Applicant follow-up, screening questions and interview booking automated for recruiting and staffing teams
When hiring is steady, one recruiter cannot reply to every applicant in time. We build the system that texts applicants who opted in, asks the screening questions you choose, answers common questions the same way every time, and books interviews on your calendar. Your recruiters spend their time with the people who show up.
An example site for recruiting and staffing
A made-up business, built the way we build real ones: the request comes in, the reply goes out with consent, and the job lands in the CRM.
Texts go out only after the applicant ticks the OK box on the application.
Answered by an AI receptionist, after hours or 24/7. No missed calls. Calls are recorded only with the caller's OK. How the AI receptionist works
The chat says it is an AI assistant. Texts go out only after the visitor says OK.
Texts go only to applicants who said OK to texts when they applied.
- A job seeker applies on the careers page
- They get one screening question by text
- The applicant shows up in your applicant list
- They answer and pick Tuesday morning
- The interview goes straight onto Jordan's calendar
- Confirmation sent and a reminder set
- A CDL driver applicant with a Class A CDL answered one screening question and picked Tuesday morning. The interview went onto Jordan's calendar for Tuesday at 10am, with a confirmation text and a reminder.
- A job seeker calls while recruiters are in interviews
- The AI receptionist answers right away
- The caller shows up in your applicant list
- The interview goes straight onto Jordan's calendar
- Confirmation sent and a reminder set
- Tia called about the forklift role. The AI receptionist answered, recorded with her OK, gave the standard pay answer and booked an interview with Jordan for Tuesday at 10am. Confirmation texted and a reminder set.
- A job seeker asks questions in the website chat
- The AI assistant answers, including the pay question
- They show up in your applicant list
- The interview goes straight onto Jordan's calendar
- They get a confirmation text and a reminder is set
- Andre asked about driving jobs and pay in the website chat and got the standard pay answer. His interview went onto Jordan's calendar for Wednesday at 9am, with a confirmation text and a reminder.
- Marcus misses his 10am interview
- He gets a friendly text with new times
- He picks a new time
- It goes straight back onto Jordan's calendar
- Confirmation sent and a reminder set
- Marcus missed his Tuesday interview. A text offered new times, he picked Thursday at 9am online, and it went back onto Jordan's calendar with a confirmation and a reminder.
Example tool
A tool your customers can use on your site
Try it. A few plain questions give a clear answer and one next step, and the answers go straight into the request.
Role match
Tell us when you can work and what you are licensed for. We show the open roles that fit.
Answer the four questions and press "Show my matches".
Open roles that fit
Apply to the one you like. A recruiter calls or texts you back, with your OK.
About pay: Pay depends on the role and experience; the hiring manager covers it in the interview.
Example roles for a fictional staffing company.
Want a tool like this on your site? Get plugged in
Email campaigns
Bringing back past customers, every week and every month
Your existing list is worth more than new ads. These emails go out on a schedule to people who opted in, stop the moment someone replies or books, and put the booking on the right calendar.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Check in with past applicants. Who gets it: Past applicants, not placed in the last 6 months · opted in. What starts it: New roles posted that match their past application.
- Day 0: email "New roles posted this week", with a button "See open roles". Leads with jobs, not a pitch.
- Day 4: email "Still looking? Update your availability", with a button "Update availability". Refreshes their details so matches stay relevant.
- Day 11: email "A phone screen takes about 10 minutes", with a button "Pick a time". Makes the next step small and clear.
- Week 3: email "Want us to keep sending roles?", with a button "Keep sending roles". The last check-in before the list is cleaned.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked a screen: On a recruiter's calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the recruiter calendar and a confirmation is sent.
No reply: removed from the applicant list.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Weekly job digest. Who gets it: Job seekers who subscribed to job alerts. What starts it: Every Monday, new roles from the job board.
- Week 1: email "This week: new roles near you", with a button "See this week’s roles". A short list of new roles with one button.
- Week 2: email "New roles and a quick tip on interviews", with a button "See this week’s roles". Adds one useful tip to keep it worth opening.
- Week 3: email "This week: new roles near you", with a button "See this week’s roles". Same format every week, easy to scan.
- Week 4: email "Still want weekly job emails?", with a button "Keep weekly emails". Checks in with anyone who has stopped opening.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked a screen: On a recruiter's calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the recruiter calendar and a confirmation is sent.
No reply: moved to monthly, then removed.
What gets handled
Replies, follow-up, onboarding and reporting for recruiting and staffing
01 · Inquiries in
Applications from job boards and your careers page acknowledged right away, and common candidate questions answered with wording you approve.
answered right away
02 · Follow-up out
Callbacks to applicants who asked for one, interview reminders, and messages about new roles to past candidates who agreed to hear about them.
on schedule, with consent
03 · Onboarding
An offer letter for e-signature, new-hire paperwork tracked, first-day details, and check-ins during the first week.
sent in order
04 · Monthly overview
A monthly overview of applicants, interviews booked and held, show rate and hires, compared with last month, plus a check on every process we run. Then a monthly review call to go through it. Live dashboards are available when a team needs them.
reviewed with you
The website
A careers site built for recruiting teams
Applicants decide quickly whether to apply. The site shows open roles clearly, keeps the application short, and starts screening as soon as someone applies.
01 · Website
Job pages that get found
A page for each open role with the details applicants look for, marked up so the role can appear in job search results.
02 · Website
A short application
Name, contact details, the role and a few screening questions you choose, with a clear checkbox for texts. Longer paperwork comes later.
03 · Website
Answers to common questions
Schedules, locations and requirements answered on the page. On pay, the answer is the same every time. "Pay depends on the role and experience; the hiring manager covers it in the interview."
04 · Website
Connected to screening and booking
Each application lands in your applicant tracking system or CRM. Applicants who opted in get a text with the screening questions, and qualified applicants can book an interview on your calendar.
Built with the automation behind it
Workflows
How the workflow fits together
Applicants from every source get a qualifying text, a callback if they asked for one, and an interview slot. The applicant list stays in step across the CRM and the spreadsheets your managers use.
Simulated. Counts in the diagram are illustrative.
Texts and consent
What a new lead hears first
Texts only go to people who said yes to texts on your form. The first one arrives within a minute or two of the request, from a number registered with the carriers, and STOP and HELP work the way they should. Outbound calls follow the same rule. Incoming calls are answered, and AI calls are recorded only with consent stated at the start.
Qualifying questions we would start with
- 01 Are you looking for full-time or part-time work?
- 02 Can you get to [location], or are you looking for remote work?
- 03 Do you have experience with [skill or setting]?
- 04 When could you start?
- 05 What days and times work for a short interview?
You choose the final questions and wording. Answers are saved to your CRM, and anything the system cannot answer goes to a person.
- Hi [First name], this is the hiring team at [Company]. Thanks for applying for [role]. You said texts were OK on the form. Can we ask a few quick questions? Reply STOP to opt out.
- Sure. What does it pay?
- Pay depends on the role and experience; the hiring manager covers it in the interview.
Words in [brackets] are filled in with your business and the lead's own request.
Why reply speed matters
Published research on following up
7×
Firms that responded to a web lead within an hour were nearly seven times as likely to qualify it as firms that waited longer.
23%
of the 2,241 companies in the same audit never responded to a web inquiry at all.
53%
of mobile site visits are abandoned when a page takes longer than three seconds to load.
Common questions from recruiting and staffing
What can a recruiting or staffing team automate?
The steps from application to interview: acknowledging every application, asking screening questions, calling back applicants who asked for a call, booking interviews, sending reminders, and tracking new-hire paperwork. Recruiters handle the conversations that matter.
How are questions about pay answered?
Always with the same sentence: "Pay depends on the role and experience; the hiring manager covers it in the interview." Automated messages never quote pay.
Does the AI decide who gets hired?
No. It asks the screening questions you choose and books interviews. Hiring decisions stay with your recruiters and hiring managers.
Which applicants get texts and calls?
Only applicants who said yes to texts or calls on the application. AI calls are recorded only with consent stated at the start of the call, and STOP is always honored.
How do we know it is working?
You get a monthly overview and a monthly review call. The overview covers applicants, interviews booked and held, show rate and hires, compared with last month, and flags anything that needs a fix. Live dashboards are available when a team needs them.
What should a careers site for recruiting include?
A page for each open role, a short application with a clear opt-in for texts, and answers to the questions applicants ask most. We connect it to your applicant tracking system or CRM, so applicants who opted in get the screening questions right away and can book an interview.
Walk us through how work comes in today
A free 30-minute call. We look at how requests reach you today, where follow-up slips, and what we would set up first. Every engagement is scoped on the call.