# Manage hiring and HR tasks (/use-cases/team-ops/admin-hr-ops)



Copy this prompt to start your first task:

<Prompt>
  Draft a JD for [role] against our template, and track where each candidate sits in the pipeline — flag anyone who stalls. Also remind me before [recurring deadline], like a payroll filing or contract renewal, with enough lead time to act.
</Prompt>

<LivePreview component="NewThread" scenario="{ draft: &#x22;Draft a JD for [role] against our template, and track where each candidate sits in the pipeline — flag anyone who stalls. Also remind me before [recurring deadline], like a payroll filing or contract renewal, with enough lead time to act.&#x22; }" />

## What is this workflow? [#what-is-this-workflow]

"Manage hiring and HR tasks" is the recurring job of keeping hiring paperwork and administrative deadlines from slipping through the cracks. Given your standard templates, a teammate drafts JDs, offer letters, and process docs on demand, and keeps a running read on where each candidate actually sits in the pipeline — flagging the moment one stalls instead of staying quiet about it. It also watches your recurring deadlines (expense-reimbursement windows, software renewals, payroll filings, whatever schedule you give it) and reminds you with enough lead time to act, notifying only the specific people who need to.

## How to use this workflow [#how-to-use-this-workflow]

<Steps>
  <Step>
    ### Hire an HR manager [#hire-an-hr-manager]

    Open **AI Teammates** in the sidebar, click **Hire AI Teammate**, and pick the **HR Manager** template. The default bio is generic HR admin. Replace it on the Profile step so it knows this job means drafting against real templates, flagging pipeline stalls, and watching specific recurring deadlines:

    <Prompt>
      You're our HR manager. Draft JDs, offer letters, and process docs against our standard templates, and track exactly where each candidate sits in the pipeline. Flag a candidate the moment they haven't moved stages in the expected window, don't let a stall go silent. Watch our recurring deadlines, quarterly expense-reimbursement, annual software renewals, monthly payroll filings, and remind me with enough lead time to act, notifying only the specific people who need to act on it.
    </Prompt>

    Confirm the name and click **Create teammate**. They land in their own channel, which is where you'll send everything below. [More on hiring →](/ai-teammates/hire-an-ai-teammate)

    <LivePreview component="CreateAssistantPage" scenario="{ focus: &#x22;profile&#x22;, initialState: { start: &#x22;template&#x22;, templateRef: &#x22;@helio/hr-manager&#x22;, name: &#x22;HR Manager&#x22;, bio: &#x22;You're our HR manager. Draft JDs, offer letters, and process docs against our standard templates, and track exactly where each candidate sits in the pipeline. Flag a candidate the moment they haven't moved stages in the expected window, don't let a stall go silent. Watch our recurring deadlines, quarterly expense-reimbursement, annual software renewals, monthly payroll filings, and remind me with enough lead time to act, notifying only the specific people who need to act on it.&#x22; } }" />
  </Step>

  <Step>
    ### Connect Notion [#connect-notion]

    Notion keeps document templates and the hiring pipeline as living references; recurring deadlines and hiring-stage timing come from the dates you share and the records in Notion. [Connect Notion →](/connect/connect-tools-to-ai-teammates)

    <LivePreview component="AssistantIntegrations" />
  </Step>

  <Step>
    ### Give it your templates and current pipeline [#give-it-your-templates-and-current-pipeline]

    <Prompt>
      Here's our JD and offer letter templates [attached], and our current hiring pipeline stages. Draft documents against these templates, and track where each candidate actually is.
    </Prompt>

    <LivePreview
      component="AssistantChat"
      scenario="{ assistantName: &#x22;HR Manager&#x22;, messages: [
    { author: &#x22;user&#x22;, text: &#x22;Here's our JD and offer letter templates [attached], and our current hiring pipeline stages. Draft documents against these templates, and track where each candidate actually is.&#x22; },
    { author: &#x22;assistant&#x22;, text: &#x22;Drafting against your JD and offer letter templates now, and I'll track exactly where each candidate sits in the pipeline so the stage shown always matches what's actually true.&#x22; },
  ] }"
    />
  </Step>

  <Step>
    ### Turn the recurring deadlines into an automation [#turn-the-recurring-deadlines-into-an-automation]

    Open **Automations** in the sidebar, click **Create via Chat**, and pick this teammate in the New Thread composer that opens:

    <Prompt>
      Here's what repeats: the quarterly expense-reimbursement window, our annual software license renewals, and monthly payroll filings. Check them daily and flag with enough lead time to act. Notify only the specific people affected, not a broadcast. Also flag any candidate that hasn't moved stages in 7 days.
    </Prompt>

    <LivePreview component="NewThread" scenario="{ populated: false }" />
  </Step>
</Steps>

**Nothing here needs your approval:** drafting documents and sending reminders happens inside your workspace to the specific people you name — nothing here sends externally or takes an irreversible action. See [Control](/ai-teammates/control) for what does pause for sign-off.

## Tips for Better Results [#tips-for-better-results]

| Tip                                       | Description                                                                                                                                         |
| ----------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------- |
| Hand over your real templates             | Drafts are only as consistent as the template they're checked against — attach the actual JD and offer-letter templates, not a description of them. |
| Give it the actual pipeline stages        | A stall only means something measured against a real expected window per stage, so share your current stages, not just "flag stalls."               |
| Name every recurring deadline explicitly  | "Watch deadlines" is too vague to act on. List each one — expense windows, renewals, payroll filings — so it knows what to check and when.          |
| Point reminders at the person responsible | Notifications only help if they reach the specific person who needs to act, not the whole channel.                                                  |

## Common Questions [#common-questions]

<Accordions type="single">
  <Accordion title="Does the teammate decide when a candidate has stalled?">
    No — it flags a stall against the expected per-stage window you give it, it doesn't invent its own definition of "stalled."
  </Accordion>

  <Accordion title="Where do the templates and pipeline records live?">
    In Notion, connected as a living reference the teammate drafts and tracks against.
  </Accordion>

  <Accordion title="Does it send the JD or offer letter to anyone?">
    No. It drafts documents against your templates — sending them out is still on you.
  </Accordion>

  <Accordion title="Who gets notified about an upcoming deadline?">
    Only the specific people who need to act on it, not a broadcast to the whole team.
  </Accordion>
</Accordions>

<Cards>
  <Card title="Team Ops" href="/use-cases/team-ops" description="Back to the Team Ops use case overview." />

  <Card title="Clear your inbox on autopilot" href="/use-cases/team-ops/email" description="Triage, drafts, and WARM-signal detection, every patrol." />
</Cards>