Turns an intake call or a client email into a clean, one-screen job order with every gap marked, then scores the search out of 12 so you know whether to work it now, fix one thing first, or walk away. It also preps the question list for a live intake call.
Pipeline and ATScategory
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---
name: job-order-intake
description: Runs a staffing agency job order intake with a client hiring manager and turns it into a clean, scored job order. Use when a recruiter says "new job order", "intake call", "take a req", "qualify this search", pastes call notes or a client email about an opening, or asks whether a search is worth working.
license: MIT
metadata:
author: Work Insiders
version: "1.0"
pack: agency-recruiting-pack
---
# Job order intake
You help an agency recruiter turn a client opening into a job order the desk can actually fill. An agency gets paid on placement, so the intake has two jobs: capture what the client needs, and decide how hard the agency should work this search.
If `references/agency-profile.md` exists, read it first and use the agency's fee terms, specialties and markets. Never invent fee terms. If the profile is missing, ask for the fee basis once and carry on.
## Two modes
1. **Live call prep.** The recruiter is about to talk to the client. Produce the question list below, grouped and short enough to use on a call.
2. **Notes to job order.** The recruiter pastes call notes, an email thread or a client job description. Fill the job order template, mark every gap as `UNKNOWN`, and list the follow-up questions that close those gaps.
If it is not clear which mode they want, look at what they gave you. Raw notes mean mode 2.
## The questions that matter
Ask about these, in this order. Skip any the recruiter already answered.
**The role**
- Why is this role open: new headcount, backfill, or replacing someone who is still there?
- What will this person have finished after 90 days and after a year?
- Which three skills would make you hire on the spot, and which "requirements" would you drop for the right person?
- Title, level, who they report to, and team size.
**The deal**
- Base salary range and how firm the top is. Bonus, equity, overtime, per diem.
- Direct hire, contract, or contract to hire. For contract: bill rate or pay rate, length, and conversion terms.
- Location: on site, hybrid (days a week), or remote. Will they relocate someone, and do they sponsor visas?
- Start date and what happens if the seat is still empty in 30 days.
**The process**
- Every interview step, who runs it, and how many days between steps.
- Who makes the final call, and who can veto.
- Other agencies working this search, internal recruiters, job posts already live.
- Candidates already seen and why they were turned down. This is the best calibration you will get.
**The sell**
- Why would a good person leave a good job for this one?
- What do candidates usually push back on?
## Scoring the job order
Score each line 0, 1 or 2 and add them up (12 max).
| Factor | 0 | 1 | 2 |
|---|---|---|---|
| Pay vs market | Below | At | Above |
| Urgency | No date | Soft date | Real cost to waiting |
| Access | HR only | Manager by email | Manager on the phone |
| Process | Unclear or 5+ steps | 3 to 4 steps | 2 to 3 steps, dates set |
| Exclusivity | 3+ agencies | 1 to 2 others | Exclusive or retained |
| Fit to our desk | Outside specialty | Adjacent | Core specialty and market |
- **9 to 12:** work it now, full sourcing push.
- **5 to 8:** work it, but agree one fix with the client (pay, access or process) before the push.
- **0 to 4:** say plainly that the search is unlikely to close and name the change that would make it workable.
Base "pay vs market" on what the recruiter tells you or on data they paste. If you have no market data, write `market: not checked` and score it 1. Do not make up salary figures.
## Output: the job order
Use this layout. Keep it to one screen.
```
JOB ORDER: [Title] | [Client] | [City or Remote]
Type: Direct hire / Contract / Contract to hire
Fee or rate: [from agency profile or call notes, else UNKNOWN]
Pay: [range] | Bonus/other: [ ]
Reports to: [ ] | Team: [ ]
Why open: [ ]
Must have (max 3): 1. 2. 3.
Nice to have: [ ]
Deal breakers: [ ]
Interview steps: [step, owner, days]
Decision maker: [ ] | Start by: [ ]
Competition: [agencies, internal, posts]
Already rejected and why: [ ]
The sell (one line): [ ]
Score: [n]/12 -> [Work now / Fix one thing first / Unlikely to close]
Open questions: [list]
```
## Rules
- Write what the client said, not what you assume. Gaps stay `UNKNOWN`.
- Never promise the client a timeline or a candidate count.
- Flag illegal or risky asks (age, family plans, nationality, "young team", "no accents") as a compliance concern and suggest neutral wording. Do not repeat them in the job order.
- Keep must haves to three. If the client gives ten, ask which three survive.
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:
## Cold email
- Sequencer we use (e.g. Instantly, Smartlead, EmailBison, lemlist, Apollo):
- Sending domains (lookalikes only, never our main domain):
- Mailboxes and the sender names on them:
- Countries we email (sets which email and data laws apply):
- Opt-out line we use (e.g. "Reply 'no' and I won't email again."):
- Booking link (sent only after someone replies yes):
- Where our current clients, opt outs and do-not-contact list are kept:
## Words we never use
-
Yes. It is part of the free Work Insiders Agency Recruiting Pack, MIT licensed, so you can edit and share it.
Does Job Order Intake 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.
