Recruiting Agent App Overview

Recruiting Agent

1. What it is

The Recruiting Agent reads each applicant’s resume against the job they applied for. It returns a score out of 100, a recommendation, and the strengths and gaps it found. Recruiters and hiring managers review those results. The agent can also draft candidate emails and book interviews for them, and it answers pipeline questions through Ask AI.

• Enablement: the app requires a license. An administrator enables it from Admin → Apps → All Apps, then clicks Publish to users on the app’s page. Until then only admins and people given an app role for it can open it.
• What it is not: it is not a candidate database. Jobs and applicants live in Job Board; the Recruiting Agent works on them and keeps no list of its own. Stage changes happen in Job Board, through Ask AI with a confirmation, or when you approve or reject a screening (see Reviewing a screening).

2. Standing it up

1. Go to Admin → Apps → All Apps, enable Recruiting Agent, and click Publish to users. Until it is published, only admins can open the app. Ask AI must be enabled too; the Dashboard’s Ask AI card only appears when it is.
2. Make sure Job Board is in use, with at least one published job and its Recruiter and Hiring Manager set on the job form. Those two people receive the agent’s review notifications and its approval requests. A job with neither set is screened, but nobody is told about the result.
3. Open Recruiting Agent → Settings (admins and app admins). Fill in Company Culture & Values and Custom Screening Instructions. Both are blank by default; culture is pre-filled from your Company Profile if one exists. The agent screens without them, but every screening reads them when present.
4. Go to Admin → AI Operations → Agent Settings and find the Recruiting section. This is the second settings home, and it holds the switches that matter most. Here you set the Ask AI Agent switch, Autonomous Operations, and the two Approval Requirements. It also holds Min Qualification Score, Auto-Advance Threshold, and the four Scoring Weights. The weights must total 100 or the save is refused.
5. Leave Autonomous Operations off to begin with. Screening still runs; the agent just takes no action on its own. Turn it on later, once you have reviewed a batch of screenings and trust the scores.
6. To confirm it works: submit a test application in Job Board, or load demo data from Settings → Demo data → Load Sample Data. Within a few minutes the candidate appears under Screenings with a score and a recommendation. If the score is 80 or more, the hiring manager also gets an in-app High-Scoring Candidate Alert.

Silent dependency: the auto-action switches on the app’s Settings page do nothing until Autonomous Operations is on in AI Operations. That covers acknowledgments, rejections, phone-screen invites, and review-queue triage. You can set them before turning it on; the page says whether it is on. The one exception is Auto-Screen New Applicants, which runs whether or not Autonomous Operations is on.

3. How it fits together

Screening — one AI pass over one candidate for one job. The agent extracts the resume text, scores technical skills, experience, education, and cultural fit, then blends them with your scoring weights into a single score. The score is stored on the candidate, so Job Board shows it too. Re-screening replaces it.

Recommendation — derived from the score and two thresholds. Below Min Qualification Score (default 30) is Decline; at or above Auto-Advance Threshold (default 70) is Advance; anything between is Review. Example: three applicants for the Senior Software Engineer posting score 82, 55, and 22. The first is recommended Advance, the second Review, the third Decline. A Review recommendation sends the job’s recruiter and hiring manager a Candidate Ready for Review notification.

Screening review vs pipeline stage — the two things people conflate most. Approve Screening and Reject Screening record a reviewer’s decision on the screening and write it to the audit trail. They also move a candidate who is still early in the pipeline: Approve moves an Applied, Screening, or Potentially Qualified candidate to Qualified, and Reject marks a candidate who is still in the pipeline Rejected (see Reviewing a screening). Reject sends a rejection email only when Job Board’s own rejection-email setting is on. Every other stage change, such as Interviewed or Offered, is a Job Board action. Ask AI can do it too, and shows you the change before you confirm.

Autonomous Operations — the master switch, in AI Operations. With it on, a background scan runs every 15 minutes and looks for work the enabled auto-actions allow. It acknowledges applications under 24 hours old. It proposes a phone-screen invite for a candidate in Screening whose current screening recommends Advance. It proposes a rejection for a candidate in Screening whose current screening, from the last 7 days, recommends Decline. Neither uses a keyword estimate or a screening a person has already approved or rejected, and both follow the two thresholds you set. Phone-screen invites and rejections always go to the approval queue first. Acknowledgments and review-queue triage can run without approval once the agent’s trust level allows. Every agent starts at Probation, where everything is queued for a person. It earns Standard and then Trusted through successful actions. The current level and pause controls are in AI Operations, not in the app.

Approvals — the queue of proposals the agent wants to carry out. Each proposal names the candidate, the action, and a priority. Approving carries it out immediately. A rejection sends the email and marks the candidate Rejected; a phone-screen invite sends the email and moves an Applied candidate to Screening. Declining requires a reason and nothing is sent. A proposal nobody decides is cancelled after 14 days and moves to Cancelled or expired; the people who were asked to decide it are told. Open it there and choose Propose again to bring it back while the candidate is still in the running. A new proposal notifies, in-app only, the job’s recruiter and hiring manager when they are allowed to decide it, and this app’s administrators. When none of them can decide, tenant admins are told instead, at most once a day.

Agent interviews vs Interview Hub — interviews booked from this app’s Interviews tab, or by Ask AI, are the agent’s own records. They are not listed in the Interview Hub app, and Interview Hub bookings are not listed here. Job Board’s candidate page and the candidate’s application tracking page show both. The Interviews tab and Ask AI refuse to book a candidate who already has an upcoming interview in either place, and Interview Hub’s candidate picker says when one is already booked here.

Ask AI — the same agent, in conversation. Everyone can ask general questions. What else it offers depends on your recruiting role:

• Looking up candidates, scores, pipeline counts, and upcoming interviews: admins, HR admins, recruiting app admins, the people your Talent Hub candidate-data setting includes (managers and above by default), and a job’s recruiter, hiring manager, or creator for that job’s candidates.
• Screening, ranking, booking interviews, and drafting outreach or offer letters: the same people, except that on a job a hiring manager is not enough — the recruiter or the creator is.
• Editing, rescheduling, cancelling, and recording or changing the outcome of an interview: only people who can view candidate data, and only while Approval Requirements: Interview Scheduling is off.

Anything that changes data shows a preview and asks you to confirm.

Two settings homes — the app’s own Settings page holds Auto-Screen, the auto-action switches, the two notification switches, the two screening text boxes, the outreach email tone, and who can approve the agent’s proposals. AI Operations → Agent Settings holds the agent on/off switch, Autonomous Operations, approval requirements, thresholds, and weights. The app’s Settings page links to the other one; it does not duplicate it.

Audit trail — every screening, review decision, approval, outreach send or cancellation, and interview change is recorded with who did it and when. The most recent entries appear as Recent Activity on the Dashboard for people who can view candidate data. Admins can see every proposal the agent made and who decided it, and export it, under Admin → AI Operations → Activity (linked from Settings and Analytics). Records the agent created on its own are marked as autonomous, so you can tell agent actions from human ones.

4. Running it

Reviewing a screening

1. Go to Screenings. The list shows the latest screening per candidate with its score, recommendation, and decision. Filter by candidate name, decision, recommendation, or job; More Filters adds a score range and screening dates. A candidate who is no longer moving through the pipeline (for example hired, rejected, or withdrawn) shows their pipeline status under their name.
2. Screen a Candidate starts a screening for any Job Board candidate, scored against the job they applied for. The result appears in the list when it finishes.
3. Open a screening to see the reasoning, strengths, gaps, deal-breakers, the parsed resume, the top other candidates for the same job, and this candidate’s earlier screenings, with the current one marked.
4. Choose Approve Screening or Reject Screening (a reason is required). Approve moves a candidate who is Applied, Screening, or Potentially Qualified to Qualified. Reject marks a candidate who is still in the pipeline Rejected. A candidate who is further along, or already out of the pipeline, keeps their status and only the decision is recorded. Each screening takes one decision, on the candidate’s current screening only: an older or cancelled screening, or one a new screening is about to replace, links to the current one instead.
5. Re-screen re-extracts the resume and runs a fresh analysis; the new result becomes the candidate’s current screening.

A score marked Keyword estimate came from keyword matching while the AI was unavailable. It is not an AI screening and has no confidence rating. On an AI screening, Confidence is worked out from the score — higher when the score is clearly high or clearly low, lower in the middle. It is not a rating the AI reports.

To compare candidates, switch from List to Rankings by Job on the Screenings page. It ranks each candidate’s latest screening by score within each job, ten jobs per page, with the job that has the highest-scoring candidate first. Search by job title, or narrow to open jobs and to candidates still in the pipeline.

Working the approval queue

1. Go to Approvals. The Pending tab lists open proposals; Approved, Declined, and Cancelled or expired keep the history.
2. Open a proposal, read the candidate and action summary, then Approve Proposal (optional notes) or Decline Proposal (reason required).
3. Who can decide is set under Settings → Who can approve or decline the agent’s proposals? (managers and above by default). Admins, HR admins, and recruiting app admins always can, and only people who can view candidate data can approve. Nobody can approve a proposal they raised themselves.

Sending a candidate email

1. Go to Outreach → New and pick the candidate and an Outreach Type. The types are Application Acknowledgment, Initial Response, Rejection Email, Phone Screen Invitation, Interview Invitation, Offer, and Passive Candidate Outreach.
2. The agent writes a draft. Edit the subject and body, use the AI review to check it, then send it. Drafts can be cancelled; failed sends can be edited and retried.
3. A sent message shows Sent with the time. The app does not track opens or replies.

Booking an interview

1. Go to Interviews → Schedule Interview, pick the candidate and an Interview Type (Phone Screen, Video, On-Site, Technical, Panel, In Person, Final).
2. Enter a Date & Time, or leave it blank. Left blank, the agent books the next weekday at 10:00 AM. It does not read anyone’s calendar.
3. Choose the Interviewers, or leave the picker empty to assign the job’s hiring manager, else its recruiter (active members only). Set the Length (an hour unless you change it), and optionally a Meeting link for a video interview or a Location for an in-person one. The candidate’s email includes all three.
4. The candidate receives a confirmation email and the interviewers a notification, unless Interview Notifications is off. Interviewers who connected a Google or Outlook calendar get the interview on it.
5. From the interview page:
   • Edit Details changes the panel, the type, the length, the meeting link, or the location of an interview that is not yet completed or cancelled. People you add are notified; people you remove are told they are off it.
   • Reschedule moves it to a new time (the reason is optional). Cancel Interview needs a reason, which the candidate is not shown.
   • Record Outcome, once the interview time has passed, records a decision of Advance to Next Stage, Do Not Advance, or On Hold, or No Show when the candidate did not attend. Completing an interview moves a candidate who has not been interviewed yet to Interviewed, or to Interviews in process when the job’s interview workflow has more stages. None of the decisions rejects the candidate; rejecting is a separate stage change.
   • Change outcome corrects a recorded outcome, for example a No Show picked by mistake or an On Hold decided since. The candidate’s stage is never moved back.
   • A cancelled interview, or a no-show, offers Schedule another interview.

Before the interview, the candidate is emailed a reminder and the interviewers are notified in the app, following Interview Hub’s reminder settings: its schedule (24 hours before when none is set), its Reminder Recipients, and its Enable Automated Reminders switch. Nothing is sent while Interview Notifications is off here or automated reminders are off there.

When a candidate withdraws, is rejected, hired, or marked unsuitable, their interviews still ahead are cancelled in both apps — those the Recruiting Agent booked and those booked in Interview Hub — their open scheduling links are closed, and the interviewers are told why (for Interview Hub’s interviews, under its own notification settings). When they move to another job, their interviews still ahead are cancelled in both apps. While Interview Notifications is on, the candidate is emailed the cancellation (without the reason) when they are marked unsuitable, move to another job, or are rejected while Job Board’s automatic rejection email is off; otherwise the rejection email, or their own withdrawal or hire, already tells them.

The Calendar view shows the month’s agent-booked interviews.

Checking analytics and testing tools

Analytics is open to every user and shows aggregates only. It charts screenings per day, score distribution, and the recommendation breakdown. It also counts outreach sent by type and interviews scheduled, completed, and cancelled, plus average time to screen and average score. Switch the range between Last 30 Days, Today, Week, Month, and Quarter.

Playground (admins and app admins) runs each tool against a real candidate or test data: screening, outreach, interview scheduling, offer generation, and ranking. Screening and ranking make live AI calls; ranking screens at most 25 unscored candidates per run. Outreach tests produce drafts only and email nobody.

What your people see

Anyone the app is published to sees the Dashboard counters (screenings today, average score, pending approvals, outreach sent today) and Analytics. People with access to candidate data (admins, HR admins, recruiting app admins, this app’s admins, and whoever your Talent Hub candidate-data setting allows, which is managers and above by default) also see Screenings (including Rankings by Job), Approvals, Outreach, and Interviews. On a phone, the app opens as a mobile view with the dashboard, screenings, approvals, and a read-only list of interviews; people who can approve the agent’s proposals can approve or decline there.

5. Settings

Recruiting Agent → Settings (admins and app admins):

Setting	Default	What it changes
Auto-Screen New Applicants	On	Screens every new application when it arrives, and a candidate moved to Screening who has no screening yet. An internal applicant (an employee applying to an internal posting) is screened only when someone clicks Screen, because their application has no resume. Runs whether or not Autonomous Operations is on. Off stops both.
Auto-Send Acknowledgments	On	With Autonomous Operations on, the 15-minute scan proposes an application-received email for applicants under 24 hours old who have not had one (Job Board’s own confirmation counts). It waits in Approvals until the agent’s trust level lets it send on its own.
Auto-Triage Recruiter Review Queue	Off	With Autonomous Operations on, notifies the job’s recruiter (or hiring manager) about candidates recommended Advance or Review who have waited 12 hours or more without a decision. A job with neither person set gets no notice.
Auto-Send Rejections	Off	With Autonomous Operations on, queues a rejection email for candidates in Screening whose current screening, from the last 7 days, recommends Decline. Always goes through Approvals.
Auto-Send Phone Screen Invites	Off	With Autonomous Operations on, queues a phone-screen invitation for candidates in Screening whose current screening recommends Advance. Always goes through Approvals.
Notify Approvers When the Agent Needs a Decision	On	Sends an in-app notification, and one reminder after 48 hours, to the people who can decide a new proposal. Off sends neither; proposals still wait in Approvals.
Interview Notifications	On	Emails the candidate when a Recruiting Agent interview is booked, moved, edited, or cancelled, and before it starts, and notifies the interviewers, including people added to or removed from the panel and the panel of an interview cancelled because the candidate left. Off still books, moves, edits, and cancels interviews; it just sends nothing.
Company Culture & Values	Blank	Text the AI reads on every screening to judge cultural fit. Pre-filled from your Company Profile when one exists.
Custom Screening Instructions	Blank	Deal-breakers, priorities, and preferences applied to every screening.
Brand Voice	Professional	The tone of the outreach emails the agent drafts: Professional, Casual, Technical, or Friendly.
Personalization	High	How specific those drafts are: Low names the candidate and position only; High writes to this candidate and this position.
Who can approve or decline the agent’s proposals?	Managers and above	Who may approve or decline what the agent queues in Approvals: this app’s administrators only, managers and above, or specific groups. Admins, HR admins, and recruiting app admins always can. Only people who can view candidate data can approve.

Admin → AI Operations → Agent Settings, Recruiting section:

Setting	Default	What it changes
Ask AI Agent	On	Whether the Recruiting Agent answers in Ask AI at all.
Autonomous Operations	Off	Master switch for the 15-minute scan and every auto-action above.
Approval Requirements: Outreach Emails from Ask AI	On	Ask AI saves every outreach email as a draft for a person to send.
Approval Requirements: Interview Scheduling	Off	When on, Ask AI refuses to book, edit, reschedule, cancel, or record the outcome of an interview and tells the user to use the Interviews page.
Min Qualification Score	30	Scores below this are recommended Decline. Nothing is declined automatically.
Auto-Advance Threshold	70	Scores at or above this are recommended Advance. Nothing is advanced automatically.
Scoring Weights (Technical / Experience / Education / Cultural Fit)	40 / 30 / 20 / 10	How the four part-scores blend into the overall score. Cultural Fit scores the candidate against your Company Culture & Values text. Must total 100.

6. More help

• Recruiting Agent FAQ — specific setup, permission, and operating questions
• Job Board App Overview — where jobs and applicants are created and managed
• Ask AI — the assistant answers questions about the Recruiting Agent from these articles.