Internal Workflow
Guide

A comprehensive reference for Advastar's recruiting processes, tools, and pipeline stages. Search anything or browse by section.

01

Tools & Glossary

The complete inventory of tools used across Advastar's recruiting workflow, from sourcing to placement.

Advastar tools ecosystem

Crelate

Applicant Tracking System

The central hub for all recruiting activities, including candidate management, job posting, pipeline tracking, and workflow automation. Every candidate and job flows through Crelate.

Grok

AI Assistant

An AI-powered tool used for parsing job intake information, formatting resumes into Advastar-branded templates, and creating candidate snapshots from call transcripts.

LinkedIn Recruiter

Sourcing

Used for sourcing candidates, searching the LinkedIn database, sending InMails, and building talent pipelines for open positions.

Indeed

Sourcing

Used for sourcing candidates from the Indeed resume database and posting jobs to reach active job seekers.

ZipRecruiter

Sourcing

Used for sourcing candidates from the ZipRecruiter resume database and distributing job postings to their network.

CoRecruit (Quil)

AI Recording

An AI tool that records and transcribes candidate calls (G2s). Integrates with RingCentral, Crelate, and Outlook to automatically parse call summaries.

RingCentral

Communication

The primary phone system for recruiter calls and text messaging. Integrated with Crelate for seamless communication tracking.

Calendly

Scheduling

Used for scheduling calls and interviews with candidates. Reduces back-and-forth by letting candidates pick available time slots.

Apollo.io

Contact Information

Tool used to find contact information (emails, phone numbers) for potential candidates identified through sourcing.

ContactOut

Contact Information

Chrome extension used to find personal email addresses and phone numbers for candidates found on LinkedIn.

Adobe Express

Social Media & Marketing

Used for creating branded graphics, banners, and social media posts to promote job openings.

Sniply

Social Media & Marketing

URL shortener that adds call-to-action overlays to shared links, used for tracking engagement on job posts.

Ocoya

Social Media & Marketing

Automates the posting of jobs to social media channels including LinkedIn, Facebook, Instagram, and X (formerly Twitter).

MS365 & Google Sheets

Productivity

Standard office tools for email communication, document creation, and internal tracking spreadsheets.

Training Videos

Loom video walkthroughs demonstrating key processes. Click any video to expand and watch inline.

02

Job Creation & Distribution

From client intake call through Grok AI processing, Crelate setup, and publishing to 14+ job boards.

Job Creation Workflow

1

Intake Call & Grok Project

Grok

Information from the client intake call is fed into a Grok project, which automatically extracts key details like company information, job purpose, and must-have requirements.

  • Client provides job requirements during intake call
  • Grok parses intake notes to extract structured data
  • Key fields: company info, job purpose, must-haves, nice-to-haves
2

Create Job in Crelate

CrelateGrok

A new job is created in Crelate using the structured information from Grok. This includes placement type, compensation details, and recruiter assignment.

  • Populate job details: title, placement type, compensation
  • Assign job owner (recruiter/account manager)
  • Set up job-specific tags and categories
3

Job Description & Strategy

CrelateGrok

The job description and recruiting strategy generated by Grok are pasted into the appropriate tabs within Crelate for the recruiting team to reference.

  • Paste formatted job description into Crelate
  • Add recruiting strategy and sourcing plan
  • Include competitor companies for sourcing reference
4

Publish Job

Crelate

The job is published from Crelate to up to 14 job boards and the Advastar website. Crelate automatically generates a unique URL and email address for each posting.

  • One-click publish to 14+ job boards
  • Auto-generates unique tracking URL per board
  • Auto-generates unique email for applicant tracking
  • Published to Advastar website automatically
5

Manual Job Board Posting

IndeedLinkedIn RecruiterZipRecruiter

Jobs are also manually posted on Indeed, LinkedIn, and ZipRecruiter to ensure maximum visibility and reach beyond Crelate's automated distribution.

  • Post directly on Indeed with enhanced visibility options
  • Create LinkedIn job posting with recruiter sponsorship
  • Post on ZipRecruiter for additional candidate reach

Social Media Distribution

After a job is created, it is promoted across social channels for maximum reach.

1

Create Graphics

Adobe Express

Branded banners and social media posts are created using Adobe Express to promote the job opening visually.

  • Design branded job announcement graphics
  • Create platform-specific formats (LinkedIn, Instagram, etc.)
  • Include key job details and Advastar branding
2

Automate Social Posts

OcoyaSniply

Ocoya is used to schedule and automate the posting of job announcements across multiple social media channels simultaneously.

  • Schedule posts across LinkedIn, Facebook, Instagram, X
  • Use Sniply for trackable short URLs
  • Automate posting cadence for maximum engagement

14+

Job boards reached per posting via Crelate

03

Recruiting Workflow

How candidates are sourced across 7 channels and managed through 20+ pipeline stages inside Crelate.

Recruiting pipeline visualization

Sourcing Methods

Advastar recruiters use these seven channels to build candidate pipelines for each open position.

1

Crelate Internal Database

Search existing database of previously sourced and placed candidates.

Crelate
2

Crelate Discovery

AI-powered tool that uses job descriptions and competitor lists to find candidates from Crelate's proprietary database.

Crelate
3

Intake (Applications)

Review new applicants who have applied directly to job postings on various boards.

Crelate
4

LinkedIn Recruiter

Actively search for and message potential candidates on LinkedIn's professional network.

LinkedIn Recruiter
6

ZipRecruiter

Search ZipRecruiter's candidate database and review applicants from ZipRecruiter postings.

ZipRecruiter
7

Contact Discovery

Find contact information for sourced candidates using Apollo.io and ContactOut.

Apollo.io / ContactOut

Pipeline Stages in Crelate

Each candidate moves through these stages within Crelate. Filter by category to focus on a specific phase of the process.

New / Applicants

New applicants and sourced profiles are initially collected here.

Sourcing

Potential Targets / Sourced

Candidates identified through sourcing but not yet contacted.

Sourcing

Resume Review

Resumes are reviewed for qualifications and fit.

Sourcing

Targeted (ext. message)

Candidates who have been messaged through an external source like LinkedIn or email.

Outreach

Replied / Interested

Candidates who have responded positively to outreach.

Outreach

Warm Message (AutoEmail)

Automated warm email sequences sent to engaged candidates.

Outreach

Cold Message (AutoEmail)

Automated cold email sequences sent to new prospects.

Outreach

In Play

Active candidates being considered for positions.

Screening

G2 Scheduled

Initial screening call (G2) has been scheduled with the candidate.

Screening

G2 Complete

Screening call completed, evaluating next steps.

Screening

Preparing Submittal

Recruiter is preparing candidate materials for client submission.

Submittal

Internal Submittal / Review

Candidate sent to Account Manager for internal review.

Submittal

Submit to Client

Candidate has been submitted to the client by the Account Manager.

Submittal

Interview Request

Client has requested an interview with the candidate.

Interview

Interviewing with Client

Candidate is actively interviewing with the client.

Interview

Int. Complete / Feedback

Interview completed, gathering feedback from both sides.

Interview

2nd Interview (+)

Additional interview rounds requested by the client.

Interview

Offer (Contract)

Offer extended for a contract placement.

Placement

Placed (Contract)

Candidate has been placed in a contract role.

Placement

Offer (Direct)

Offer extended for a direct hire placement.

Placement

Placed (Direct)

Candidate has been placed in a direct hire role.

Placement

Pass / Candidate

Candidate has declined or withdrawn.

Exit / Pass

Pass / Client

Client has passed on the candidate.

Exit / Pass

Pass / Advastar

Advastar has decided not to proceed with the candidate.

Exit / Pass

Project Completed

Contract assignment has been completed successfully.

Placement
04

Submittals & Interviews

Preparing candidate materials using CoRecruit (Quil) and Grok AI, then submitting to clients.

Candidate Submittal Process

1

Record & Transcribe G2 Call

CoRecruit (Quil)RingCentralCrelate

Every G2 call with a candidate is recorded and transcribed by CoRecruit (Quil). The summary and transcript are automatically parsed into Crelate.

  • Call is recorded via RingCentral integration
  • CoRecruit (Quil) transcribes the conversation
  • Summary is auto-parsed into Crelate candidate profile
  • Full transcript available for download
2

Format Resume

Grok

The candidate's original resume is dropped into Grok, which formats it into a standardized Advastar-branded template with consistent formatting and contact info removed.

  • Drop original resume into Grok project
  • Grok outputs formatted resume ready to copy/paste
  • Remove candidate contact information
  • Ensure consistent formatting across all submissions
  • Paste into Word, make adjustments, save as PDF with Advastar logo
3

Build Snapshot

Grok

The transcript from the G2 call and original resume are dropped into Grok to create a concise 'snapshot' — a summary of the candidate's skills, experience, and qualifications.

  • Feed G2 transcript and resume into Grok
  • Grok generates a concise candidate snapshot
  • Snapshot includes: key qualifications, experience highlights, compensation expectations, relocation preferences
  • Copy/paste snapshot to candidate profile in Crelate
4

Send to Account Manager

Crelate

The formatted resume and snapshot are sent to the Account Manager for review. The AM then submits the package to the client's hiring manager.

  • Send formatted resume + snapshot to Account Manager
  • AM reviews candidate package for quality
  • AM submits to client hiring manager via email
  • Candidate stage updated to 'Submit to Client' in Crelate
Document preparation illustration

Submittal Package Includes

1

Formatted Resume

Advastar-branded, contact info removed, consistent formatting

2

Candidate Snapshot

Concise summary: skills, experience, compensation, relocation

3

G2 Call Transcript

Full recording and transcript via CoRecruit (Quil)