How a Nationwide Staffing Agency Replaced Manual ATS Searches with Automated Sourcing

This nationwide staffing agency makes permanent and contract placements and sources mainly from a large candidate database built over years of recruiting, rather than relying heavily on inbound applications. Before Asendia AI, every new role meant recruiters searching the ATS by hand, then shortlisting, texting and following up manually. Asendia now scans the entire database for each role, contacts the best matches by SMS and phone, and logs every response in the ATS, so the agency no longer spends recruiter hours on repetitive database searches.

What changed for the agency's recruiters

• Repetitive manual database searches were eliminated. Hours that recruiters spent searching the ATS now go to higher-value work.
• The entire database is evaluated for every role, so shortlists no longer depend on what the ATS's limited search returns.
• Sourcing, matching and outreach run as one automated flow. Recruiters no longer move candidates into a separate texting platform or manage outreach sequences by hand.

Where recruiter time went before

For every new role, a recruiter searched the ATS by hand, working around search functionality that was limited and time-consuming. They reviewed candidates one by one, built a shortlist, added those candidates to a separate texting platform and managed the outreach sequence manually. The next role started the same process again.

The work consumed significant recruiter time, was difficult to standardize across the team, and made it hard to be confident that the strongest candidates had been found. For an agency whose strategy centers on its existing ATS data, its main sourcing asset was only as useful as a manual search allowed.

Matching and outreach connected to the ATS and texting platform

The agency implemented Asendia AI's internal sourcing and matching agent, connected to its ATS through API-based integrations and custom-integrated with the texting platform it already used. For every open role, Asendia interprets the job description and requirements, scans the entire ATS database, and matches candidates on skills, experience and role-specific criteria, using matching logic customized to the team's preferences. The output is a shortlist of best-fit candidates, produced the same way for every role, in place of hours of manual searching.

Asendia then generates a custom multi-touch outreach sequence. Candidates are contacted by SMS first, followed by phone calls with retries, and every engagement and response is logged back into the ATS. When a candidate meets criteria the team has set in advance, the recruiter receives a real-time notification, so strong matches reach a recruiter immediately without anyone having to monitor the system.

Recruiters checked Asendia's matches against their own manual searches and confirmed they were accurate. The team also pointed to reliable job parsing and role interpretation, flexible API integrations and a clear, usable backend. As the agency's Managing Partner put it:

What stands out is the progress on integrations and process. The system is pulling exactly what we expect from our ATS, and it's clear this is designed to automate how we search and match candidates. The backend visibility is impressive, and the parsing is working exactly as it should.

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