Client match	NDIS screening no.	NDIS expiry	Portal check (who, when)	Decision	Date	References	Status	Date	Staff feedback	Applicant feedback	Participant feedback	Decision	Date	Current stage	Next action	Owner	Waiting on	Confirmed by	Date
Example A	R-0412	Southport	14/03/1996	30	Open	Yes	Eligible	Low Support SW	Arundel	SEEK	Followed Up	24/09	Pre-screen not returned. Reminder 2 sent 28/09; last chance due 01/10.	Due 02/10 if still no reply	not yet			Not yet assessed	not yet		not yet	not yet		not yet	not yet		not yet	not yet	not yet	not yet		Pre-screen sent	Last chance, Day 7	Alpha	Applicant	Not needed	24/09
Example G	R-0416	Camp Hill	22/07/1989	37	Open	No	Not eligible: no car	Low Support SW	Morningside	SEEK	Resubmission Request	27/09	CPR certificate: the one sent is dated 12/03/2025, older than 12 months. Waiting for admin to confirm; Alpha sends the request within the hour.	Not needed	not yet			Not yet assessed	not yet		not yet	not yet		not yet	not yet		not yet	not yet	not yet	not yet		Resubmission requested	Confirm resubmission	Admin	Admin	Admin, 27/09	26/09
Example B	R-0409	Carina	05/11/2001	24	P2 provisional	Yes	To confirm: insurance on a P licence	Low Support SW	Morningside	SEEK	Passed	25/09	Nothing outstanding	Not needed	Invited	26/09		Potential match on pre-screen: weekday mornings suit the site; to test at interview	not yet		not yet	not yet		not yet	not yet		not yet	not yet	not yet	not yet		Interview invited	Booking reminder, Day 3	Beta	Applicant	Admin, 26/09	26/09
Example C	R-0398	Example suburb	30/01/1993	33	Open	Yes	Eligible	High Intensity SW	Orkney HI	SEEK	Passed	19/09	Nothing outstanding	Not needed	Attended	25/09	Interviewer 1	Partly: nights and weekends Met; high intensity experience Met; overnight comfort to test at M&G	WS-0000000	14/05/2029	To check: Pene or Bree	Awaiting		1 of 2 back	not yet		not yet	not yet	not yet	not yet		Awaiting gate 1	Verify NDIS, approve M&G?	Pene or Bree	Directors	Interviewer, 25/09	25/09
Example D	R-0385	Helensvale	18/09/1985	41	Open	Yes	Eligible	Low Support SW	Arundel	Referral	Passed	12/09	Police check (willing to obtain), reminder sent 20/09	Not needed	Attended	17/09	Interviewer 2	Potential match: personal care and manual handling Met; Auslan Unknown	WS-0000001	02/03/2030	Verified and linked: Bree, 18/09	Approved for M&G	18/09	2 of 2	Scheduled	28/09	Due at finish, 28/09	Due at finish, 28/09	Due at finish, 28/09 (site phone)	not yet		M&G booked	Reminders on the day	Charlie	Applicant	Admin, 24/09	24/09
Example E	R-0377	Cannon Hill	09/04/1998	28	None	No	Not eligible: no licence	Low Support SW	Morningside	SEEK	Passed	02/09	Nothing outstanding	Not needed	Attended	08/09	Interviewer 1	Match: all 5 written needs Met; interviewer agrees	WS-0000002	11/08/2028	Verified and linked: Pene, 09/09	Approved for M&G	09/09	2 of 2	Attended	14/09	Positive: calm, followed the routine, good rapport	Keen; comfortable with sleepovers	Happy to work with them (via site phone)	Approved to hire	16/09	Hired: transferred	Onboarding (Staff Register)	Delta	None	Directors, 16/09	16/09

Status words match the QMS dropdowns wherever the stage is the same (Sent, Followed Up, Passed, Resubmission Request; Invited, Booked, Attended, Did Not Attend; Invited, Scheduled, Attended). NDIS screening numbers shown are made-up examples. Gate 1 is one step: Pene or Bree check the number and expiry in the NDIS Worker Screening portal, link the worker, then approve the meet and greet. Dates are day/month. Scroll right to see every stage; the name column stays in view.

7:00 morning brief · recruitment teamExample, Monday 28/09

From Zulu via recruitment@ · To admin and interviewers · Subject: Recruitment brief, Mon 28/09: 7 actions for you today

At a glance: 4 pre-screens came in and all 4 are reviewed · 2 resubmissions open · 2 interviews today, 2 more this week · 4 people still to book · 2 ready to close with your OK · 17 messages sent by agents since Friday.

Your actions today 7

Example F, R-0415, Morningside: confirm Alpha's recommendation, interview.
Example G, R-0416, Morningside: confirm resubmission (CPR older than 12 months). Alpha sends the request within the hour of you confirming.
Example H, R-0417, Arundel: confirm resubmission (Safe Eating module missing). Alpha sends it on confirm.
Example W, R-0400, Arundel: call today. No interview booked in 7 days. Offer a Teams interview, or a phone interview instead.
Example X, R-0414, Morningside: Day 8 call. Pre-screen not returned. Check our emails arrived and whether they are still interested in the Low Support role.
Example D, R-0385, Arundel: meet and greet today 10:00. Confirm the on-shift worker has the checklist.
resume_jsmith.pdf, Arundel folder: no email or mobile, so no register number yet.

Pre-screenings 4 in, 4 reviewed

Reviewed by Alpha: interview 1, resubmission 2, not suitable 1. All four waiting on your confirm (above) or a director (below).
Still waiting on the applicant: 11 sent, oldest 9 days. 3 reminders go out today, 1 last chance.
Example A, R-0412, Arundel: reminder 2 sent 28/09. Last chance due 01/10.

Resubmissions 2 open

Example G, R-0416: CPR. Waiting for your confirm (above); Alpha sends it within the hour.
Example L, R-0405: all items received 22/09, accepted. Now recommended for interview.
Example N, R-0393: first aid, round 2. Sent 12/09, reminder 13/09, called 14/09 (voicemail), nothing back. Needs a person: no third request is sent; admin proposes a close or holds.

What agents sent since Friday 17

Pre-screen reminders 6 · interview reminders 3 · booking chasers 2 · referee requests 2 · referee reminders 1 · resubmission reminders 1 · meet and greet reminders 2.
Every message is also on that person's line in Notes, with the date.
Invites and resubmission requests go out automatically once confirmed; nothing waits in Drafts.

Ready to close, needs your OK 2

Example K, R-0419, Orkney HI: pre-screen reviewed. Does not match the profile: no NDIS Worker Screening clearance, no high intensity experience. Needs a director.
Example P, R-0402, Morningside: no reply to the pre-screen after 10 days; Day 8 and Day 9 calls unanswered, voicemail left. Admin can close on Friday's bulk close-out.
Nothing closes until the Actions row is approved. No unsuccessful message is ever sent; the row closes quietly with the reason recorded.

Interviews today 2

10:30 · Example Q, R-0418, Morningside · Teams · Interviewer 1 · path B. Pack sent 7:00.
14:00 · Example S, R-0421, Arundel · Teams · Interviewer 2 · path A. Pack sent 7:00.

Interviews this week 2

Tue 29/09 11:00 · Example T, R-0411, Orkney HI · Teams · Interviewer 1.
Thu 01/10 13:00 · Example U, R-0413, Morningside · Teams · Interviewer 1.

Still chasing for an interview 4

Example W, R-0400: invited 21/09. Day 3 reminder sent 24/09. Day 7 call today (your action).
Example B, R-0409: invited 26/09. Day 3 reminder goes out tomorrow.
Example V, R-0406: invited 25/09. No reminder due yet.
Example J, R-0401: phone interview being booked after today's call; confirmation to follow.

Checks and meet and greets 3

Example D, R-0385: meet and greet today 10:00, Arundel. Feedback forms go at finish.
Example C, R-0398: reference 2 still out, reminder sent 27/09. Gate 1 with Pene or Bree.
No meet and greet is booked without NDIS verified at gate 1.

Onboarding blockers 1

Example E, R-0377 (Staff Register): 4 of 6 induction modules done, police check not received. Cannot be cleared to roster yet.

First shifts 2 this week

Example AA, S-0158: first independent shift today 14:00, Morningside. Confirmed YES 27/09 14:20. Rostering marks Attended tomorrow.
Example O, S-0157: buddy shift Tue 29/09 7:00, Arundel. Roster seen 25/09; Delta sends the 24-hour confirmation at 7:00 today.
Not confirmed: none. Cannot attend: none.

Staff training, from Echo's daily check 2 to action

Example I, S-0122: manual handling overdue since 01/09. Attempt 1 was 70%; the targeted quiz went 22/09 and is not back. Check in with them today.
Example Z, S-0130: PEG feeding practical sign-off missing. Book a qualified assessor.
Follow up: 3 staff sent training and not finished; 5 renewals due in the next 30 days, sent automatically.
Third-attempt HR reviews: none. Completed this week: 6 modules, 4 certificates filed.

Every line names the person, their number and site, the last thing sent to them and when. Sections with nothing in them say "None today" so you know they were checked.

7:00 morning brief · directorsExample, Monday 28/09

From Zulu via recruitment@ · To directors@ only · Subject: Directors' brief, Mon 28/09: 2 decisions waiting

At a glance: 2 decisions waiting · 23 people in the pipeline · 2 interviews today · team met 91% of time standards last week · all 7 agents ran · 1 staff NDIS clearance expires within 60 days.

Decisions waiting 2

Gate 1 · Example C, R-0398 · High Intensity SW · Orkney HI · pack sent 25/09 14:10, waiting 1 business day

NDIS screening no.	WS-0000000 (example)	Expires	14/05/2029
Name on clearance	Matches photo ID and resume	Portal	Not yet verified: check and link
Qualifications	Cert IV Disability (sighted); First Aid and CPR current; 4 of 4 NDIS modules	Experience	4 years disability support, 2 in high intensity (PEG feeding, behaviour support plans); aged care before that
Interview	Attended 25/09, signed by Interviewer 1	References	1 of 2 back, recommend
Shifts they can work	Nights Mon to Thu; Sat and Sun days	Participant needs	Partly: overnight comfort to test at M&G
Open shifts they could fill	2 of 3 open at Orkney HI: Tue night, Sat day	Can't cover	Fri night (the third open shift)
Proposed pay	L2 PP1	Links	Catalyst Profile part 1 · clearance · photo ID

Close as not suitable · Example K, R-0419 · Orkney HI · reviewed 25/09, admin agreed 26/09

No NDIS Worker Screening clearance, no high intensity experience, 2 of 4 NDIS modules. Nothing closes until you approve on Actions, and no unsuccessful message is sent.

Pipeline by stage and site

	Morn.	Arun.	Ork. HI
Pre-screen out	6	4	1
To confirm	2	1	0
Resubmission	1	1	0
Interview stage	2	3	1
Gate 1 to gate 2	0	1	1
Onboarding	1	0	0

This week

Interviews: 5 (2 today). Meet and greets: 1 (Example D, R-0385, Arundel, today 10:00).
Offers out: 0. Starting: none booked.
Onboarding: Example E, R-0377, blocked on police check and 2 induction modules.
Pre-screen outcomes this month: interview 9, resubmission 4, not suitable 3.

Team performance, last week

Step (time standard)	On time
Admin confirms (1 business day)	11 of 12
Recommendations confirmed (1 business day)	12 of 12
Day 7 calls made (same day)	2 of 2
Write-ups signed (same day)	4 of 5
Reference judgements (1 day)	2 of 2
Director gates (1 day)	3 of 4

Overdue now: 1, a write-up for Interviewer 2 from 24/09.
Median days: resume to interview 8, interview to gate 1 1, resume to hire 19.
Interview attendance 5 of 6; one no-show rebooked.

Agent performance, last 7 days

Agent	Runs	Notes
Alpha	18 of 18	12 reviews; admin changed 1 recommendation
Beta	55 of 55	5 write-ups; interviewers edited 2 (minor)
Charlie	21 of 21	3 gate packs; 4 referee chases
Delta	10 of 10	1 KoalaOne step handed to admin
Echo	7 of 7	9 quizzes marked, 1 remediation sent, 4 certificates filed
Foxtrot	7 of 7	3 expiry reminders
Zulu	14 of 14	2 contradictory rows found and fixed by admin

Messages sent 64 · messages sent on confirmation 12 · messages blocked as repeats 0.

Compliance watch

Staff NDIS clearance expiring within 60 days: 1 (Staff S-0142, 19/11/2026). Renewal reminder sent 20/09.
Staff training overdue: 1 (Example I, S-0122, manual handling, remediation under way). Renewals due in 30 days: 5. Third-attempt HR reviews: none.
First shifts at risk (not confirmed or cannot attend): none. Did not attend: none.
Do not roster flags: none.
Cleared to roster this week: 0.

Stuck over 2 days 1

Example N, R-0393: resubmission round 2 unanswered since 12/09, called 14/09. Held by admin.

Example numbers only. Team figures come from the Done times on the Actions sheet and show steps against the time standards by role, not a ranking of people. They are only as accurate as the form entries.