TalentQuote US-091 - Talent Availability and Recruiter Notifications v1.2
Status: Approved Supporting Product Specification
Version: 1.2
Category: Product Functional Requirement
Document ID: US-091
Module: Recruiting Process
Phase: MVP
Domain: Talent Availability / Recruiter Operations
Related User Story: US-091
Priority: High
Owner: Product
Reviewers:
- Engineering
- QA
- Recruiting Operations
Last Updated: 2026-07-16
Approved By:
Related Functional Areas:
- Recruiting Process
- Instant Match
- Talent Availability Engine
- Recruiter Operations
Related Documents:
- TalentQuote User Stories v3.0
- TalentQuote Acceptance Criteria v2.3
- TalentQuote Product Governance v1.0
- TalentQuote Recruiter UX - Airtable Wireframe v1.0
- TalentQuote_US-091_Availability_and_Recruiter_Notification_Copy_Pack_v1.2.md
Audience:
- Product
- Engineering
- QA
- Recruiting Operations
- Automation Team
Purpose
Maintain accurate candidate availability information across TalentQuote through automated availability validation workflows and recruiter notifications.
The objective is to ensure that only talent with current and verified availability appears in matching results, improving platform trust, matching quality, and activation speed.
Business Context
Instant Match depends on inventory quality.
A candidate profile is only valuable if TalentQuote can confidently determine:
- Availability
- Hiring interest
- Redeployment readiness
Without availability validation, candidate inventory degrades over time, reducing matching quality and recruiter confidence.
US-091 exists to maintain inventory freshness while minimizing manual follow-up effort.
Strategic Alignment
This requirement directly supports:
- Instant Match
- Talent Reuse Strategy
- Talent Liquidity Engine
- Recruiter Efficiency
- Marketplace Health
Primary outcomes:
- Reduce stale profiles.
- Improve inventory accuracy.
- Increase recruiter confidence.
- Improve candidate redeployment.
- Maintain a reusable talent pool.
Success Metrics
These metrics measure the effectiveness of the Talent Availability Engine.
| Metric | Purpose |
|---|---|
| Availability Confirmation Rate | Measures how many targeted candidates confirm availability. |
| Availability Response Rate | Measures how many candidates respond through any supported channel. |
| Availability Expiration Rate | Measures how many requests expire without response. |
| Candidate Inactivation Rate | Measures how many profiles are marked inactive through the workflow. |
| Inventory Freshness Rate | Measures the share of candidate inventory with current availability confirmation. |
| Recruiter Notification Delivery Rate | Measures whether recruiter notifications are delivered successfully. |
| Redeployment Readiness Rate | Measures how many candidates are ready for future matching or redeployment. |
Actors
Primary
- Candidate
- Recruiter
- TalentQuote System
Supporting Systems
- Supabase
- Airtable
- n8n
- SMTP Provider
- WhatsApp Provider
Scope
Included
- Automated availability validation.
- Automated email communication.
- Automated WhatsApp communication.
- Availability confirmation workflow.
- Candidate status updates.
- Audit logging.
- Recruiter notifications.
- Contract-end availability reactivation.
- n8n scheduler automation.
Excluded
- Push notifications.
- Notification center.
- Slack integration.
- Mobile app notifications.
Trigger Events
Event 1
30 days have passed since the last availability confirmation.
Event 2
Candidate contract will end within 30 days.
Event 3
Candidate contract has ended.
Event 4
Manual recruiter revalidation request.
Functional Flow
Step 1
n8n scheduler identifies eligible candidates.
Eligibility:
- availability_status = APPROVED
- last_availability_confirmation >= 30 days
OR
- contract ending within 30 days
OR
- contract completed
Step 2
TalentQuote generates communication requests.
Channels:
Communication content is governed by:
TalentQuote_US-091_Availability_and_Recruiter_Notification_Copy_Pack_v1.2.md
Step 3
Candidate selects an availability option.
Option A
Available
System Actions:
- availability_status = APPROVED
- update last_availability_confirmation
- create audit record
Option B
Not Available
System Actions:
- availability_status = INACTIVE
- remove from matching
- create audit record
Option C
No Response
After expiration period:
- availability_status = INACTIVE
- remove from matching
- create audit record
Subject to validation rules defined below.
Step 4
Recruiter notifications are generated automatically.
Events:
- Candidate Available
- Candidate Unavailable
- Contract Ending Soon
- Contract Completed
- No Response
Candidate States
| State | Definition | Visible to Clients | Available for Matching |
|---|---|---|---|
| Approved | Candidate availability is current and approved for matching. | Yes | Yes |
| Pending Availability Confirmation | Candidate has received availability validation request and response window remains active. | No | No |
| Ongoing Contract | Candidate is currently assigned to an active contract. | No | No |
| Inactive | Candidate is unavailable or did not confirm availability within the valid response window. | No | No |
Communication Priority Rules
Candidate communications:
If both channels exist:
- Send Email.
- Send WhatsApp.
If Email delivery fails:
- WhatsApp remains a valid communication channel.
Email and WhatsApp confirmations are functionally equivalent.
Either channel may be used to confirm availability and produce the same business outcome.
Business Rules
RN-091-01
Only active candidates may receive availability validation requests.
RN-091-02
Each validation request must contain a unique secure token.
RN-091-03
Availability links expire after 7 days.
RN-091-04
Links may only be used once.
RN-091-05
All candidate actions must be audited.
RN-091-06
Candidates that do not respond within 7 days may be automatically marked Inactive.
RN-091-07
Before automatic inactivation, the system must validate:
- Active contract
- Accepted offer
- Onboarding process
- Active hiring process
If any condition exists, automatic inactivation must be cancelled.
RN-091-08
Email and WhatsApp are considered equivalent confirmation channels.
Data Model Impact
Candidate
Fields:
- availability_status
- last_availability_confirmation
- confirmation_source
- confirmation_date
Audit Log
Fields:
- candidate_id
- event
- timestamp
- ip_address
- user_agent
- source_channel
Recruiter Notification Log
Fields:
- candidate_id
- recruiter_id
- event_type
- delivery_channel
- delivery_status
- attempts
- timestamp
Integrations
Supabase
- Candidate updates
- Audit storage
Airtable
- Recruiter visibility
- Candidate status synchronization
n8n
- Scheduler
- Workflow orchestration
- Retry logic
SMTP Provider
- Email delivery
WhatsApp Provider
- WhatsApp delivery
Acceptance Criteria
AC-01
System identifies eligible candidates automatically.
AC-02
Email communications are generated successfully.
AC-03
WhatsApp communications are generated successfully.
AC-04
Each confirmation link is unique.
AC-05
Confirmation links expire correctly.
AC-06
Candidate responses update Supabase.
AC-07
Candidate responses synchronize with Airtable.
AC-08
All events are recorded in audit logs.
AC-09
Candidate availability updates immediately.
AC-10
Recruiters receive the correct notification event.
AC-11
Failed deliveries retry automatically.
AC-12
Candidates in Pending Availability Confirmation are not visible to clients and are not available for matching.
Dependencies
Required:
- Candidate profile lifecycle
- Contract lifecycle tracking
- Recruiter ownership model
- SMTP configuration
- WhatsApp integration
- Audit logging framework
Related Documents
Operational Copy Source:
TalentQuote_US-091_Availability_and_Recruiter_Notification_Copy_Pack_v1.2.md
User Story Source:
TalentQuote User Stories v3.0
Acceptance Source:
TalentQuote Acceptance Criteria v2.3
Governance Source:
TalentQuote Product Governance v1.0
Future Enhancements
Potential future capabilities:
- Slack recruiter alerts
- Notification center
- Push notifications
- Candidate availability scoring
- AI-powered reactivation campaigns
- Predictive redeployment recommendations
Final Principle
The objective of US-091 is not sending notifications.
The objective is maintaining accurate and trustworthy talent availability data so TalentQuote can continuously provide high-quality, interview-ready inventory through Instant Match.