Every job starts with you. When a new job comes in, you set it up so you understand exactly what the client wants, and so your sourcer can start calling the next morning.

There are four steps: take the job, understand it, post the job ad, and create a task for your sourcer. Understanding the job should take 10 to 15 minutes. Don't rush it. If you don't understand the job, you can't judge whether a candidate is right for it.

New jobs are emailed to recruiters when sales closes a client. When one comes in for your trades:

1. Go to the JobAdder home page

2. Find the new job under the No Applications stage

3. Click the job to open it

4. Go to the Details tab and click Edit

5. Under Workflow, select your own workflow

6. Click Save

Important: jobs come through without a workflow, so you have to assign it every time. If you skip this, the job won't track against you.

1. Read the job description on the job card

2. Go to Airtable and download the sales call transcript for the job

3. Open Claude and run the SUR Tailored Interview Guide Generator prompt with the job description and the transcript. Save the output, because you'll use it in every internal interview for this job.

4. Read the interview guide, especially the Client Intent Summary. It picks up things the client said on the sales call that aren't in the job description.

5. Check that the job description, the transcript and the interview guide all match, especially on:

   • Pay rate and pay structure (hourly or salary, overtime, super)

   • Hours per week

   • Location

   • Accommodation, vehicle or other benefits

   • Must-have qualifications and experience

If anything doesn't match, especially pay, raise it with the sales team before the job goes to your sourcer.

1. Open your Claude job ad thread

2. Paste in the SUR Job Ad Prompt for Aus with the details from the job description

3. Read the ad before posting. Never post anything you haven't checked.

4. Name the ad Role | State, for example Electrician | Queensland

5. In JobAdder: Actions → Post Job → paste the ad → select the platforms → Post

Check each platform to make sure the ad is showing correctly.

This is how your sourcer finds out about the new job.

1. Click the job card

2. In the top right corner, click the Action drop-down and select Create Task

3. Add a task title, for example Review job

4. Set the task date and priority

5. Under Assignee, select your sourcer

6. In the Activity drop-down, select Take Job Brief

7. Click Create

Your sourcer gets a notification on the bell icon in the bottom left corner of JobAdder. They'll start calling from the next morning.

• Forgetting to assign your workflow

• Skimming the transcript, or skipping the interview guide

• Creating the task for your sourcer when the pay doesn't match across the documents

• Posting the job ad without reading it

• Forgetting to create the task, or assigning it to the wrong sourcer

VIDEO 1 of 3, INSERT LINK HERE: Taking a New Job and Assigning Your Workflow.

VIDEO 2 of 3, INSERT LINK HERE: Running the Transcript Through the Interview Guide Generator.

VIDEO 3 of 3, INSERT LINK HERE: Creating and Posting the Job Ad, and Creating a Task for Your Sourcer.

For the next live job, work through all four steps. Before you create the task for your sourcer, check with Les that your interview guide and job ad are right.

Resources: Prompt Library: SUR Tailored Interview Guide Generator, SUR Job Ad Prompt for Aus.

The internal interview is the most important conversation you have with a candidate before they meet the client. Get this right and everything after runs smoothly.

Your sourcer has already screened every candidate they book with you, so you don't need to re-check the basics. You go straight into selling the opportunity and digging deeper.

The interview is on Teams, or in person at our office if the candidate is in Auckland. The process is the same either way. Always use the interview guide you made for the job in P1. Never wing this one.

1. Open your calendar and check every internal interview booked for today

2. Send the Meeting Day Reminder SMS to every candidate booked today

1. Send the No-Show Interview Email and the No-Show Interview SMS, asking them to rebook

2. Change their status to No Show-Up

3. When they reply, rebook the interview yourself and change their status back to In Process

• Read the candidate's profile, including the sourcer's call transcript in the Activity tab. Don't ask questions they've already answered.

• Open the job description, with the selling points, must-haves and red flags ready

• Open the interview guide you made in P1. Read the Client Intent Summary again.

• Check JobAdder for client feedback from any candidate who failed the client interview for this job, and add those points to your questions

• Have the Aus Video Interview Form open in JobAdder

Before your first interview, read "How to Use the Tailored Interview Guide Without Sounding Like a Checklist" in the Coaching Guide. It shows you how to weave the questions into a natural conversation.

Every internal interview must be recorded. The recording is transcribed and summarised automatically, and the summary goes into the candidate's JobAdder profile under Activity → Notes. You don't need to take detailed notes. Stay focused on the candidate.

1. Once the candidate has joined, click the three dots (...) in the Teams toolbar

2. Select Start recording

3. Teams tells everyone the call is being recorded. This is normal.

Important: start recording before you ask any questions. If you forget, you'll have to fill in the interview notes yourself. For in-person interviews, record on Teams using your laptop or phone.

"Hey [Name], good to meet you properly. Thanks for making the time. This is just a chat so I can give you a proper rundown of the role and see if it's a good fit for where you're at."

This is the first real question in every interview. Les is firm on this: a surface answer is not good enough.

"What's making you want to make the move to Australia?"

Most candidates start with a surface answer, like better money or better weather. Ask 2 to 3 follow-up questions until you get the real reason:

• "Sure, but what would that extra money actually let you do that you can't do right now?"

• "Is there something specific driving that? A house deposit, supporting family back home, paying off debt?"

• "Why does that matter to you at this point in your life?"

The real reason tells you whether they're genuinely motivated, and gives you something to come back to when you sell the opportunity and during the cool off.

Use the selling points from the job description. Make it exciting and relevant to this candidate. Cover the company, the duties, the pay, the type of work, growth, and lifestyle in Australia.

If accommodation or a vehicle is part of the offer, know whether it's temporary or permanent, how long it lasts, and what the candidate pays before you mention it. Don't oversell it. It comes back to bite you at the offer stage.

"From what you've told me, I think this could be a really good fit for you. It's not just a job, it's a genuine opportunity to step up, earn well, and set yourself up properly."

"Does that sound like something you'd want to hear more about?"

If they're hesitant, find out why before you go on.

• "If you were to move, what's your timeframe?"

• "Would you be moving over on your own, or bringing family with you?"

• "We don't need to know your criminal history, but is there anything serious that could stop you from moving to Australia for work?"

• "Any medical conditions or restrictions we should be aware of that might affect site work?"

• "Do you have a valid passport with at least 6 months validity?"

• "Do you have any planned holidays or commitments in the next few months?"

If anything rules them out, close the call politely. If their timeframe has changed, update their Notice Period after the call. The folders will sort them.

Walk the candidate through the real costs, every time. This conversation stops dropouts after the offer.

Car: $4,000+. Total to be comfortable: around $5,000.

"Moving over costs more than most people expect. Your flight alone is $500 to $1,000. Accommodation runs $350 to $850 a week. Most people need a car within the first few weeks. So realistically, before your first pay comes in, you're looking at around $5,000 all up. Does that line up with where you're at financially?"

• Clearly ready: "Perfect. We also offer a relocation package if you want it handled for you. I'll send you the info. Totally optional. Right, let's keep going."

• Unsure: "I appreciate you being straight with me. Use the cool off period to sit down and work out the numbers. I'll send you a cost guide."

• Clearly not ready: "Thanks for being honest. If the finances aren't there right now, it's going to be tough to make this work. Let's pause, you get yourself in a better position, and we reconnect when the timing's right."

"Talk me through your experience. What have you been working on recently? Walk me through the last role or two."

Listen for gaps against the must-haves. Then ask the 3 technical questions from your interview guide, plus any client feedback points for this job.

"What's the thing that's going to keep you going on the tough days out there?"

Wrap up with three things: the cool off, referees, and police check details.

Cool off: "Before we move you to the client interview stage, I want you to take the next 2 days to properly think this through. Relocating to Australia is a big decision. I'll send you an email with a summary of the role and the relocation information. We'll touch base in 2 days and decide together whether to move forward."

Referees: ask for 2 previous supervisors, with their name, company and phone number. Stay on the call until you have them. If the candidate says they'll send them later, let them know the details need to come straight to you.

Police check details: full name, email address, date of birth, gender, phone number, and home address.

Don't put the candidate forward to the client during the cool off. Wait for the Day 2 follow-up call.

1. Complete the Aus Video Interview Form in JobAdder

2. Send the Cool Off Period Email, with the Relocation Cost Guide and the Trans-Tasman Bridge one-pager for the candidate's destination state

3. Send the Document Request Email, asking for their driver's licence, passport and trade certificate

4. Decide whether you rate the candidate. If you do, start the reference and police checks the same day (P3). If you don't, set Unsuccessful - Internal on the job card. Never click Reject.

5. Book the Day 2 follow-up call

This is a real checkpoint, not a formality. Cover:

• Financial readiness, with actual numbers

• Whether they're happy to start within 4 to 6 weeks

• Whether they're still happy with the location

• Whether they've genuinely talked it through with their partner and family

• Whether this move makes sense for where they want to be in a few years

Then:

• Keen and clear on everything: move on to the CV (P4)

• Hesitant: give them 2 more days. Don't push for a decision on this call.

• Cold or wants to pull out: let them go gracefully and update their status

• Has a concern the client could answer: tell them to raise it at the client interview, and remind them there's a second cool off once the offer comes through

See the Coaching Guide for the full Day 2 call script.

• Skipping the morning calendar check and reminder texts

• Re-asking questions the sourcer already covered. Read the transcript first.

• Accepting a surface answer for why they want to move

• Walking in without the interview guide and any client feedback

• Forgetting to record

• Ending the call without referees and police check details

• Putting the candidate forward before the 2-day cool off is up

• Clicking Reject on the job card

Shadowing first: before your first solo interview, sit in on at least 2 live internal interviews with an experienced placer. Watch how the opportunity is sold, how the money conversation goes, and how the close is run.

VIDEO 1 of 1, INSERT LINK HERE: Internal Interview, Live Recording.

After shadowing, run your first solo internal interview on a real candidate. Complete the interview form, send the cool off and document request emails, and book the Day 2 call. Check in with Les afterwards.

Resources: Email & SMS Template Library: Meeting Day Reminder SMS, No-Show Interview Email and SMS, Cool Off Period Email, Document Request Email. Coaching Guide: Internal Interview and Day 2 Follow-Up Call scripts. Aus Video Interview Form → [link]. Trans-Tasman Bridge One-Pagers → [link]. Relocation Cost Guide → [link].

After the internal interview, decide whether you rate the candidate. If you do, run two checks: references and a police check. Both must be clear before the candidate goes to the client.

Start both the same day as the interview, while the candidate is in their 2-day cool off. Don't wait for the cool off to end. Every day you wait is a day the candidate could change their mind or take another job.

If you don't rate the candidate, don't run the checks.

You need at least 2 reference checks, both from supervisors the candidate gave you in the internal interview.

When to call. Don't call one referee and wait. Work through them together:

The reference check script. Keep it casual. You want the referee to open up.

1. Open. Say their first name, confidently, not as a question: "[Referee First Name]." When they answer: "Hey, it's [Your Name]. [Candidate Full Name] gave me your number, said it's okay to run a bit of a reference check." If they want more context, keep it short and keep going.

2. The rundown. "Can you give me a full rundown please? The good, the bad, and the ugly." Then stop talking and let them go. Listen for their attitude on the tools, with the team and under pressure, for reliability and turning up on time, and for anything they mention without being asked. That's usually the most honest part. If they're short: "Yeah? What was that like day to day?" or "Anything stand out, good or bad?"

3. Skills and experience. "What kind of [trade] work were they actually doing for you?" / "Were they good at it?" / "Any muck-ups or mistakes worth mentioning?" If it sounds too perfect: "Genuinely no issues at all?"

4. If they're hesitant. If they seem cagey or want to involve HR, don't push. Note it as a flag. "No worries at all, appreciate you letting me know. If you think of anything after we hang up, feel free to flag it. Thanks for your time."

5. The close. "Hey [Referee Name], I'm pretty much looking for an excuse not to hire [Candidate First Name], because you know a bad hire costs a lot of money and time, right? Can you give me any reasons not to hire [him/her]?" Then follow up with: "Would you rehire [him/her]?" Whatever comes next, silence, hesitation or a flat yes, that's your answer. Don't fill the silence.

What to do with the result:

Log every reference check in JobAdder: the referee's name and company, what they said, and what you made of it.

Submit the police check through the Airtable form on the same day as the internal interview: [Insert Airtable form link]

You need six details, which you collected at the end of the interview:

• Full name

• Email address

• Date of birth

• Gender

• Phone number

• Home address

Important: all six are required. An incomplete form won't be processed.

Results usually come back in 24 to 72 hours.

• Clear: carry on to the CV (P4)

• Serious flag: don't progress them. Set Unsuccessful - Internal on the job card and let the candidate know we won't be moving forward.

Never click Reject on the job card.

• Reference 1 called and done

• Reference 2 called and done

• Morning no-answers called back in the afternoon

• SMS sent to any referee not reached after 2 calls

• Every reference logged in JobAdder

• No more than 1 red flag or lukewarm answer

• Police check submitted with all 6 details

• Police check back and clear

• Waiting for the cool off to end before starting the checks

• Finishing one check before starting the other. Run them together.

• Calling one referee and waiting, instead of calling them all in the morning

• Talking over the silence after the close question

• Submitting the police check with a detail missing

• Not logging each reference in JobAdder

• Clicking Reject on the job card

VIDEO 1 of 2, INSERT LINK HERE: Reference Check, Live Recording.

VIDEO 2 of 2, INSERT LINK HERE: Submitting the Police Check in Airtable.

For a real candidate you've interviewed and rate, call both referees, log the results, and submit the police check. Check in with Les once both checks are back and clear.

Resources: Email & SMS Template Library: Reference No Answer SMS. Coaching Guide: Reference Check script. Airtable Police Check Form → [link].

A well-formatted CV is what gets the client to say yes, so do it properly every time.

You have your own Claude thread for formatting CVs. You set it up once and use it for every CV after that. Claude remembers the SUR template and the rules in that thread, so you paste in the raw CV and the job details, and it does the formatting. You then check it, download it as a Word document, and upload it to JobAdder.

Two rules never change: first name only, never the full name, and no contact details. This protects our business.

1. Open Claude at claude.ai and start a new conversation

2. Type the setup message below and attach the SUR Formatted CV Template Word document:

3. Once Claude confirms, bookmark the thread. This is where you format every CV from now on.

Important: if you start a new thread, Claude loses the template. Always go back to the same thread.

1. Have the candidate's raw CV and the job description ready, especially the client's specific ask and must-haves

2. In your Claude thread, paste the SUR CV Formatting Prompt with the role details and the raw CV

3. You can also upload the candidate's internal interview transcript. Only use the parts that support the client's specific ask. Don't add everything from the transcript.

4. Check the CV before you download it:

   • First name only, and no contact details

   • Professional Summary follows the 3-part formula: role and experience, core strengths, fit with the client

   • Only the final sentence of the Professional Summary is bolded, and it reflects the client's specific ask

   • Experience is in reverse order, newest first

   • Each role shows the job title, then the company, then the dates, each on its own line, for example "2023 to present"

   • Years only for dates, no months

   • Unrelated roles are under Other Work Experience

   • Bullet dots (•) on every experience, qualification and skills line, lined up flush left with no indent

   • No em dashes anywhere

   • The SUR legal disclaimer is on the CV

   • The 2-sentence client submission blurb is included at the end

   • Nothing has been exaggerated or made up

5. Download it as a Word document and upload it to the candidate's profile in JobAdder

• Starting a new Claude thread for each CV

• Leaving in the candidate's full name or contact details

• Adding everything from the interview transcript instead of only what the client cares about

• Skipping the check before downloading. Claude does the heavy lifting, but you're responsible for what goes to the client.

• Uploading to JobAdder without checking first

VIDEO 1 of 1, INSERT LINK HERE: CV Formatting: Setting Up Your Thread and Formatting a CV.

1. Set up your Claude CV formatting thread with the setup message and the SUR Formatted CV Template

2. Format a real candidate's CV using the SUR CV Formatting Prompt

3. Check it against the checklist above

4. Download it as a Word document and upload it to the candidate's profile in JobAdder

Share the formatted CV with Les before it goes to any client.

Resources: Prompt Library: SUR CV Formatting Prompt. SUR Formatted CV Template → [link].

The formatted CV is ready. Now get it in front of the client and get the interview booked as fast as possible.

Client submission has three parts: send the CV with a strong endorsement, give the candidate a heads-up, and follow up by phone until the interview is booked. Our aim is simple: get candidates in front of the client straight away.

We follow up by calling, not emailing. A call is harder to ignore than an email, and you can book the interview on the spot instead of waiting for a reply. Emails only go out when a call isn't answered.

Use the Endorse Candidate + Suggest Meeting email template.

• Attach the formatted CV

• Include the 2-sentence client submission blurb from the CV formatting (P4)

• Pick an interview day and end the email with: "Will [Day] [Date] morning or afternoon work for you?"

• Change the candidate's status in JobAdder to "Submitted to Client"

Important: always write the day and date in the client's timezone.

Straight after sending the endorsement email, text the candidate using the Candidate Heads-Up SMS. Tell them the interview day, and ask them to keep both the morning and afternoon free while you wait for the client to confirm the exact time.

Important: convert the morning and afternoon to NZ time. NZ is 2 to 5 hours ahead of Australia, depending on the state and daylight saving, so a Perth morning can be a NZ afternoon.

Once the client confirms the exact time, go to P6 and book the interview.

Call the client using the CV Follow-Up Phone Call Script. Check they've seen the CV and book the interview on the call.

• Answered and keen: lock in the exact time before you hang up, then book it in JobAdder (P6). No email needed, because JobAdder sends the invite.

• Answered but vague: ask if they're still actively hiring for the role. If it's not a priority, let them know you'll put the candidate forward to another client.

• No answer: send Email 1: Just Tried Calling straight away.

If the CV went out on a Friday, make this call on Monday.

Call the client again. Same goal: book the interview on the call.

• Answered: same as Call 1. Lock in the time, or ask if they're still actively hiring.

• No answer: send Email 2: Still Need a [Role Title]? straight away. It lets the client know that if hiring isn't a priority right now, you'll put the candidate forward to another client.

Don't wait. If you have other clients the candidate suits, put them forward straight away. Log the outcome in JobAdder.

If the day you suggested in the endorsement email has already passed by the time you reach the client, offer a new day and send the Candidate Heads-Up SMS again, so the candidate keeps the new day free.

Use the Endorse Candidate: 2nd Attempt template instead of the normal endorsement email. It acknowledges the client's earlier feedback and shows you've acted on it.

• Forgetting to text the candidate after sending the endorsement email

• Writing the interview day in NZ time for the client, or in Australian time for the candidate

• Following up by email instead of calling. Emails only go out after a missed call.

• Hanging up without trying to book the interview

• Accepting a vague maybe from the client. Push for a time or a clear no.

• Holding a candidate for a client who isn't responding when another client could meet them now

• Forgetting to update the candidate's status in JobAdder

No video for this section. The steps and templates above cover it. If you have questions, check in with Les.

Once you've sent a CV to a real client, send the candidate their heads-up and work through the calls until the interview is booked or you move the candidate on. Log every step in JobAdder: the date, how you got in touch, and what happened.

Resources: Email & SMS Template Library: Endorse Candidate + Suggest Meeting, Candidate Heads-Up SMS, CV Follow-Up Phone Call Script, Email 1: Just Tried Calling, Email 2: Still Need a [Role Title]?, Endorse Candidate: 2nd Attempt.

This is where your work pays off. The candidate meets the client, and you make sure it goes well.

There are three parts: getting the interview booked, sitting in on it, and finding out the result. You're not a bystander in the client interview. You're there to make sure the conversation goes the right way.

One rule protects the business: always book the client interview as a Contact Candidate Meeting in JobAdder. This sends the client and the candidate separate invites, so neither sees the other's contact details. Never put both on the same invite.

1. When the client confirms the exact time, text or call the candidate to make sure they can make it before you book anything

2. Move the candidate to the Reference stage on the job card

3. Book the interview in JobAdder:

   • Hover over the candidate's name and click the three dots beside it

   • Select Schedule Event, then Interview

   • Fill in the Event date, Start time and End time

   • Under "Looks like you are scheduling a...", select Contact Candidate Meeting

   • Click Save Event

4. Text the client to let them know the invite has been sent

5. Send the candidate the Candidate Prep Email, with the meeting link, the client contact's name, and the top 3 things the client wants from the job description

6. Send the Candidate Prep SMS, a shorter version of the same thing

When you click Save Event, JobAdder automatically sends two separate emails, one to the client and one to the candidate. You don't need to send an invite yourself.

You sit in on every client interview. Your job isn't to run it. It's to introduce the candidate, follow how it's going, and step in when it needs a nudge.

Opening: "[Client name], this is [Candidate first name]. [Candidate], this is [Client name] from [Company]. I'll let you two get into it. I'm just here to help the conversation along if needed."

Stepping in:

• If the candidate is struggling: "[Candidate], you mentioned to me that you can do [x, y, z]. Can you walk [Client] through how you approach that on site?"

• If the client needs more: "[Candidate], [Client] is looking for someone who will commit to at least 24 months in this role. Is that something you see yourself doing?"

Your goal is to set things up for a yes, by guiding the conversation without taking it over.

Ask the candidate to drop off the call: "Thanks [Candidate], we'll be in touch very soon. I'm just going to have a quick chat with [Client] now."

Then debrief with the client: "What did you think? Does [Candidate] tick the boxes for you?"

If the client says yes:

1. Confirm a possible start date with the candidate. Allow for the 2-day offer cool off and the time they need to move.

2. Straight after the debrief, send the client the Post-Client Interview Email with Candidate Details. It gives them the candidate's full name and possible start date for the offer letter, and asks them to add the temporary accommodation and vehicle arrangements to the offer letter.

3. Ask when they can send the offer letter

4. Update the candidate's status in JobAdder

5. Call the candidate to let them know they passed, and that you'll be in touch once the offer letter comes through

If the client says no:

1. Ask for specific feedback: "Just so I can improve the next batch, what was missing for you?"

2. Log the client's feedback on the job in JobAdder. It becomes part of the screening for every new candidate for this job.

3. Set Unsuccessful - Client on the job card. Never click Reject. The candidate stays in whichever folder matches their availability, and you decide what to do with them next.

4. Send the candidate a rejection email. Use Claude to write it, including the client's actual feedback.

5. For your next candidate for this job, use the Endorse Candidate: 2nd Attempt template (P5)

Every conversation ends with a date, never "I'll get back to you." Before you hang up from the debrief, always ask: "When can we expect a decision by?" If that date passes, follow the contract follow-up cadence (P8).

• Putting the client and candidate on the same invite. Always use Contact Candidate Meeting.

• Sitting back during the interview instead of stepping in when it's needed

• Forgetting to send the Post-Client Interview Email after a yes

• Not asking for specific feedback after a no, or not logging it for the next candidates

• Clicking Reject on the job card

• Ending the debrief without a date for the decision

• Sending a generic rejection email instead of one with the client's actual feedback

VIDEO 1 of 1, CONFIRM USABILITY: Client Interview, Live Recording. Check with Les that this recording can be used before sharing the playbook.

This needs a live job and a real client interview, so you won't do it in your first week. When you get there:

1. Confirm the exact time with the candidate once the client confirms

2. Book the interview as a Contact Candidate Meeting, then send the candidate the prep email and SMS

3. Sit in on the client interview. For your first one, shadow an experienced placer.

4. Run the debrief, then send the Post-Client Interview Email after a yes, or log the feedback after a no

5. Always leave the debrief with a date for the decision

Resources: Email & SMS Template Library: Candidate Prep Email and SMS, Post-Client Interview Email with Candidate Details. Coaching Guide: Client Interview script.

This is the finish line: get the signed contract back and place the candidate in JobAdder.

When the client sends the offer letter, you manage everything from there. You check the offer, let the client know you've got it, send it to the candidate through DocuSeal, give the candidate a 2-day cool off, run the Welcome & Relocation Chat, and place the candidate in JobAdder.

Your part ends when you place the candidate. That automatically starts onboarding and sends the handover emails to the client and the candidate. From then on, the admin team takes over.

Before you do anything else, run the Offer Letter Review Prompt with the offer letter and the job description.

It always tells you first whether the candidate is paid hourly or by salary, and if it's a salary, what that works out to per hour. Then it checks for:

• Hard stops: casual employment, no guaranteed hours, no notice during probation, a salary with no paid overtime, or a pay type that isn't clear

• Things to discuss with the client: pay that doesn't match the job description, super included in the rate, a change from hourly to salary, promised benefits missing, clauses that could move the candidate to other sites, harsh probation terms, and deductions nobody mentioned

What to do with the result:

• Hard stop: stop. Raise it with the client before the candidate sees anything.

• Discuss with client: go through each one. Items marked [Recommended] should usually be raised. Items marked [Optional: your call] are up to you, and are often standard wording that may never be used.

• Offer letter looks incomplete: get the full document before going any further

• All clear: go to Step 2

Why the pay check matters: with a salary and no paid overtime, the candidate isn't paid for any hours past their normal weekly hours, even if they work them. We've had a candidate sign one of these. Catching it here protects our candidates.

Reply with the Offer Letter Received Reply template on the same day the offer letter arrives. Tell them you'll get it to the candidate that day and follow up once it's signed.

1. Log into DocuSeal

2. Click Create to start a new document

3. Name it [Your Name] - contract for candidate

4. Click Upload and select the offer letter from the client

5. Add a Signature Field for the candidate

6. Click Send

7. Go to the Detailed tab

8. Fill in: Candidate Name, Name of the Company, Location, Start Date, Client First Name

9. In the email fields, add the candidate's email and the client's email

10. Untick "Send Email". The automation team's setup needs this to work properly.

11. Click Add Recipients

Once you click Add Recipients, DocuSeal automatically emails the candidate the offer with a link to sign.

Important: the candidate can sign straight away. That doesn't replace the call in Step 4. Every candidate gets the call, whether they've signed or not.

As soon as the offer has gone through DocuSeal, call the candidate. This call does three things: tells them the offer has arrived, explains the 2-day cool off, and books the Welcome & Relocation Chat for 2 days' time.

1. Share the good news. "Hey [Name], it's [Your Name] from Stand Up. Good news, we've got your letter of offer through from [Client]. This is the big one. This means [Client] wants to bring you on board in Australia."

2. Explain the cool off. "Now before anything gets signed, we give you a 48-hour cool-down period. That's non-negotiable on our end, and it's there for you. It's your time to sit with the contract properly, talk to your partner or family, and be honest with yourself about timing, location, and what this move actually means for your life. We'd rather you take those 48 hours and be certain than rush it and regret it."

3. Explain what's in the email. "You'll get an email from us in the next few minutes with three things in it: your letter of offer from [Client], with the pay, start date, all of it. Our terms of business, which are standard Stand Up terms. And a relocation guide. Have a proper read of that one, because it covers your bank details, your tax file number, and all the admin you'll need sorted. In 48 hours you'll be on a call with me and someone from our pastoral care team, going through that guide step by step, so if you've already read it, the call moves a lot faster."

4. Book the Welcome & Relocation Chat. "So let's lock that in now. We're talking [today], so 48 hours takes us to [day]. What time suits you on [day]? Great, I'll send you a Teams invite for [day] at [time]. That's you, me, and our pastoral care team."

5. End on a high. "[Name], before I let you go, we're genuinely excited to have you on board. This is a massive step and we can't wait to see you thrive over there. Talk soon!"

Once it's booked, send the Welcome & Relocation Chat Email to confirm the date, time and Teams link.

A video call with you, the candidate and the pastoral care team, 2 days after the offer goes out. Every candidate has this call, whether they've signed or not.

The call is to talk through the candidate's move: their finances, their start date and their location, with the team who'll help them through it. You also go through the Relocation Guide together. If something comes up that's a dealbreaker, let the client know and work out what to do next.

Don't just wait. If the signed contract hasn't come back in a reasonable time, call or message. If the client is holding things up, follow the contract follow-up cadence (P8).

As soon as you have the signed contract and ID, place the candidate. This starts onboarding and sends the handover emails to the client and the candidate automatically.

1. Go to the candidate's profile in JobAdder

2. Click the three dots menu

3. Select Place Candidate

4. Fill in these four fields:

Start date: the date the candidate and client agreed.

Total fee: SUR charges either a flat fee, or 15% of the candidate's full yearly pay including super. Check the job description for which one applies and for the client's super rate. Super rates differ between clients, so never assume. If the rate isn't in the job description, ask the client before placing.

To use the super rate: 12% super means × 1.12. 11% super means × 1.11.

Example: $45 an hour, 40 hours a week, 12% super. $45 × 40 × 52 = $93,600. Then × 1.12 = $104,832. Then × 15% = $15,724.80. At 11% super, the same job comes to $93,600 × 1.11 × 15% = $15,584.40.

Application status: pick the relocation option: Full relocation package (East Coast), Full relocation package (SA), Full relocation package (WA), or No relocation package.

If you're placing someone to replace a candidate who didn't work out in the role, select Replacement instead. In the Replacement field, type the full name of the person being replaced, exactly as it shows in JobAdder.

Signed offer: upload the contract signed by the candidate.

5. Check all four fields, then click Create

• Skipping the Offer Letter Review

• Sending the offer to the candidate while a hard stop isn't sorted, especially a salary with no paid overtime

• Not replying to the client the same day

• Forgetting to call the candidate straight after sending the offer

• Skipping the Welcome & Relocation Chat because the candidate has already signed

• Forgetting to untick "Send Email" in DocuSeal

• Using the wrong fee type or super rate

• Forgetting to upload the signed offer before clicking Create

VIDEO 1 of 2, INSERT LINK HERE: Sending the Offer Through DocuSeal.

VIDEO 2 of 2, INSERT LINK HERE: Placing a Candidate in JobAdder.

This needs a live placement, so you won't do it in your first week. When you get there, work through all seven steps, and check the fee with Les before you click Create.

Resources: Prompt Library: Offer Letter Review Prompt. Email & SMS Template Library: Offer Letter Received Reply, Welcome & Relocation Chat Email. Coaching Guide: Offer Call script.

Every conversation ends with a date. Not "I'll get back to you", but a specific date for a decision, a contract, or the next step.

Use this whenever a client goes quiet, whether you're waiting on a decision after the client interview or a signed contract after the offer has gone out. The same steps apply to both.

The main rule: every conversation ends with a specific date. If the client wants to think about it, your last question before you hang up is always: "When can we expect a decision by?"

The follow-up isn't a fixed ladder. It's one rule you repeat until the job is sorted or you hand it to Les.

Every time the client gives you a new date, start again from Email 1. Don't skip straight to a call. If the next step falls on a Saturday or Sunday, do it on Monday.

• Email 1, check-in (the business day after a missed date): use the Contract Follow-Up: Check-In template

• Email 2, final email (when a second date is also missed and Email 1 got no reply): use the Contract Follow-Up: Urgency template

Call 1, after Email 1 gets no reply: "Hey [Name], just following up. Where are we at with the [contract/decision] for [Candidate]? Anything you need from us to get it moving?" Always get a new date before you hang up.

Call 2, after Email 2 gets no reply: "Hey [Name], wanted to get a clear answer today. Are we able to get this over the line, or do we need to have a different conversation about timing?" After this call, whatever happens, pass it to Les. Don't send any more emails or make any more calls until Les decides what's next.

• Usually: raise it at the next morning meeting with Les. The EA will follow it up with Les during the day and let you know what's next.

• If it's urgent (the candidate is about to walk away, or the client finally replies partway through): don't wait for the meeting. Email Les straight away.

Once Email 1 has gone out, give the candidate a quick call so they don't lose interest or take another job while you're waiting on the client.

• Ending the debrief without a date

• Sending Email 1 on the same day the date is missed. Wait until the next business day.

• Skipping steps. Always email, then call.

• Letting a step slip past the weekend. Do it on Monday, don't skip it.

• Contacting the client again after Call 2. Stop and pass it to Les.

No video for this section. The steps and templates above cover it. If you have questions, check in with Les.

This applies whenever you're waiting on a client's decision or contract. When it happens:

1. Log the agreed date in JobAdder straight after the debrief

2. If the date passes with nothing received, follow the steps above

3. Call the candidate once Email 1 has gone out

4. Pass it to Les after Call 2, and don't contact the client again until Les decides

Resources: Email & SMS Template Library: Contract Follow-Up: Check-In and Contract Follow-Up: Urgency.

Post-placement care will be handled by a dedicated team member once the role is filled. It covers check-ins with the candidate and the client after the start date, to protect the placement and make sure the move goes smoothly for everyone.

This section will be added once the role is filled and the process is set.

Every candidate sits in one of four folders in JobAdder, based on their availability date. The automation team's system sorts them, so you don't move candidates yourself. Your job is to keep the availability date right.

These go on the candidate's general profile. Update the status after every call where you speak to the candidate.

These go on the candidate's application for a specific job.

The recruiter decides what happens with the candidate next. The candidate stays in whichever folder matches their availability.

Important: never click Reject on a job card. It automatically changes the candidate's status to Do Not Use / Blacklisted, even if they just weren't right for that role. Always update the status on the candidate's profile instead.

When a new job comes in, the placer sets it up (workflow, interview guide and job ad), then creates a task in JobAdder assigning the job to you. You'll get a notification on the bell icon in the bottom left corner of JobAdder.

There's no separate short brief for you. The full job brief is on the job card, and everything you need is in it:

• Job title, for example Excavator Operator

• Pay rate, for example $55 an hour

• Location, for example Melbourne

• Must-have qualifications, for example a current ticket or years of experience

Read the job brief properly before you make a single call. You need a good understanding of the job: what the work involves, what the client must have, and what would rule a candidate out. You are the first filter. If you don't understand the job, you'll book the wrong people in front of the placer, and that wastes everyone's time, including the candidate's.

Once you've picked up the task, the job becomes part of your daily calling routine from the next morning.

1. Click the bell icon in the bottom left corner of JobAdder and open the new task from the placer

2. Open the job card linked to the task

3. Read the full job brief from top to bottom. Don't skim it.

4. Note the job title, pay rate, location and must-have qualifications. These are your filter on every call.

5. Add the trade to your daily routine (S3) so you're filtering for it in every folder

6. Start calling

If anything in the job brief is unclear or missing, ask the placer before you start calling. Don't guess what the client wants.

• Skimming the job brief, or skipping straight to the job title

• Calling candidates before you understand the must-haves

• Waiting for a separate brief. The job brief on the job card is all you need.

• Not adding the new trade to your daily routine

VIDEO 1 of 1, INSERT LINK HERE: Finding a New Job Task and Reading the Job Brief.

When the next job task comes through, open it, read the job brief in full, and note the four key details. Before you start calling, explain the job back to the placer in your own words: what the work is, what the client must have, and what would rule a candidate out.

Every day, you follow the same routine.

First, you call everyone on your daily alert email. It arrives at 7AM every day from the automation team, and it lists the candidates you need to call that day.

Then you work through the four readiness folders in the same order every time. Ready to go and Hot List come first, because those are the candidates you can book with a placer. Warm List and Cold List come after, to find anyone who's become ready and to keep everyone's availability date up to date.

Step 1: Call everyone on your daily alert email. It arrives at 7AM. Call every candidate on the list before you start on the folders. On every one of these calls:

1. Always get the four details: when they can move (Notice Period), where in Australia they want to go (Location), and their Ideal Salary. Then set their Status.

2. If they can move within 3 months (the Ready to go or Hot List timeline), carry on into a full screening call (S6) and book them with the placer (S8).

3. If it's longer than 3 months, update the four fields and move on. The folders will sort them automatically.

Step 2: Open your first folder.

1. In JobAdder, hover over the Home icon

2. Select Folders from the drop-down

3. Select the folder you're working on. Always start with Ready to go.

Step 3: Check your columns. Make sure these four columns are visible. They're the fields you update after every call:

• Status

• Notice Period (this is the candidate's availability date)

• Location

• Ideal Salary

Step 4: Sort by newest. Set the Created column to sort descending, so the newest candidates appear at the top.

Step 5: Set your filters.

• Categories: the trade you're sourcing for

• Status: New, Unanswered, Unresponsive, No Engage and No Show-Up

Call the New candidates first. They've just come in and they're the hottest leads.

For No Show-Up candidates, read their notes before you call. The placer will already have sent them a No-Show email and text, and may have rebooked them.

Step 6: Work the folders in this order. Repeat Steps 2 to 5 for each folder.

Step 7: After every call, update the required fields (see S7).

• Starting on the folders before calling everyone on the daily alert email

• Starting with Warm or Cold List. Ready to go and Hot List always come first.

• Skipping the column check, then forgetting to update a field

• Not sorting by Created, and missing the newest candidates

• Calling a No Show-Up candidate without reading their notes first

• Hanging up on a Warm or Cold List candidate without updating their Notice Period

VIDEO 1 of 1, INSERT LINK HERE: Finding Your Folders, Setting Columns and Filters, and Working Your Daily List.

For the trade you're sourcing for:

1. Call everyone on your daily alert email

2. Open the Ready to go folder, check your columns, sort by Created, and set your filters

3. Work through Ready to go, then Hot List

Show the placer your filtered folder view and the candidates you've booked.

We use two AI bots that make calls for us.

• Bot 1 runs on its own. You don't need to do anything to start it. It calls new candidates who haven't been called by a sourcer within 2 to 3 days, including trades we don't have jobs for yet. It tags each candidate after the call, but it does not book interviews. That's your job.

• Bot 2 only runs when you start it, using the Airtable sourcing form. Use it when there's a new job and you want the bot to offer candidates the Grand Slam: a job, free temporary accommodation and a free flight to Australia. Bot 2 only calls candidates tagged Screened or Unanswered. When it screens someone successfully, you get a notification.

Bot 2 is passive sourcing. Fit it around your calls, never in place of them.

1. Open the Airtable sourcing form: [Insert Airtable form link]

2. Fill in:

   • Role: the exact job title only, for example Electrician. Don't add other job titles or search words.

   • Job Description: one or two sentences, using this formula: "I want to source for a [trade] that [key requirement] and [when they can move or where]." For example: "I want to source for a qualified electrician that is keen to move to Australia in the next couple of months."

   • Recruiter: select your name

3. Click Submit. Submit one form for each job. The form doesn't carry over to the next day.

Your job is to keep the pipeline moving, so call every candidate Bot 2 sends you, whatever folder they're in.

1. Search the candidate's name in JobAdder

2. Call them. On every call, always get the four details:

   • Notice Period: when they can move

   • Location: where in Australia they want to go

   • Ideal Salary

   • Status: set this based on how the call went

3. If they can move within 3 months (the Ready to go or Hot List timeline), carry on into a full screening call (S6) and book them with the placer (S8)

4. If it's longer than 3 months, update the four fields and move on. The folders will sort them automatically.

• Thinking Bot 1 books interviews. It doesn't, so you need to call and book.

• Ignoring No Engage candidates. They didn't want to talk to a bot, but they may still want to talk to you.

• Hanging up without getting all four details, even if the candidate isn't ready yet

• Putting more than the exact job title in the Role field

• Writing a long job description. Keep it to one or two sentences.

• Spending time on Bot 2 when you have calls to make

VIDEO 1 of 1, INSERT LINK HERE: Submitting the Airtable Form and Acting on a Bot 2 Notification.

Submit the Airtable form for a live job. When a Bot 2 notification comes through, call the candidate, get the four details, and either screen and book them or update their fields. Show the placer what you did.

These are your other two passive sourcing channels. Like Bot 2, they bring candidates in, but they don't book anyone. Do them when your calls are done.

• Cold email: emailing past candidates in JobAdder to let them know about a new job

• Trade Me JobSmart: searching Trade Me's candidate database for new people and unlocking their profiles

Cold emails go from the Candidates tab, not the folders, so you reach as many people as possible.

1. Go to the Candidates tab in JobAdder

2. Filter Working Rights to NZ Citizen

3. Filter Categories to the trade you're sourcing for

4. Select all the candidates in the list

5. Click Send Message in the top right corner

6. Select Email the Candidate, then Send an Ad Hoc Email

7. Paste in the subject line and body from the cold email template

8. Click Send

Send the three emails in this order:

If a candidate replies and is interested, call them. Get the four details, and if they can move within 3 months, screen them (S6) and book them with the placer (S8).

We have 200 unlocks a month across the team, so use them carefully.

1. Log into JobSmart through Trade Me using the team's shared login

2. Ask Claude to write a Boolean search string for the trade

3. Paste the search string into JobSmart and search

4. Check each profile's experience, and look for signs they're a NZ citizen, before you unlock it

5. Check the profile's activity history. If another recruiter has already unlocked it, don't unlock it again.

6. Download the CV of everyone you unlock

7. Upload each CV into JobAdder as a new candidate

8. Send them the cold email sequence

Don't call JobSmart candidates straight away. Wait until they reply to an email.

• Doing cold email or JobSmart before your calls are done

• Calling JobSmart candidates before they've replied to an email

• Unlocking a profile another recruiter has already unlocked

• Forgetting to upload unlocked CVs into JobAdder

VIDEO 1 of 2, INSERT LINK HERE: Sending a Cold Email Batch in JobAdder.

VIDEO 2 of 2, INSERT LINK HERE: Headhunting on Trade Me JobSmart.

Send Email 1 to the candidates for your trade, then unlock and upload 2 suitable JobSmart profiles. Show the placer what you've sent and uploaded.

Resources: 2026 Cold Email Templates → [link]

The screening call is a short call to check whether a candidate is right for the job, and ready to move soon enough to book. You're checking the basics: their trade, their experience, their qualifications, when they can move, and whether they're a NZ citizen. It's not a deep interview. The placer does that.

Every screening call ends one of three ways:

1. Qualified and can move within 3 months: book them with the placer before you hang up (S8)

2. Qualified but can't move within 3 months: update their details and move on. The folders will sort them.

3. Not suitable: close the call politely and update their status

The internal interview with the placer is a video call on Teams. If the candidate is in Auckland, it can be in person at our office instead.

• Have the candidate's JobAdder profile open

• Read their CV. Know their trade and experience before you dial.

• Have the job brief open, so you know the must-haves

You don't dial candidates yourself. A bot connects the call, so it can be recorded and transcribed automatically.

1. Open the candidate's profile in JobAdder

2. Hover over the status section below the candidate's name

3. Select Screening

4. Your phone will ring. Pick it up and press any key.

5. The bot then calls the candidate and connects you

Because the call is recorded and transcribed, you don't need to take notes. Focus on the conversation.

Opening: "Hey [Name]! It's [Your Name] from Stand Up Recruitment. You showed interest in work in Australia, is that right?"

1. Why move: "What's making you want to make the move to Australia?"

2. Skills and experience: "I can see that you are a [trade]. Can you expand a bit more on your skills and experience?"

3. Qualifications: "Are you qualified in that trade?" / "Do you hold a current [specific ticket]?"

4. Citizenship: "And are you a New Zealand citizen?"

5. When they can move: "When are you looking to make the move?"

6. Where: "Whereabouts in Australia are you keen to go?"

7. Pay: "And what sort of pay are you after?"

8. Anything to add: "Great! Is there anything else you'd like us to know?"

Questions 5, 6 and 7 give you three of your four required fields. Never skip them.

"Sweet! It sounds like you'd be a really good fit for what we've got on at the moment. The next step is a proper chat with [Placer Name], one of our recruiters. They'll run you through the role in detail, the pay, where it's based and how the move over works, and they can answer any questions you've got. It takes about 15 to 20 minutes."

If they're in Auckland: "You're welcome to pop into our office for it, or we can do it on a Teams video call. Which suits you?"

If they're outside Auckland: "It's a video call on Teams."

"Are you free [today / tomorrow] at [time]?"

Lock in a time before you hang up, then:

"Perfect, I've booked you in with [Placer Name] for [day] at [time]. You'll get an email with the details shortly, and a text reminder on the morning. Have a think about any questions you've got about the move. Talk soon!"

Don't treat this as a dead end. We want them to come back to us when they're ready, not apply for a job in Australia on their own.

"No worries at all, that's really common. Just so you know, when you're ready we can have a job sorted before you even leave New Zealand, with free temporary accommodation and a free flight over. I'll touch base closer to [month]. If anything changes before then, just give me a call."

Get a month, not "sometime next year". If they can't give one, put in the earliest realistic month. See the Coaching Guide for the full Not Ready Yet script.

"Awesome, thanks so much for chatting with me today [Name]. We'll be in touch if anything comes up that matches your experience. Have a good one!"

Send the No Answer SMS and set their status to Unanswered.

• Calling without reading their CV and the job brief first

• Skipping the when, where and pay questions

• Booking a candidate who can't move within 3 months

• Ending a call with a qualified, ready candidate without a booked time

• Accepting "sometime next year" instead of a month

• Forgetting to send the No Answer SMS

VIDEO 1 of 1, INSERT LINK HERE: Screening Call, Live Recording.

Listen in on at least 2 live screening calls, then run your first one solo on a real candidate. Afterwards, update the four fields and check in with the placer.

Resources: Email & SMS Template Library: No Answer SMS. Coaching Guide: Screening Call and Not Ready Yet scripts.

After every call where you speak to the candidate, you update four fields. No exceptions, even if the candidate isn't ready, isn't suitable, or the call was short.

You don't need to write notes. Calls are recorded and transcribed automatically, because a bot connects every call when you set the candidate's status to Screening (see S6, Making the call).

These four fields are what make the system work. The readiness folders and your daily alert email are built from them. If a field is wrong or empty, the candidate lands in the wrong folder or gets missed completely.

You can update all four straight from the columns in your folder view.

About Location: older candidates may still show their current NZ address in this field. Always replace it with where they want to go in Australia.

Set the status to Unanswered and send the No Answer SMS. You can't update the other three fields because you didn't speak to them.

• Leaving the status on Screening after the call

• Leaving a field blank because the candidate isn't ready yet

• Entering a month without a day. Use the 1st of the month.

• Leaving an NZ address in Location

VIDEO 1 of 1, INSERT LINK HERE: Updating the Four Fields After a Call.

After your next 5 calls, update all four fields for each candidate. Show the placer before moving on.

When a candidate is qualified and can move within 3 months, you book them into an internal interview with the placer before you hang up.

The automation team has set it up so that any interview you book goes straight to the calendar of the placer you work with. JobAdder also emails the candidate the details automatically. You book it the same way whether the interview is on Teams or in person at our office.

From there, the placer takes over: the reminder text, the interview itself, and any rebooking if the candidate doesn't show up.

1. Agree a day and time with the candidate while you're still on the call. Aim for today or tomorrow.

2. Go to the job card and find the candidate

3. Move the candidate to the Phone Interview stage

4. Hover over the candidate's name and click the three dots beside it

5. Select Schedule Event, then Interview

6. Fill in the Event date, Start time and End time

7. Under "Looks like you are scheduling a...", select Internal Meeting

8. Click Save Event

9. Change the candidate's status to In Process

Important: never add the client to the internal interview. This step is internal only.

• Hanging up before a time is locked in

• Booking a candidate who can't move within 3 months

• Forgetting to move them to the Phone Interview stage

• Adding the client to the event

• Leaving the status on Screening instead of In Process

VIDEO 1 of 1, INSERT LINK HERE: Booking an Internal Interview with the Placer.

Book your first internal interview, then check with the placer that it's appeared in their calendar.

Using a live job assigned to you:

Confirm with Les that your workflow assignment, alignment check, and job ad are correct. You move to Stage 2 once Les signs off.

• Prompt Library — SUR Job Ad Prompt for Aus
• Prompt Library — Tailored Interview Guide Generator

How to fill out the sourcing form, write a good prompt, and act on a Bot 2 notification.

There are no dedicated prompts for AI Sourcing — the Role field on the Airtable form takes a plain job title only. The Boolean Search String Generator has moved to Manual Sourcing, where it's used for headhunting on Trade Me JobSmart, not the Airtable Role field.

Using a live active role assigned by Les:

Show Les your submitted form and how you actioned at least one Bot 2 notification before moving on.

• Airtable AI Sourcing Form → https://airtable.com/appa05OOLs3y4DF14/pagUZmYnoV1iGIZLd/form
• SUR Prompt Library

The status determines whether the AI bot or another recruiter will call this candidate again, so it must be accurate after every call.

If a candidate doesn't qualify for any current job, do not leave their status as New / Unscreened. Update it to Screened or Warm List (whichever fits — see the distinction above) and log your notes. This tells the AI bot and other recruiters that this candidate has already been spoken to, so they are considered correctly for future roles rather than called again from scratch.

Keep it conversational. These questions do not need to be asked in order but you must cover all of them by the end of the call.

If qualified — book the internal interview before you hang up: Confirm day and time on the call. Aim for same day or next day.

If not suitable: "Awesome, thanks so much for chatting with me today [Name]. We will be in touch if anything comes up that matches your experience. Have a good one!"

If no answer — send the SMS template: "Hi [Name], it's Ian from Stand Up Recruitment. You showed interest in moving to Australia for work. I've got some exciting opportunities for [Trade] offering high pay and free temporary accommodation. Would you be interested in hearing more?"

Using a live active role assigned by Les:

Show Les your JobAdder notes, sent cold emails, and uploads before moving on.

• SUR Email Template Library
• SUR Prompt Library
• JobSmart Access and Login → https://www.trademe.co.nz/jobs/smart/scout/search

After shadowing at least 2 live screening calls, conduct your first solo screening call on a real candidate from your manual sourcing list.

Before the call:

• Have the candidate's JobAdder profile open
• Have the job brief open, with any client feedback for the role

After the call:

• Log the correct note in JobAdder
• If qualified → book the internal interview in JobAdder via Schedule Event
• If not qualified → log the note and update the Status to Screened or Warm List (do not click Reject on the job card)

Check in with Les after your first solo call before continuing independently.

This isn't a cold call and it shouldn't feel like one. The candidate already raised their hand - they showed interest somewhere along the line. Your opening line is just confirming that, warmly, like you're following up on something they started, not starting something yourself.

Pause after their name and after you've said who you are. These two pauses give them a beat to register that this is a real person on the line and place who you are, before you ask them anything. Skip the pauses and the whole line runs together - they're still processing "who is this" while you've already moved on to the question.

Say it like you already know the answer is yes. If they sound confused or say no, don't panic - just clarify where the interest came from (an ad, a database entry, a referral) and reset from there.

This is the most important question in the whole call, and it's also the one recruiters rush past the most. Don't ask it and move on the second you get an answer. A generic answer like "better money" or "just want a change" is the start of the conversation, not the end of it.

Let them talk. Don't jump in with the next question the second they pause - that pause is often them thinking of more to say. If they give you something surface-level, gently dig one layer deeper: "Yeah? What's driving that for you at the moment?" or "Is there something specific behind that?" You're not interrogating them, you're just genuinely curious. People can tell the difference, and it's the difference between a transactional call and one where they actually open up.

Frame this as recognition, not a request. "I can see that you are a [trade]" tells them you've already looked at their profile - it shows you're paying attention, not running through a checklist.

Let them run with this. If they're vague or give you a one-liner, prompt gently - "What kind of projects were you working on day to day?" or "What's been the biggest job you've handled recently?" Once they've given you a general picture, that's your cue to ask the specific qualification questions for the role you're screening for.

This is a practical question but it still needs warmth. You're not checking a box, you're trying to understand where they're actually at in their head - some people have already made peace with moving, others are still testing the idea out loud for the first time.

Acknowledge whatever they say before moving on - don't just note it down and jump to the next question. A simple "Okay, that's good to know" or "Right, that gives us something to work with" keeps it feeling like a conversation rather than data collection.

If the candidate says any version of "not looking to go for 3 months, 6 months, next year" - this is where you use it. The whole point is to make sure that when they are ready, they come back through Stand Up Recruitment instead of quietly self-applying for a job in Australia somewhere else. You do this by making the Grand Slam offer sound too good to walk away from - because it is. Why would they not want a job sorted before they even leave New Zealand? Why would they not want free temporary accommodation? Why would they not want a free flight? That's your job to make them realise.

1. Acknowledge

2. Reiterate the Grand Slam Offer

(Pause. Get the micro-yes.)

(Pause. Let them answer.) These pauses matter more than they look on the page. The first one gets a small agreement before you build on it further - don't rush past it into the next sentence. The second one is the actual close - let it sit. If you fill the silence yourself, you're answering for them instead of letting them commit.

3. Lock a Rough Date

Get a real month - not "sometime next year." A vague timeframe gives them no reason to actually call back, and gives you nothing to nurture them against later.

4. Confirm and Set Expectation

Wait for a verbal yes before ending the call - don't just assume it and move on.

5. Close

This is a scaffold, not a script to recite word for word. Use what works, drop what doesn't, and make it sound like you. See the playbook for the backend steps that must happen after every one of these calls - JobAdder notes, the Warm List tag, and the follow-up text.

This is the one part of the call that is genuinely closer to a checklist, and that's fine - the candidate expects some practical questions. Just don't let the tone shift into interrogation mode. Keep the same conversational energy you've had the whole call.

Ask the specific tickets or qualifications relevant to the role brief. Acknowledge their answers before moving on - even a quick "Perfect, that's exactly what we need" keeps the energy up.

This question often gets skipped because it feels like filler, but it's not. It gives the candidate a chance to raise something you didn't think to ask about, and it signals that you're interested in them as a whole person, not just the boxes you needed ticked.

Whatever they say here, take it seriously - sometimes the most useful information in the whole call comes out in this moment because the pressure of "being asked questions" has lifted.

A lot of recruiters jump straight to "can we book a call" without giving the candidate a reason to say yes. Give them a hook first - a genuine reason this is worth their time - then ask. And once they say yes, do not let the call end with a vague "we'll be in touch." Lock in a real day and time before you hang up, every time.

Adjust the specifics to whatever is genuinely true for the role you're sourcing for - don't force in generic selling points if they don't apply. The hook only works if it's honest. Confirm a day and time on the call itself. Aim for same day or next day. Book it directly in JobAdder before you move to your next call.

Say it slow and stay warm. This person gave you their time and their story - the way you close the call is the last impression they have of Stand Up Recruitment, so make it a good one.

Update the candidate's status straight after the call while it's fresh in your mind - don't let it wait until end of day.

Every word-for-word script from the SUR Australian Recruitment Playbook, in the order you'll use them. Scripts only: no training notes. For coaching and tone notes, see the Coaching Guide.

Follow up 2 to 3 times, for example:

If they don't pass:

Cover the company, duties, pay, type of work, growth, and lifestyle in Australia, then:

Ask the 3 technical questions from the Tailored Interview Guide, then:

Then collect 2 referees (name, company, contact number) and the police check details (full name, DOB, gender, email, phone, address, driver's licence) before ending the call.

(They respond.)

If they're short or vague:

If it's too smooth:

Then stay quiet. Don't fill the silence.

Use for both Call 1 and Call 2.

(Pleasantries.)

Keen: lock in the exact time before you hang up.

Always leave with a new specific date.

Then escalate to Les.

This is the first real question in every internal interview, regardless of how the candidate came in or whether it's video or in-person. Les is firm on this — surface-level answers are not good enough. Every candidate gets asked why they want to move, and every candidate gets 2 to 3 follow-up questions to dig into what is actually driving that answer.

Most candidates will give you a surface answer first — better money, better weather, a change of scenery. That is not the real answer. Your job is to keep asking until you get to what is actually behind it.

Keep digging until you get a real, specific answer — not a generic one. This tells you whether the candidate is genuinely motivated to make this move work or just testing the water. It also gives you something real to reference later when selling the opportunity and during the cool off period conversation. Log the candidate's real motivation in your interview notes. This context matters for the rest of the process.

Open warmly but go straight into the qualification check before selling anything.

If they pass → continue to Part 1 — Run Through the Opportunity. If they do not pass → close professionally: "Thanks for your time [Name] — based on what you've told me, we're not quite the right fit at this stage but we'll keep you in mind if something changes." Log the outcome in JobAdder and update the candidate's Status to Unsuccessful - Internal on their profile — do not click Reject on the job card.

Open warmly and go straight into selling the role — screening was already done.

Continue straight to Part 1 below.

Use the Selling Points section of the job brief. Make it exciting and relevant to what you know about this candidate. Cover: company overview, role duties, pay and earning potential, type of work and projects, growth and progression, lifestyle in Australia.

If yes → continue. If no or hesitant → understand their concerns before proceeding.

Go deeper on the candidate's situation. Keep it conversational.

• If you were to move, what's your timeframe?
• Would you be moving over on your own, or bringing family with you?
• We don't need to know your criminal history, but is there anything serious that could stop you from moving to Australia for work?
• Any medical conditions or restrictions we should be aware of that might affect site work?
• Do you have a valid passport with at least 6 months validity?
• Do you have any planned vacations or commitments in the next few months?

If anything disqualifying comes up — close the call professionally before continuing.

Walk the candidate through the real costs. This conversation exists to reduce dropouts after the offer. Have it every time.

Car: $4,000+  ·  Total to be comfortable: ~$5,000+

Path 1 — Clearly ready: "Perfect. We also offer a relocation package if you want it handled for you - I'll send you the info. Totally optional. Right, let's keep going..."

Path 2 — Unsure: "I appreciate you being straight with me. Use the cool off period to sit down and work out the numbers - I'll send you a cost guide."

Path 3 — Clearly not ready: "Thanks for being honest. If the finances aren't there right now it's going to be tough to make this work. Let's pause, you get yourself in a better position, and we reconnect when the timing is right."

Listen carefully and note any gaps against the job brief must-haves. Ask the 3 technical questions from your Tailored Interview Guide, plus any client feedback points for this role.

Wrap up with three things: the cool off period, referees, and police check details.

Referees: Ask for 2 previous supervisors — name, company, and contact number for each. Stay on the call to collect these. If the candidate says they will send them later, let them know the details need to come directly to you.

Police check details: Let the candidate know you will need: Full name, Email address, Date of birth, Gender, Contact number, Residential address.

Do not progress the candidate to the client during the cool off period. Wait for the Day 2 follow-up call.

This is a real checkpoint, not a formality. Cover: financial readiness with actual numbers, whether they're happy to start within 4 to 6 weeks, whether they're still happy with the location, whether they've genuinely had the conversation with their partner and family, and whether this move makes sense for where they want to be in a few years.

• Keen and clear on everything → move forward to CV formatting and client submission
• Hesitant → give them 2 more days, don't push for a decision on this call
• Cold, wants to withdraw → let them go gracefully, update their status
• Genuine concern the client could address → tell them to raise it directly at the client interview. Remind them there's a second cool off period once the offer comes through.

See the Coaching Guide for the full call script.

After shadowing at least 2 live internal interviews, conduct your first solo interview on a real candidate assigned by Les.

Before the interview:

• Review the candidate's JobAdder profile and notes
• Have the job brief and Tailored Interview Guide open, with any client feedback for the role
• Have the Aus Video Interview Form open in JobAdder
• Know whether the candidate is AI sourced or manually sourced — this determines how you open

After the interview:

• Complete the Aus Video Interview Form in JobAdder
• Send the Cool Off Period Email with the correct attachments
• Check the automated Document Request Email has gone out (24 hours after the interview)
• Decide whether to run the police and reference checks
• Schedule the follow-up call for Day 2

Check in with Les after your first solo interview before continuing independently.

• Prompt Library — Tailored Interview Guide Generator
• Email & SMS Template Library — Not Ready Yet Follow-Up SMS, Cool Off Period Email, Document Request Email (automated)
• Coaching Guide — Internal Interview script, Not Ready Yet sub-script, Cool-Off Follow-Up Call script
• Aus Video Interview Form · Trans-Tasman Bridge One-Pagers (SA, WA, East Coast) · Relocation Cost Guide · Relocation Package Terms and Conditions

Before you get into the actual flow of this interview, it's worth understanding how to use the Tailored Interview Guide properly. When recruiters first started using it, the most common feedback was that it felt overwhelming - a whole document full of questions can easily start to feel like a form you're working through rather than a conversation. Here's how to use it so that doesn't happen.

1. Never read the questions in the order they're generated. The guide gives you a Client Intent Summary plus three categories of questions - Commitment, Role and Location, and Technical. That's a reference for you to draw from, not a script to read top to bottom. Read the whole thing before the call, understand why each question is there, then weave the questions in naturally wherever they actually fit based on what the candidate is saying.

2. Anchor questions to something the candidate just said. This is the same technique that runs through every script in this guide - instead of announcing the next question on your list, connect it to what they just told you. For example, instead of "Next question: are you comfortable with the remote location?" try "You mentioned you grew up rurally - how do you think that'll translate to a site like this one, pretty out of the way?" Same information, completely different feel.

3. Use the Client Intent Summary as context, not something you announce. Never say out loud "the client mentioned reliability concerns so I need to ask you about commitment." That's transparently box-ticking and the candidate will feel it. The summary should only inform which questions you reach for and how you frame them - it stays invisible to the candidate.

4. Only ask what you don't already know. If Part 0 - Uncover the Real Why already revealed genuine motivation and commitment, you don't need to mechanically work through every commitment question on the list. Adapt based on what's already surfaced. The guide is there to make sure nothing important gets missed, not to force you through every line regardless of what's already been covered.

If you're using more than one Tailored Interview Guide in the same call because the candidate could fit multiple jobs, this matters even more - you're holding two or three documents worth of questions in your head at once, and the conversation will only feel natural if you're pulling from them selectively rather than working through them like a checklist.

Les is firm on this one. Every candidate gets asked why they want to move, and every candidate gets 2 to 3 follow-up questions to actually get to what's driving it. This happens first, before you sell anything, before you reconfirm anything - it's the foundation the rest of the conversation sits on.

Open warmly regardless of how the candidate was sourced - this greeting only happens once, right here. You won't repeat it again once the paths split below.

Most candidates give you a surface answer first - better money, better weather, a change of scenery. That's not the real answer, it's the doorway to it. Your job is to keep gently pushing until you get something specific and real.

Keep digging until you get a real, specific answer - not a generic one. This tells you whether the candidate is genuinely motivated to make this move work, and it gives you something real to reference later when you sell the opportunity and during the cool off period conversation. Log their real motivation in your notes - you'll use it again.

After Part 0, the interview splits based on how the candidate came in.

If the candidate came through AI sourcing, the bot has already had a conversation with them but it doesn't screen anyone out. That means the qualification check that would normally have happened on a screening call hasn't happened yet. You need to do it now, before you invest any energy selling the role. Keep it warm - this isn't an interrogation, it's just doing the check that hasn't been done yet.

If they pass, continue to Part 1 - Run Through the Opportunity. If they do not pass:

Log the outcome in JobAdder and update the candidate's Status to Unsuccessful - Internal on their profile - never click Reject on the job card, it auto-sets Do Not Use / Blacklisted regardless of the reason.

If the candidate came through manual sourcing, they've already been through a screening call, so asking the same qualification questions again just wastes their time and makes the process feel repetitive. Go straight into selling the role.

Use the Selling Points section of the job brief as your foundation, but don't read it out like a list. Weave in what you learned from Part 0 - if their real "why" was providing for their kids, talk about the lifestyle and stability angle more than the pure pay number. Make it feel like it's built for them specifically.

Cover: company overview, role duties, pay and earning potential, type of work and projects, growth and progression, lifestyle in Australia.

This is a short but important checkpoint. If they're hesitant here, it's worth understanding why before you invest more time in the technical and financial parts of the conversation.

If yes, continue. If no or hesitant, understand their concerns before proceeding.

These questions are more transactional by nature, but keep the same conversational warmth you've had the whole call. If anything disqualifying comes up here, it's better to find out now than after the client interview is booked.

• If you were to move, what's your timeframe?
• Would you be moving over on your own, or bringing family with you?
• We don't need to know your criminal history, but is there anything serious that could stop you from moving to Australia for work?
• Any medical conditions or restrictions we should be aware of that might affect site work?
• Do you have a valid passport with at least 6 months validity?
• Do you have any planned vacations or commitments in the next few months?

If anything disqualifying comes up, close the call professionally before continuing.

If the candidate says any version of "not looking to go for 3 months, 6 months, next year" - this is where you use it. The whole point is to make sure that when they are ready, they come back through Stand Up Recruitment instead of quietly self-applying for a job in Australia somewhere else. You do this by making the Grand Slam offer sound too good to walk away from - because it is.

1. Acknowledge

2. Reiterate the Grand Slam Offer

(Pause. Get the micro-yes.)

(Pause. Let them answer.) Let both pauses do their job. The first gets a small agreement to build on. The second is the actual close - don't fill the silence for them.

3. Lock a Rough Date

Get a real month, not "sometime next year." A vague timeframe gives them no reason to call back and gives you nothing to nurture them against.

4. Confirm and Set Expectation

5. Close

See the playbook for the backend steps that must happen after this call - JobAdder notes, the Hot List tag, and the follow-up text.

This conversation exists to reduce dropouts after the offer - but if you frame it as "we need to check you can afford this," it feels transactional and a bit cold. Frame it instead as looking out for them: you'd rather they know the real numbers now than get blindsided later. That framing changes everything about how this lands.

Walk the candidate through the real costs - flights, accommodation, and a car, landing at roughly $5,000 all up to be comfortable.

Pause before asking if it aligns. You've just given them a genuinely confronting number - rushing straight into the question doesn't give them a chance to actually process it. Let it sit for a second.

Whichever path they land on, thank them for being straight with you. Candidates who are honest about money now are the ones who don't fall over later - reward that honesty with warmth, not disappointment.

This is often where candidates relax the most, because they're talking about something they know well and are proud of. Let them run with it, and use this as your opening to weave in the Commitment Questions, Role and Location Questions, and Technical Questions from your Tailored Interview Guide - going deeper rather than firing them one after another like a quiz.

Listen carefully, ask clarifying questions, and note any gaps against the job brief must-haves. As they talk, look for natural openings to bring in your Commitment and Role and Location Questions if you haven't covered them yet - then move into the 3 Technical Questions from your Tailored Interview Guide.

There are three things to cover here and none of them can be skipped - the cool off period, referees, and police check details. Do this in one clean sweep at the end rather than scattering it through the call. End the call with the same energy you opened it with - this is exciting for them, don't let the admin at the end flatten that.

Cool off period:

Pause after acknowledging it's a big decision before moving into the practical next steps - let the weight of the decision land before you talk logistics.

Referees: Ask for 2 previous supervisors - name, company, and contact number for each. Stay on the call to collect these. If the candidate says they'll send them later, let them know the details need to come directly to you.

Police check details: Let the candidate know you'll need their full name, email, date of birth, gender, contact number, and residential address.

The next time a candidate tells you they're not ready yet:

• Email & SMS Template Library — Not Ready Yet — Follow-Up SMS
• Script Coaching Guide — Not Ready Yet script

Once you've logged the Request ID in Airtable, your job is done. The automation will:

Complete this before moving to Stage 6.

For a real candidate assigned by Les:

Check in with Les once both checks are complete and cleared.

• Criminal check portal — link and login from Nihanga / the shared password sheet
• Airtable → AUS Placement Tracker → Police Checks tab
• SUR Email Template Library

The moment he answers, you say his name first - like you already know him. Even if he answers with his own name, you still say it back. This isn't about being clever, it's about setting the tone from the very first word: this is a friendly call from someone who already knows who they're talking to, not a cold approach from a stranger.

Pause after saying their name, after saying who you are, and after explaining why you're calling. Each pause gives them a beat to catch up - first registering that someone is greeting them by name, then placing who you are, then understanding the purpose of the call. Rush through all three in one breath and they're still processing "who is this" while you've already asked to run a reference check.

If he checks whether it's okay, asks for two minutes, or wants context first - that's fine, just answer it plainly and keep moving. E.g. "Yeah all good, just a couple of minutes." Don't over-explain.

This is the biggest part of the call. Ask it open, then shut up. Let him run. Dig deeper on anything interesting - don't rush to the next question.

While he's talking, make sure you walk away knowing:

• Attitude - on the tools, with the team, under pressure
• Attendance - reliable, punctual, any red flags
• Anything he volunteers unprompted - that's usually the realest signal

If he's short or vague, prompt gently: "Yeah? What was that like day to day?" or "Anything stand out, good or bad?" - don't lead the witness.

Get specific to the trade. If he's an electrician, don't accept a general answer - get into the actual work.

Push once if the answer is too smooth - "Genuinely no issues at all?" People often soften the first pass.

If he seems cagey, says he can't really comment, or wants to loop in HR or his manager - don't push. Respect it, keep the door open, and note it as a flag for the file.

This last question cuts through politeness. Say it slow, let the cost of a bad hire land before the ask.

Pause before the actual ask so the cost of a bad hire has properly landed in their head first - don't run the reasoning and the question together as one sentence. Whatever he says next - silence, hesitation, a flat yes - that's your answer. Don't fill the silence.

Share the formatted CV with Les for sign-off before submitting to any client.

• SUR Prompt Library

No video for this stage. The sequence is straightforward to follow from the steps and templates. If you have questions, check in with Les.

Once you've sent a CV to a real client assigned by Les, send the candidate heads-up and work through the call sequence until the interview is booked or you move the candidate on.

Log every touchpoint in JobAdder notes — date, method, and outcome.

• Email & SMS Template Library — Endorse Candidate + Suggest Meeting, Candidate Heads-Up SMS, CV Follow-Up — Phone Call Script, Email 1 — Just Tried Calling, Email 2 — Still Need a [Role Title]?, Endorse Candidate — 2nd Attempt

This stage requires a live role and a real client interview — you will not be able to action this in your first week. When you reach this point in a live role:

Your job in the opening is to make the introduction feel natural and then hand the floor over. Don't linger here - the longer you talk, the less this feels like the candidate and client's conversation.

Pause briefly after the introductions before handing it over - it gives both sides a beat to actually look at each other and register who's who, rather than being talked over into the next thing. After the introduction, hand over the direction of the interview based on whether this is a new or existing client.

If it's a new client:

New clients haven't worked with us before, so giving them the choice up front shows respect for how they like to operate and sets a collaborative tone from the very first minute.

If it's an existing client:

With an existing client, you already know their style and they already trust the process - you can move straight into the candidate's rundown without needing to check in on format first.

There's a difference between a candidate who's thinking before they answer and a candidate who's actually stuck. Give them the space to work through it first - jumping in too early undermines them in front of the client. Step in only when it's clear they need help getting the good stuff out.

Frame it as prompting a memory, not correcting a wrong answer. This lets the candidate save face and still land the point.

Occasionally the client will circle around a concern without directly asking about it - commitment, reliability, whatever's on their mind. If you can tell there's an unspoken question sitting in the room, you can surface it for them.

Only do this if it genuinely helps move things toward a yes. You're not creating problems that weren't there - you're clearing up ones that already exist so they can be addressed directly instead of lingering unspoken.

Setting the real stakes - say this in front of everyone: This is a different kind of moment - you're deliberately putting a serious consequence on the table, in front of both the candidate and the client, so nobody can say later they weren't told. It also doubles as a genuine confidence check on the candidate. Slow this one right down.

Pause after stating the consequence, before asking about their confidence, and then again after asking it. The first pause lets the seriousness of "not keeping you around" actually land. The second gives them real space to answer honestly rather than reflexively saying yes just to keep the momentum going. Don't run all three into one breath. This isn't about scaring the candidate - it's about making sure their yes is a real yes.

Once the candidate and client are both aligned and confident, close the loop for everyone in the room:

This is a small line but it matters - it signals the conversation is wrapping up on solid ground, and it gives both sides one last genuine chance to raise anything before you move to the debrief. Don't skip it just because things feel settled.

This moment can feel a bit awkward if you let it drag. Keep it short, warm, and clear about what happens next.

Once the candidate's off the call, get straight to it. Clients appreciate directness here more than a soft lead-in - you've both just spent time on this, they know what you're about to ask.

If they pause before answering, let them. They're forming a genuine opinion, not stalling.

"Not quite right" or "just not the one" isn't useful - it doesn't tell you anything to adjust for the next candidate. Ask for something concrete, and frame it as helping you help them, not as defending your candidate.

Whatever they give you, log it properly in JobAdder. This is the difference between your next submission being a guess and being genuinely targeted.

This is non-negotiable, whether the answer was yes or no, whether they need to check with someone else or just need a day to think. "I'll get back to you" is not an answer you accept and move on from.

Once you have that date, it's live. If it passes without word, that's what triggers the Contract Follow-Up cadence (Stage 9.1) - so getting a real, specific date here isn't just good manners, it's what makes the whole follow-up system work.

This stage requires a live placement — you will not be able to action this in your first week. When you reach this point in a live role:

• Prompt Library — Offer Letter Review Prompt
• Email & SMS Template Library — Offer Letter Received Reply, Offer of Employment Email, Welcome & Relocation Chat Email
• Coaching Guide — Offer Call script

Don't bury the good news in a wall of process talk. Lead with it, plainly, and let it land before you move into anything practical.

Pause after telling them the offer has come through, before explaining what it means. Give them a second to feel the news before you frame it for them.

If this comes across as "company policy," it feels bureaucratic. If it comes across as "we want you to be certain," it feels like we're looking out for them. Same rule, completely different impression - say it the second way.

Pause after stating the 48-hour period itself before explaining why it exists - the reasoning lands better once they've registered the actual timeframe first.

Don't just list what's coming in the email. Explain why the relocation guide specifically matters, because it directly benefits them at the next call - if they've read it, that call moves faster and feels less overwhelming.

Just like every other stage in this process, you don't end the call without a locked-in date and time. This is where you book the Welcome & Relocation Chat.

This is a small addition but it matters - the last thing they hear from you shouldn't be a scheduling detail. It should be a genuine, human moment that tells them you're actually invested in how this goes for them.

This stage applies whenever you are waiting on a client decision or contract. When you reach this point:

• Email & SMS Template Library — Contract Follow-Up — Check-In and Urgency templates

Post-placement care will be handled by a dedicated team member once hired. This stage covers candidate and client check-ins after the start date to protect the placement and ensure a smooth transition.

In the meantime, if a placement you made needs a check-in, speak to Les about how to proceed.