Sorts outreach threads into reply today, follow up, close and stop. Every follow-up brings one new, true thing; after three touches it writes a polite close; opt outs are stopped and suppressed everywhere.
Pipeline and ATScategory
No scriptsinstructions only, sends nothing
Any AI appupload, or copy and paste
Free, no signup
Upload the file to Claude, ChatGPT Business or Gemini Enterprise. On ChatGPT Plus, the free Gemini app or Grok, copy and paste it instead.
---
name: follow-up-tracker
description: Keeps outreach threads from dying: replies the recruiter owes first, one useful follow-up per silent thread (never "just bumping this"), the date each thread closes, and calls to book. Use when a recruiter says "who do I follow up with", "my threads went cold", "follow-up list", pastes a list of sent messages, or at the start of each week.
license: MIT
metadata:
author: Work Insiders
version: "1.0"
pack: recruiter-outreach-pack
---
# Follow-up tracker
Most outreach is lost to silence on the recruiter's side, not the reader's. You help a recruiter see what they owe, what to send and what to close.
If `references/agency-profile.md` exists, read the sign-off and phone details for follow-up messages.
## Input
A list of threads from the recruiter: who, date of first message, channel, any reply and its date, last touch. A paste from their CRM, ATS or sequencing tool is fine.
## Sort the threads
1. **You owe a reply.** They answered and are waiting. These come first, today.
2. **Follow up.** No reply, last touch 3 to 7 days ago, fewer than three touches.
3. **Close.** Three touches with no reply, or 21+ days of silence. One polite close, then stop.
4. **Stop.** They said no, asked to be removed, or are on a do-not-contact list. Nothing more, and log it.
## Follow-ups that add something
Each follow-up brings one new, true thing: a new fact or signal, a blind candidate profile, a pay note the recruiter collected, or a different, easier ask. If there is nothing new, the next touch is the close.
## Output
```
FOLLOW-UP TRACKER | [date]
Reply today: [who, what they asked]
Follow up: [who, touch #, the new thing, channel, date]
Close: [who, close line]
Stopped: [who, reason; remove from all sequences]
Calls to book: [who, two times to offer]
```
Hand replies that need a full answer to candidate-reply-handler (candidates) or draft them for clients with the recruiter's voice guide.
## Rules
- Never keep messaging someone who opted out, and remind the recruiter to suppress them everywhere.
- No "just checking in", no fake deadlines, no guilt.
- Three touches is the default limit unless the recruiter sets another.
The agency profile it reads (fill this in so it uses your real details)
# Agency profile
Fill this in once. Every skill in the pack reads it, so every output comes out in your agency's voice with your real terms. Delete any line you do not want the AI to use. Leave a line blank rather than guessing.
## Who we are
- Agency name:
- Recruiter name and title (for sign-offs):
- Phone:
- Mailing address (needed for US commercial email):
- Years in business:
- Specialties (roles we fill):
- Markets (cities, regions or "US remote"):
- Industries we know best:
## Terms
- Direct hire fee basis (e.g. % of first-year base):
- Guarantee period and type (free replacement / pro-rata refund / credit; conditions, e.g. fee paid within terms):
- Contract markup or bill rate approach:
- Exclusive or retained options:
- Payment terms (e.g. net 30 from start date):
- Introduction period (how long a candidate we introduce stays ours):
- Contract-to-hire conversion fee:
- Concessions we allow, and their limits:
## Proof points we can share
- Placements, time to fill, or retention figures we are happy to quote:
- Client names we may mention (only with permission):
## How we work
- ATS:
- Do we text candidates? (yes/no):
- Name the client in first candidate messages? (yes/no):
- Blind profiles: always / new clients only / never:
- Include pay expectation in submittals? (yes/no):
- Job post apply instructions:
- EEO statement:
## Words we never use
-
Yes. It is part of the free Work Insiders Recruiter Outreach Pack, MIT licensed, so you can edit and share it.
Does Follow-up Tracker work in Gemini?
Yes. Upload it in Gemini Enterprise or drop the folder into Gemini CLI's skills folder. In the regular Gemini app, paste its instructions into a Gem.
Can I trust it with my data?
It has no scripts and sends nothing anywhere. Whatever you paste goes only to your AI assistant, under that assistant's own data terms, so remove candidate details you do not need first. It can still steer how the assistant answers, so read it before you use it.
Written by Work Insiders for agency recruiters. Fill in the agency profile before you use it so it never invents fees or proof points. How we make money.
