Confirm approved headcount before opening a staffing search

Clients often describe a future team while approved requisitions cover fewer people. A staffing account executive earns trust by making this difference visible before candidates enter a search. The goal is an active search with a named owner, confirmed funding, and a clear decision path. A hiring forecast still has value, yet a forecast does not equal an opening ready for candidate work. Early clarity protects recruiter time and keeps candidate conversations accurate.

Begin intake by separating current openings from future plans. Ask, “Which roles have approval today?” Follow with, “Who released each role?” and “What reference identifies each approved opening?” A client might use a requisition number, an internal approval message, or a workforce plan. You do not need confidential budget figures. You need confirmation sufficient to know whether candidate submissions should begin now. Record a source and date beside every answer.

Use plain language. Avoid asking whether headcount is fully ratified across cost centers. A busy manager might not know those terms or might answer from hope rather than a record. Ask instead, “If I present a qualified person next week, which open role will receive the person?” This question moves discussion from a desired team size to a near term decision. A pause or uncertain answer signals preparation still needed before sourcing begins.

During a fictional kickoff, Devon hears, “We need five technicians by April.” He asks, “Which five requisitions will your team act on now?” The fictional plant manager answers, “Three have approval. Two depend on a capital review Friday.” Devon says, “I will prepare search plans for three approved roles. I will list two roles as pending until we receive a decision. Which person will send a result after Friday?” The manager introduces Elena from finance, who owns the update.

Devon writes intake notes while everyone is present. Technician A, approved, requisition 184, manager Luis, target interview week March ninth. Technician B, approved, requisition 185, manager Luis, target interview week March ninth. Technician C, approved, requisition 186, manager Chen, target interview week March sixteenth. Technician D and Technician E, pending capital review, decision owner Elena, expected update Friday. The notes never call pending roles approved. This difference prevents a later argument over where candidate work went.

Ask what approval changes in the actual hiring process. Some clients need a hiring manager to select interview times. Others need a coordinator to open a requisition in an applicant system. Budget approval without an interview owner still leaves a search waiting. Ask, “Who chooses which submitted people move to interview?” Ask, “Who confirms availability for a first interview?” These questions identify a working path. They do not ask you to judge internal client decisions.

Set expectations before sourcing. State which approved roles will receive activity and which pending roles will wait. In the fictional case, Devon sends a note on the same day: “We will begin outreach for requisitions 184 through 186. We will hold Technician D and Technician E until Elena confirms a capital review result. Please send an update by Monday if Friday’s meeting runs late.” Every participant now has one record. No candidate receives a premature promise about a role lacking approval.

Pending work still deserves careful preparation. Gather preferred skills, work schedule, location details, interview participants, and expected start period. Mark every pending note clearly. Do not present people against a pending role or describe such a role as open during outreach. Preparation saves time after approval, yet sourcing activity should match client authorization. If a client asks for names before approval, identify approved roles and ask whether a separate planning discussion would help.

Watch for changing counts. A manager might describe three openings during intake, then ask about a fourth role after meeting an impressive person. Return to the record rather than treating enthusiasm as approval. Devon might say, “Our notes show the fourth technician role as pending. Has Elena released a requisition since Friday?” If yes, request a reference and update the owner. If no, keep the person connected only to approved roles. This response sounds organized and preserves an accurate pipeline.

Candidates deserve accurate conversations. A recruiter should describe a currently open role, location, known interview steps, and hiring manager when the client permits. Do not tell a person an offer date, final pay, or start date before client confirmation. If a candidate asks about future openings, explain additional staffing needs were discussed while active work centers on approved roles. Keep notes about interest without presenting an uncertain opening as a commitment.

Handle a delayed decision with one specific check in. In the fictional example, Friday passes without Elena’s update. Devon sends a Monday message: “Our search is active for requisitions 184 through 186. Is there a new decision date for two pending technician roles?” He does not ask for a reason or pressure her to approve. If Elena says review moved to next Thursday, Devon changes the expected date and tells Luis. If no date exists, he marks both roles pending without a date and removes them from active forecasting.

Review an internal search dashboard before every client update. Compare active requisition identifiers with active job descriptions, recruiter assignments, candidate submissions, and interviews. A mismatch often appears when a pending role enters a spreadsheet through an informal request. Correct the internal record first. Then explain a change to the client. This routine prevents a surprise list of candidates linked to a role awaiting approval and gives recruiters one reliable source for current priorities.

Use an intake record during later changes as well. Suppose Elena approves one role after Friday’s review and defers another until a winter planning cycle. Devon updates Technician D with a requisition reference, interview owner, and target week. He retains Technician E as pending with Elena’s next update date. He sends Luis a revised note before asking recruiters to begin work. Separate entries stop one verbal update from changing the status of two roles.

For a practice exercise, use a fictional intake where a manager requests six people and four roles have approval. Ask which four roles will receive people first. Write four active search lines and two pending lines. Ask for an approval reference, interview owner, and next decision date on every line. Before ending the practice call, ask the decision owner for a follow up date. Open your calendar, place a message for the following morning, and attach the revised intake record for review.