Candidate replies outside the system

The problem

Candidates’ replies landed in an email inbox and interviews were booked in the team’s calendars. None of it reached the candidate’s record unless someone copied it by hand. With more applications coming in, that work only grew.

What we did

Every hour, an automation reads the replies in the recruitment inbox and adds a note to the candidate’s record, with an alert in the team channel. It also looks through the team’s calendars for interviews booked with candidates and logs them.

It works alongside the AI screening of applications: every application is read and answered, and whatever the candidate replies is logged automatically.

The result

• Since the system started, thousands of applications have been screened and hundreds of new interviews booked, with the same team.
• No reply or interview has to be copied by hand.

With the same people, the team keeps up with far more applications and can let that volume grow without worry. The logging stays with the system, and the conversation with the candidate stays with people.