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AI Recruitment Coordination Agent Development
Interviews scheduled, candidates informed
An agent that takes the administration out of hiring. It answers candidates' questions, schedules interviews across calendars, keeps every applicant informed and prepares a summary of each application against the criteria you published.
An agent that takes the administration out of hiring. It answers candidates' questions, schedules interviews across calendars, keeps every applicant informed and prepares a summary of each application against the criteria you published. It does not rank, reject or decide.
Candidates judge a company by how it treats them while they wait. Most hear nothing for weeks, because recruiters are busy finding four free hours in six calendars. Meanwhile applications are skimmed in seconds, on criteria that differ from one reviewer to the next. Automating the screening is tempting and dangerous. Automating the coordination is neither.
This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the calendar booking logic from our appointment booking demonstration and the criteria evaluation from our lead qualification demonstration, where every result names the rule and the evidence. Applicant tracking connections, candidate messaging and application summaries are not built.
One Case, Start to Finish
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Application received
A candidate applies for a support role and receives an acknowledgement with the next steps.
Completeness checked
A required certificate is missing. The candidate is asked for it once.
Summary prepared
The recruiter sees how the application addresses each published criterion, with quotes.
Recruiter decides
The recruiter chooses to interview and records why.
Interview booked
Three slots from the panel's calendars are offered. The candidate picks one.
Kept informed
After the interview the candidate is told when to expect a decision, and hears on that date.
Six jobs it carries through
Candidate communication
Keeps every candidate informed.
- Acknowledges each application
- Answers questions from your approved information
- Gives honest timelines
- Tells candidates when a role is closed
Interview scheduling
Finds and books interview times.
- Reads interviewers' real availability
- Offers the candidate choices
- States time zone and format
- Handles changes and cancellations
Criteria summary
Summarises an application against the published criteria.
- The criteria from the job description
- Where the application addresses each
- Quotes from the application as evidence
- Criteria it could not assess
Completeness check
Checks the application is complete.
- Required documents present
- Right to work information, where you ask
- Missing items requested once
- Nothing inferred about the person
Recruiter queue
Organises the recruiter's work.
- Applications awaiting a decision
- Candidates waiting longest
- Interviews without feedback
- Stages that are slowing down
Fairness safeguards
Keeps the process consistent.
- The same questions for the same role
- Personal characteristics left out of summaries
- Decisions and reasons recorded by the recruiter
- A candidate's request for review routed
What We Need to Scope This
- The process as it runs today, in a few lines.
- The systems it touches, for example applicant tracking, calendars, messaging, job criteria.
- Rough monthly volume, and who approves what.
Six Things That Slow This Down
Silence after applying
Candidates wait weeks without an acknowledgement.
Scheduling by email
Eight messages to find one interview slot.
Criteria in each reviewer's head
Two recruiters would shortlist different people.
Decisions without reasons
A candidate asks why and nobody can say.
Bias carried into automation
A tool learns to prefer people who resemble past hires.
Dropped at the offer stage
The preferred candidate accepts elsewhere while approvals crawl.
What It Reads and Writes
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Applicant tracking
- Greenhouse
- Lever
- Workable
- Teamtailor
- or your system
Calendars
- Microsoft 365
- Google Workspace
Messaging
- Email and the channels candidates use
Job criteria
- Published requirements per role
Policy
- Your hiring, retention and equal-opportunity rules
Recruiters
- The people who decide
It Coordinates Hiring and Decides Nothing About People
Hiring decisions change lives and are regulated in many places, including rules on automated decision-making. This agent is deliberately limited to coordination and summarising against criteria you published. It does not score, rank, shortlist or reject, and its summaries leave out personal characteristics.
Every decision and its reason is recorded by the recruiter who made it. A candidate who asks for a human review gets one.
- No scoring, ranking or rejecting
- Summaries against published criteria
- Personal characteristics left out
- Every decision made by a person
- Honest timelines for candidates
- Review on request
What Buyers Ask First
No. It checks that an application is complete and summarises how it addresses the criteria in the job description, quoting the application. A recruiter reads the summary and the application and decides. We would not build automated rejection.
Booking is one of its parts. Interview scheduling involves several interviewers' calendars at once, and around it sits everything else a candidate experiences: acknowledgement, answers, updates and a clear end.
Candidate data is kept in your applicant tracking system under your retention rules, and the agent's limits are set with your HR and legal leads. Laws on automated processing in hiring vary by country, which is one reason this design keeps every decision with a person.
Not as software yet. This page describes a proposed workflow. It would reuse the calendar booking logic from our appointment booking demonstration and the criteria evaluation from our lead qualification demonstration, where every result names the rule and the evidence. Applicant tracking connections, candidate messaging and application summaries are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.
Measure How Long Candidates Wait
Take your last ten hires and note the days between each step. Most of that time is scheduling and silence, and both can be fixed.