Automated Questionnaire System for Client + Candidate Screenings

What Wasn’t Working

Client J’s team was constantly forgetting to send screening questionnaires before their meetings with clients and candidates. Even when they remembered, it wasn’t consistent—some sent a form link, some sent an email, some skipped it altogether. Recruiters had different styles, different workflows, and no reliable process to collect info ahead of time. That meant they were using up half of their 30-minute calls going over the basics they could’ve gotten in advance. And there was no system in place to make sure the info actually landed in front of the right person in time.

What We Built

I built a fully automated, multi-entry system that works no matter how a candidate or client enters the process. Whether a recruiter sends a templated email, a Calendly link, or the form directly, the system:

• Sends a follow-up email with a personalized link to the correct questionnaire

• Routes responses to a central log and sends a copy directly to the recruiter

• Sends a reminder 1 hour before the call if the form hasn’t been filled out

• Labels results in Gmail so recruiters can easily find answers before the call

• Pulls the recruiter’s name from the system so all emails feel personalized, not generic

• Works for both client and candidate questionnaires, across different workflows

• Adapts to each recruiter’s working style—no one has to change how they operate

The Outcome

Instead of relying on memory, the system now does the remembering, reminding, and delivering. Recruiters get the info they need without having to think about it. It lands right in their inbox, under a clearly labeled filter, with the subject line showing who it’s for. It’s faster, more consistent, and doesn’t depend on anyone being perfectly organized. It gives the team the prep they need while freeing up their mental energy to focus on the call itself.