Your agency's capacity shouldn't be limited by how many recruiters you have
Theona is an AI operational layer for recruiting agencies. It handles the repetitive work — screening, outreach, scheduling, reporting — so your team focuses on what actually closes positions: relationships and decisions.
Used by recruiting agencies managing 50–500+ active positions per month
The agency model has a ceiling. Most agencies hit it at 3–5 recruiters.
You know the pattern. You win a new client, volume spikes, and suddenly your team is drowning in CVs, chasing candidates for availability, and manually updating three different spreadsheets for three different clients.
You hire another recruiter. It helps — for a month. Then the same ceiling appears, just higher.
The problem isn't your team. It's the structure: every position requires the same manual steps, and every recruiter carries those steps in their head. When they leave, the process leaves with them.
The result
- • Revenue per recruiter stays flat no matter how good your team is
- • Onboarding a new recruiter takes weeks because there's nothing to hand over
- • Client reporting is always someone's Friday afternoon problem
- • You can't take on more clients without taking on more risk
What changes when your processes live in agents, not in people
The agencies growing fastest right now aren't hiring more recruiters. They're making each recruiter more effective by removing everything that doesn't require human judgment.
Revenue per recruiter goes up
When an agent handles CV screening, first-touch outreach, and interview scheduling — a recruiter can manage 2–3× more active positions simultaneously. The same team closes more. Revenue scales without headcount scaling with it.
Recruiter turnover stops being a crisis
When your process lives in an agent — not in a person's head — a recruiter leaving means you need to hire, not rebuild. The new person inherits a working system on day one.
Client experience becomes consistent
Every client gets the same process quality, regardless of which recruiter is assigned. Status updates go out automatically. Reports are generated without anyone spending Friday afternoon on them.
The workflows your recruiters run manually — every single day
These aren't hypothetical automations. These are the exact tasks that eat recruiter time across every position, every client, every month.
| Use case |
|---|
| ATS Talent Re-Engagement Finder When a new position opens, searches the ATS for previously interviewed or rejected candidates who could be a strong fit for the new role — and prepares a shortlist with re-engagement recommendations for the recruiter. |
| Candidate Sourcing from Job Description Analyzes a job description to extract role requirements, builds a targeted sourcing strategy, searches the public people database for the most relevant candidates, evaluates each candidate's fit and openness to move, and delivers a structured shortlist with insights — ready for recruiter review. No external integration setup required. |
| Recruiter Load Balancer Analyses workload distribution across the recruiting team based on open positions, active candidates, position urgency, and role complexity. Identifies overloaded and underutilised recruiters and suggests rebalancing to HR leadership. |
| Candidate Interview Review Assistant Reviews screening interviews, records candidate feedback, prepares next-step questions and helps move the hiring process forward. |
| Candidate Pre-Screening Assistant Automatically reviews shortlisted candidates, highlights missing information, and prepares personalised screening questions and outreach messages for the recruiter. Find shortlisted candidates in HR system (for example BambooHR) |
| Candidate Screening & Evaluation Automates candidate screening: researches applicants, scores them against criteria, updates ATS, and sends a report. |
| Hiring Process Audit Agent Analyses the end-to-end hiring funnel for a specified period, calculates key recruiting metrics (hiring funnel conversion rates, time-to-hire, and optionally cost-per-hire), identifies bottlenecks and slow stages, and delivers an actionable audit report to HR leadership. |
| Interview Prep Kit Automatically generates a tailored interview question kit for a specific candidate and role. Fetches candidate profile and job requirements from the ATS, researches each previous employer online, and produces four question categories — Technical, Behavioral (STAR), Employer Deep-Dive, and Motivation & Fit — delivered as a formatted email to the recruiter. |
From your current process to an agent-powered one — in days, not months
Map one position type
Start with your highest-volume position type — the one your team runs most often. Describe the steps in plain language. Theona turns that into an agent.
Connect your tools
Link your ATS, LinkedIn, email, and calendar. Theona works with Greenhouse, Huntflow, Lever, Recruitee, Talantix, Gmail, Outlook, and 60+ more. Nothing to replace.
Run the agent on a live position
Your agent handles screening, outreach, and scheduling. Your recruiter handles conversations and decisions. Watch where time goes back.
Replicate across clients
Once the agent works for one client, clone it for others. Adjust the criteria, keep the process. Each client gets a consistent, documented workflow — not a recruiter's personal system.
Native integrations with leading ATS platforms
This works best for agencies that look like this
You'll get the most from Theona if:
- ✓ You have 2–15 recruiters managing multiple clients simultaneously
- ✓ You're closing 20+ positions per month and want to close more without hiring
- ✓ You've lost process knowledge when a recruiter left and don't want it to happen again
- ✓ You're spending recruiter time on tasks that feel like they should be automated by now
- ✓ You want to offer clients a more consistent, professional experience
This probably isn't for you if:
- — You're a solo recruiter with 1–2 clients (though it still works — just more than you need right now)
- — You want to replace your recruiters with AI (Theona augments your team, it doesn't replace it)
What agency owners usually ask before getting started
Will this work with the ATS we already use?
Most likely yes. Theona integrates natively with Greenhouse, Huntflow, Lever, Recruitee, and Talantix. If you use something else, you can connect via API or Zapier. We're adding new integrations regularly — reach out and we'll confirm yours.
We have a very specific process for each client. Can agents handle that?
Yes — that's exactly the point. Each client gets their own agent configuration: their criteria, their tone, their reporting format. The process is standardised in structure but customised in content.
What happens when a recruiter leaves? Do we lose the agent setup?
No. The agent belongs to the agency, not the recruiter. When someone leaves, the new person inherits a fully documented, working process — not a blank slate.
How long does it take to set up the first agent?
Most agencies have their first agent running within a day. No implementation project, no onboarding call required. You describe the process, connect the tools, and launch.
Is candidate data handled securely?
Yes. Theona is GDPR-compliant with enterprise-grade security. Candidate data is processed to run your workflows and is never used to train AI models. You remain the data controller.
We already use Zapier for some automations. How is this different?
Zapier automates individual actions between tools. Theona runs entire workflows — it understands context, handles exceptions, and makes decisions within the boundaries you set. It's the difference between a trigger and a process.
No credit card required · GDPR compliant · Setup in under a day