AI chatbots for recruitment agencies

Two audiences with one team

Agencies serve candidates and clients at once. Candidates ask whether you have received their CV, what the salary band is, whether a role is remote and what happens after the interview. Clients ask for shortlists, feedback and how to post a new vacancy. Both audiences expect fast answers, and both are shown poorly by a silent inbox.

The administrative load also hides in scheduling. Finding a time that suits a candidate, a hiring manager and sometimes a panel can take a dozen messages.

Client-side questions are just as repetitive. Hiring managers ask how long a search takes, what your fees look like and how many CVs to expect. A bot that answers those from your published terms, and collects the brief properly the first time, saves a consultant a round of email at the start of every search.

What we build

• Candidate Q and A: role details, location, pay band if you publish one, application steps and typical timelines, taken from your job ads.
• Application intake: collects name, contact, role interest, right-to-work status, notice period and availability, and attaches the CV to your system.
• Status updates: tells a candidate where an application stands, using the stage in your applicant tracking system, with wording you approve.
• Interview scheduling: offers slots from the hiring manager's calendar and handles reschedules.
• Client vacancy brief: asks for role, location, salary range, must-haves and timeline, and creates a job draft for the consultant.
• Talent pool signup: asks passive candidates what they want, with explicit consent to be contacted.

We connect to ATS and CRM tools recruiters commonly use, for example Bullhorn, Greenhouse, Lever, Recruitee, Vincere or JobAdder, where their APIs allow. Calendars come from Google or Microsoft.

Where the human decides

Notice that the bot gathers facts but does not score people. Decisions that affect someone's job prospects stay with a person who can explain them.

This split is deliberate and it is also practical. When a candidate disputes an outcome, there is a named consultant who made the decision and can explain it, which protects both your agency and the person.

Fair hiring and data protection

Automated tools in hiring attract scrutiny. Some places regulate automated employment decision tools, for example New York City requires bias audits for certain tools, and UK GDPR gives people rights around solely automated decisions. Equal opportunity laws in the US, the Equality Act in the UK and anti-discrimination law in Australia and Ireland apply regardless of tool. Check your obligations with an employment lawyer. By design, our bot does not infer age, gender, ethnicity or health from messages, never asks about protected characteristics, and uses the same questions for every candidate.

Candidate data is personal data. We store only what the next step needs, show a privacy notice in the chat, honor deletion requests and set a retention period. Our AI vendor evaluation checklist covers questions clients may ask you about the tool.

Build process

1. Pipeline walkthroughWe follow one candidate and one client through your current process.
2. Choose the first flowOften candidate status and interview scheduling, as these save the most time.
3. Build and connect ATSRead access first, write access to add notes and stages later.
4. Consultant testingRecruiters try odd cases such as career changers and part-time seekers.
5. Launch and reviewWeekly transcript review for tone and fairness.

Our team works remotely from Pune and meets you in your hours. The general service is described on AI chatbot development, and AI automation for recruitment covers sourcing and admin flows.

Price

A candidate FAQ and scheduling bot can sit near our $1,500 minimum. An ATS link, client intake flow, several consultants' calendars or multiple languages add hours at $30 an hour, quoted fixed within one working day of a short call. Integration depth is the main cost driver. For the wider picture read AI chatbot cost.