The Intake Agent is the first step in Loxo's Agentic workflow - and the foundation every other agent builds from. It captures hiring requirements in a structured, weighted brief then hands everything directly into a pre-filled job so sourcing can start from real requirements instead of a handful of bullet points.
Starting an Intake
As an alternative to entering Title, Company, and Location manually, the Intake Agent can be completed by you alone, collaboratively with the hiring manager live on a call, or sent to the hiring manager to complete on their own schedule.
To start an intake from a new job:
Click Create Job
Click Or start with Intake Agent
Fill out the Hiring Company, Hiring Manager Name and Hiring Manager Email
Determine whether to send the Intake form to your hiring manager or complete it yourself
If sending to a hiring manager, an email will populate with the request and an included hyperlink for the hiring manager to click and fill out the Intake
Select whether to remind your hiring managers to complete the form every 24 hours
Hit Send!
Your hiring manager will be taken to a screen to verify their email address and receive a link to start the Intake
Completing the Intake
The intake guides the you or the hiring manager through a short, structured set of questions. It is designed to be completed in a few minutes from any device - no login to Loxo required for the hiring manager.
The intake uses several input types to capture structured, weighted requirements:
Ranked priorities — hiring managers drag and reorder requirements to distinguish true non-negotiables from nice-to-haves.
Single and multi-select — structured choices for things like experience level, work location preference, and employment type.
Compensation range — sliders to define target salary bands.
Open text — space for any context that doesn't fit a structured field.
Auto-saves as they go. Responses are saved automatically, so the hiring manager can step away and pick up where they left off without losing any progress.
Reviewing and Creating a Job
Once the hiring manager submits the intake, you will be notified to review it. You remain fully in control of what moves forward — nothing is created or submitted automatically.
To review and create the job:
Open the intake from the Intake tab on the Job or from your notification.
Review the Summary view for a quick overview of all captured requirements, or switch to Full Conversation view to see exactly what the hiring manager answered for each question.
Make any adjustments — you can edit any field before creating the job.
Click Create Job from Intake. The job is immediately populated with everything captured in the brief — no copying or re-entry required.
The structured requirements captured here feed directly into the rest of the Loxo Agent Workforce pipeline — Skill DNA, Job Description, Sourcing Strategy, Longlist, and Shortlist all inherit from the same brief.
Company Snapshot
If the company you are running the intake for already exists in Loxo, Company Snapshot automatically pulls in known details — industry, size, location, and other basics — so neither you nor the hiring manager has to type them in again.
This means each intake for a returning client starts faster than the last. Your team's accumulated knowledge in Loxo compounds over time, and the same company information doesn't have to be re-entered from scratch for every new search.
Tracking Progress
You can monitor the status of any intake you've sent at any time — without having to follow up with the hiring manager directly.
Real-time progress — the Intake tab on the Job shows how far the hiring manager has gotten, including partially completed responses that have been auto-saved.
Automatic reminders — Loxo sends reminders to the hiring manager if the intake has not been completed, so you don't have to chase them manually.
Notifications — you receive a notification when the intake is submitted and ready for your review.
Frequently Asked Questions
Q. Will this replace my intake call or conversation with the hiring manager?
A. No - the conversation still happens. The Intake Agent gives it a structured place to live instead of ending up in a notebook, email or messenger. Use it live on a call, send it ahead of time and review it together or complete it yourself based on what you already know. It's up to you.
Q. We already use a Google Doc or intake template. Why do we need this?
A. A document captures notes. The Intake Agent creates a structured, weighted brief that flows directly into a Loxo job. Nothing has to be re-entered, the whole team has access from day one and the brief is something you can put in front of a client without rebuilding it first.
Q. Does this replace recruiter judgment?
A. No. Recruiters still decide what makes a great candidate and can review or adjust anything before the Job is created. The Intake Agent organizes the information - it does not make hiring decisions.
Q. Can it surface things the hiring manager doesn't explicitly say?
A. That's exactly what the ranked priority questions are designed to do. By asking hiring managers to weight requirements rather than just list them, the intake helps distinguish true non-negotiables from nice-to-haves before sourcing begins. No intake catches everything, but this surfaces far more than a quick meeting recap.
Q. Is my data, or my client's data, secure?
A. Yes. The Intake Agent follows the same security and governance standards as the rest of Loxo, including SOC 2 Type II, GDPR/CCPA documentation and hosted multi-region infrastructure. All intake information stays within your organization's permission-controlled Loxo environment.
Q. Isn't this just a chatbot?
A. No. The experience feels conversational, but the goal is structured information capture - not conversation. The result is a weighted, job-ready hiring brief that flows directly into Loxo, not a chat transcript.
As always, reach out to Support if you have further questions!