Use case · Recruitment agencies

How Ruben runs a recruiter's inbox with Pidgy.

Ruben runs a desk with 14 open roles. Candidates, clients and interviews all negotiate through one inbox. This is how Pidgy flies for him.

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Works with Gmail & Outlook Data stays in the EU
Assistant to
Ruben Pidgy, the AI email assistant, holding a task list
pidgy · Ruben's desk overview
🔍  Search clients… All clients Waiting on client
Halden Tech · Senior dev · shortlist
Shortlist sent
Client feedback · nudge ready
Corvus Bank · Finance lead · offer
Offer out
Offer expires Fri
Nordwind · Ops manager · sourcing
Sourcing
Waiting on references
Plume Media · Designer · placed
Placed
Started ✓
14 open roles · 4 waiting on feedback · 3 interviews this week

Where placements quietly die.

6h

Chasing feedback & documents

Every week. Shortlist feedback, interview availability, references, right-to-work: asked once, then chased while roles go stale.

A real Friday email"Hi Petra, friendly reminder nr. 3: any feedback on the shortlist from Monday? The candidates are getting other calls…"
26

Owed follow-ups found on day one

Candidates awaiting news, clients owing feedback, references half-collected: all living in one recruiter's memory.

Buried in a thread"…also, can you check if he'd consider hybrid? And send two references."
2h

Sunday desk triage

Rebuilding the pipeline from the week's mail: who's at what stage, who went quiet, which offer is at risk.

Ruben, before Pidgy"Placements didn't fall through at the interview. They fell through in the follow-up."
Candidates · clients · placements

Pidgy, on the desk.

01 · the desk

Every role, every pipeline.

Open roles in one list with stage and next action: who's at interview, which client owes feedback, which offer is out. The desk status without opening a thread.

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Open roles
Halden Tech · senior dev
4 docs · 12 emails · 3 open tasks
64%
Nordwind · ops manager
2 docs · 7 emails · 1 open task
38%
Corvus Bank · finance lead
6 docs · 4 emails · 2 open tasks
82%
Plume Media · designer
8 docs · 23 emails · all done
100%
02 · placements die in silence

Feedback & replies chased for you.

The client sitting on a shortlist for 9 days, the candidate quiet on an offer: Pidgy surfaces them with a nudge drafted in Ruben's voice. Momentum is the whole job.

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Waiting on others 3 waiting
PS
Re: Shortlist feedback
Petra Sol · waiting 6 days
6d
JK
Re: Offer decision
Jon Kade · waiting 9 days
9d
MV
Re: Right-to-work documents
Mira Voss · waiting 3 days
3d
Pidgy drafted a follow-up
Hi Petra, quick nudge from my side: any feedback on Monday's shortlist? The strongest candidates are in other processes, so timing matters. Happy to talk it through.
Follow-up sent
03 · automatic

Interview logistics become tasks.

Availability, feedback, references: requests buried in threads become tasks with deadlines, delegated to the resourcer in one click.

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Inbox
SL
Petra Sol
2 min ago
Re: Senior dev shortlist

Hi Ruben, strong shortlist. We want final interviews by May 2nd.

Could you send the candidates' availability? High priority.

Priority detected. Tasks ranked & delegated.
Today, by priority
Send availability · Halden shortlist
TodayFrom email
Book final interviews · Halden
Due May 2Delegated · Tessa
Chase references · Nordwind
Due Apr 30
Prep the offer letter
Due May 5
2 to-dos created · 1 auto-delegated
04 · candidates love this

CVs & documents via magic link.

Candidates get one secure link: updated CV, references, right-to-work documents, uploaded in place. No more version-seven attachments hunted across threads.

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In your client's inbox
PO
Ruben via Pidgy
to petra.sol@haldentech.com
Mon 09:01
3 things to keep your search moving
Good morning Petra,
A short list is waiting for you below. Upload in place, no account needed. It takes about two minutes.
↩ Reply↪ Forward
Halden Tech · your search list
3 items · shared by Ruben
Shortlist feedback (open)Upload
Interview slots to confirmUpload
Signed terms of businessReceived ✓
Feedback received · zero chasing calls made
05 · the desk week

Interviews planned, follow-ups blocked.

Interviews, client calls and check-ins dragged into calendar blocks. The week runs the pipeline instead of reacting to it.

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This week
9101112
Mon
Standup
Tue
Client call
Wed
Review · shortlist
Thu
Reading
Fri
Deadline
Today · 4 tasks
✉Review the Halden shortlistest. 1 h · due FriReply
✉Counter-sign the terms of businessest. 6 min · due tomorrowSign
✉Pay invoice 2026-0418est. 3 min · due FriPay
+Prep the offer letterest. 45 min · due MonYou
Wed · 10:00 → 11:00
Duration
Deadline
Fri · May 23
Remind me 15 min before
Added · Wed 10:00, deadline Fri

Ruben's first season.

6.5h

per week back, measured over his first two months

26

owed follow-ups surfaced from the desk on day one

0

offers lapsed in silence since the desk moved to Pidgy

40s

to nudge a client that used to take a phone chase

"Nobody in my pipeline waits in silence anymore. That's where placements used to die."

Ruben · recruiter, 14 open roles · composite of Pidgy's pilot users

Frequently asked questions.

How does Pidgy connect to my email?+
Pidgy connects to Gmail and Outlook with read access. It extracts pipeline stages, owed feedback, and deadlines into your desk overview. Nothing is sent without your say.
Is candidate data safe?+
Data stays in the EU and processing is GDPR-compliant, which matters for candidate documents. Access is scoped per mailbox.
Does it replace my ATS?+
No, it feeds it. Pidgy works the inbox layer where the actual chasing happens; your ATS stays the system of record.
Do candidates and clients need an account?+
No. Each gets a secure magic link with their own list: the CV to update, references to add, feedback to give. No login, nothing to explain.
What does it cost?+
Simple monthly pricing per mailbox, announced at launch. We onboard from the waitlist in order, so early joiners fly first.

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