Sector · staffing and secondment
AI for staffing and secondment: less retyping, more time for people
For staffing agencies, secondment agencies and recruitment agencies. AI automatically processes requests and vacancies from clients, puts CVs into your format, writes up intakes and schedules interviews. Who you put forward, invite or reject is always decided by a recruiter. That way the time goes to candidates and clients instead of the keyboard.
- Van Berkel: 192 hours a month back
- 65% faster screening (HR consultancy)
- The recruiter selects, always
The day on site
Day 1- 08:30Shadowing the staffing consultantsWhere do requests come in, and who retypes them?
- 10:00The request flow mapped outPer step: how long, with how many people, how often a month
- 11:30CVs, intakes and schedulingWhat is admin, and what is the craft?
- 13:30Conversation with the branch managerWhere does the week get stuck, and where is the growth?
- 15:00Drawing the lineWhat may AI do, and what stays with the recruiter?
- 16:30First feedbackWithin a week, the business case per opportunity
Worked with us
01 / Sound familiar?
Monday morning at the branch.
The job is helping people into work. But a large part of the week goes on everything around it. Six sentences you'll probably recognize.
The pile of requests
“At nine o'clock there are forty requests in the inbox. By twelve I've entered fifteen.”
The CV in our format
“Every candidate sends their CV in a different way. I convert them all to our template by hand before I put them forward.”
What's missing?
“Rate, start date, address of the location. For half of the requests I still have to call back.”
After the intake
“I have a good conversation, and then I spend twenty minutes typing up notes. Or I do it on Friday, from memory.”
Scheduling
“Five emails back and forth for one interview. Meanwhile the candidate has signed somewhere else.”
Ask Sandra
“Who have we placed with this client before? Sandra knows. Sandra is off today.”
02 / What it is
What does AI do for a staffing or secondment agency?
At a staffing or secondment agency, AI takes over the admin around requests and candidates: processing vacancies and requests automatically, putting CVs into your format and summarizing them, writing up intakes and scheduling interviews. The recruiter keeps the contact, the judgement and the selection. That way the time goes to people instead of retyping.
That last part isn't a side issue. Under the European AI Act, AI that selects, assesses or rejects candidates generally falls into the high-risk category. That's why we build it the other way round: AI does the groundwork and the recruiter decides. A match proposal is a proposal too, with the reason attached, and nothing more than that.
What's left for AI is still a lot. At Van Berkel Professionals, more than 100 requests a day came in that were retyped by hand. Now AI reads them, filters them and prepares them in their own systems. A human approves. That saves 192 hours a month, about two FTEs.
01Requests and vacancies
Read and filled in in your system, with a list of what's still missing.
02CVs and profiles
In your format, with a short summary against the job requirements.
03Interviews and scheduling
Intake written up, appointment proposed, confirmation ready.
04The selection
Stays with the recruiter. Always.
03 / Applications
Six places where AI gives time back in recruitment and secondment.
For each application: the systems we connect to, who approves and what it delivers. Where we have a measured client result, the figure is included. The rest we calculate in the AI Quick Scan, with your own figures.
192 h
Client case · Van Berkel Professionals
Processing requests automatically
AI reads requests from email and web forms, extracts the job, location, hours and start date and prepares them in your system. Anything missing is listed.
- Systems: inbox, web form, your ATS or CRM
- Who approves: the staffing consultant, per request
- Delivers: 192 hours a month at Van Berkel Professionals
Vacancies
Writing job ads
From request to job ad in your tone of voice, with a long version for the website and a short one for social media.
- Systems: ATS, website, Microsoft 365 or Google Workspace
- Who approves: the recruiter adjusts and publishes
- Delivers: less writing per vacancy, and every text in the same tone
65%
Client case · HR consultancy
Summarizing CVs in your format
AI converts the CV to your template and writes a summary against the job requirements, with references to what's in the CV. The judgement stays with the recruiter.
- Systems: ATS, inbox, your CV template
- Who approves: the recruiter reads and assesses personally
- Delivers: 65% faster screening at an HR consultancy
Conversations
Writing up intakes and conversations
After an intake or a conversation with a client, the write-up is ready, from your notes or, with permission, from the recording. Agreements and follow-up actions go into the system.
- Systems: Microsoft 365 or Google Workspace, ATS or CRM
- Who approves: the staffing consultant who held the conversation
- Delivers: write-ups on the same day, and nobody typing from memory on a Friday
Scheduling
Scheduling interviews and intakes
AI proposes times from the calendars of the recruiter, client and candidate, sends the invitation and a reminder, and reschedules when needed.
- Systems: Outlook or Google Calendar, email, ATS
- Who approves: the recruiter, for exceptions
- Delivers: fewer emails per appointment, candidates at the table sooner
Matching
Match proposals for the recruiter
For a new request, AI searches your own pool for who meets the hard requirements, such as qualifications, driving licence, region and availability, and shows why. The recruiter chooses who to call.
- Systems: ATS and candidate pool
- Who approves: the recruiter decides, AI only proposes
- Delivers: last year's candidates come back into view, not just the last ten
04 / Where the line is
Can AI select candidates?
Not with us. Under the AI Act, AI that selects, assesses or rejects candidates generally falls into the high-risk category, with strict requirements for human oversight and documentation. That's why the recruiter does the selection and AI helps with everything around it. This is what that split looks like, task by task. What exactly the law requires of you, you can read in the EU AI Act for SMEs. If in doubt, a lawyer has the final say.
| What AI does | What the recruiter does | Role of AI | |
|---|---|---|---|
| Processing a request | Reads, fills in, flags what's missing | Approves and calls the client | Human approves |
| Job ad | Writes a first draft | Adjusts and publishes | AI assists |
| CV in your format | Converts the CV and summarizes it, with the source | Reads and assesses | AI assists |
| Scheduling an interview | Proposes times, sends the invitation | Steps in for exceptions | Human approves |
| Match proposal | Shows who meets the hard requirements, and why | Chooses who to approach | AI assists |
| Inviting, putting forward or rejecting | · | Decides, always | Human |
Swipe sideways to see all columns →
The roles come from our method: Human, AI assists, Human approves and Fully AI. In recruitment and selection we don't use the last one. This is an explanation in plain language, not legal advice.
05 / Who does what?
Human, AI assists, human approves or fully AI?
Every task gets one of four roles with us. Click through the examples and see why an invoice can be handled fully by AI, and why a rejection always stays with a human.
Pick a task
Human
A person does the work. AI stays out.
AI assists
A person does it, AI drafts or looks things up.
Human approves
AI does the work, a person checks before it goes out.
Fully AI
AI does it by itself. A person spot-checks.
Where it lands: Human approves
AI prepares the answer with the right order details. An employee reads along and sends: tone and exceptions stay human.
06 / Before and after
A week at the branch, before and after.
Six moments from an ordinary week. For the requests and the CVs there's a measured client result; for the others we describe what changes. What it delivers for you, we calculate with your own figures.
- Van Berkel: 192 hours a month
Requests on Monday
Before
Opening forty emails, retyping them into the system, calling back about what's missing.
With AI
The requests are ready in the system, with what's missing flagged. The staffing consultant approves and only calls where needed.
- HR consultancy: 65% faster screening
Putting CVs forward
Before
Converting every CV to your own template by hand.
With AI
The CV is in your format, with a summary against the job requirements. The recruiter reads and decides.
After the intake
Before
Typing up notes after every conversation, or everything from memory on Friday.
With AI
The write-up is ready. The staffing consultant adds to it and saves it.
Scheduling an interview
Before
Five emails back and forth between candidate, client and recruiter.
With AI
Times proposed from the calendars, invitation and reminder sent.
Who do we already have?
Before
Asking around for the colleague who knows, or starting to recruit all over again.
With AI
Candidates from your own pool who meet the hard requirements, with the reason attached. The recruiter chooses.
Vacancy online
Before
Every job ad from a blank page, in a different tone for each colleague.
With AI
A first draft in your house style, for the website and for social media. The recruiter finishes it.
07 / Case
Van Berkel Professionals: more than 100 requests a day, 192 hours a month back.
At Van Berkel Professionals, more than 100 requests came in every day, by email and through forms. Someone had to read them, retype the details into their own system and pass them on. Every day, all over again.
Now AI reads the incoming flow, filters what's relevant and prepares it in their own systems. An employee approves every request. So nothing goes into the system without a human having seen it.
The result: 192 hours a month back, about two FTEs. Time that now goes to clients and candidates instead of retyping.
01Source
Email and web forms, more than 100 requests a day.
02What AI does
Reading, filtering and preparing in their own systems.
03Where the human is
An employee approves every request.
04Built with
AI agents and n8n, connected to the systems that were already there.
08 / Cases
What it delivers in recruitment and HR.
Two cases, one pattern: AI does the reading and writing, a human approves and decides.
09 / How to approach it
From first conversation to the request that fills itself in.
We build within the AI Partnership. You start with the € 6,000 AI Quick Scan: one day at your branch, and within a week you know per opportunity what it delivers and what it costs.
- 01
Intro call
Fifteen minutes
Where does most of your time go: requests, CVs, write-ups or scheduling?
- 02
AI Quick Scan
One day plus a week
Shadowing staffing consultants and recruiters, three numbers per step, a business case per opportunity, a twelve-month roadmap and package advice.
- 03
Agreements on data
First weeks
Which candidate data AI may see, where it's stored and for how long. And how you tell your candidates that AI helps.
- 04
First process live
Quarter 1
Usually request processing. A human approves everything, and every month you see what it delivers in hours and euros.
- 05
Expand
After that
CVs, write-ups, scheduling. Process by process, within the package that fits.
10 / Questions
Frequently asked questions about AI for staffing and secondment.
What can AI do for a staffing agency?
At a staffing agency, AI can automatically process requests and vacancies from clients, write job ads, put CVs into your own format and summarize them, write up intakes and schedule interviews. The selection of candidates stays with the recruiter. At Van Berkel Professionals, request processing alone delivered 192 hours a month.
Can AI select or reject candidates?
Not at NinA AI. Under the European AI Act, AI that selects, assesses or rejects candidates generally falls into the high-risk category, with strict requirements for human oversight and documentation. That's why we leave the selection with the recruiter and use AI for admin, summarizing, scheduling and match proposals that a recruiter assesses. There's more explanation in the EU AI Act for SMEs; if in doubt, a lawyer has the final say.
Can AI process vacancies and requests automatically?
Yes. AI reads requests from email and web forms, extracts the details and prepares them in your ATS or CRM, with a list of what's still missing. A staffing consultant approves before anything is final in the system. At Van Berkel Professionals, it's about more than 100 requests a day and 192 hours a month saved.
How does AI help with recruitment without taking over the selection?
By doing everything around the selection: converting and summarizing CVs with references to the CV, scheduling interviews, writing up conversations and showing from your own pool who meets the hard requirements. The recruiter reads, assesses and decides. At an HR consultancy, this made the screening process 65 percent faster, while the decision stayed with the recruiter.
Do candidates need to know that we use AI?
We always recommend it. Say in the job ad or the confirmation email that AI helps with processing applications, what exactly for, and that a human decides. That's fair to candidates and avoids surprises. What exactly the law requires depends on your situation: read the EU AI Act for SMEs and have a lawyer take a look if in doubt.
Which systems do you connect to?
To the systems you already use: your ATS or CRM, the inbox, web forms, calendars in Microsoft 365 or Google Workspace and the back office, for example AFAS. We usually build in n8n, with custom work where needed. The condition is API access or an export with the right permissions.
Is it safe with candidate data?
Candidate data stays in the EU, on your own infrastructure or on servers with a European provider. AI only sees what it needs for a task, everything is logged and the data agreements are in place before we build. We work to ISO 27001 and NEN 7510 (certification in preparation). What is and isn't allowed with personal data in a chatbot, you can read in ChatGPT and the GDPR.
What does AI cost for a staffing or secondment agency?
You start with the € 6,000 AI Quick Scan. After that, the AI Partnership runs on package S (€ 4,500 per month, 30 hours), M (€ 7,500 per month, 50 hours) or L (€ 12,000 per month, 80 hours), for a minimum of twelve months. We only start if the partnership earns itself back at least twice in the first year. All amounts excluding VAT.
Further reading
- AI by departmentIn HR: job ads, CVs, onboarding and HR questions. A human decides.
- The EU AI Act for SMEsWhat the law requires, in plain language. Including on recruitment and selection.
- The AI Quick ScanOne day on site, a business case per opportunity within a week.
- All sectorsAI in e-commerce, professional services, healthcare and more.
- AI literacyWhat your team needs to know to work with AI responsibly.
- Professional servicesIntake, reports and quotes at firms and agencies.
More time for candidates and clients?
Book a fifteen-minute intro call. Together we'll look at where most of the retyping is in your week, and what AI is and isn't allowed to do there.
01
Intro call
Fifteen minutes, no strings. Where does work get stuck and what do you want to achieve?
02
AI Quick Scan
One day on site. Within a week, a business case and a roadmap.
03
AI Partnership
A dedicated team that builds, trains and shows what it delivers every month.
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