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 the Apps Marketplace, then clicks Publish to users on the app’s page. Until then only admins 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 Marketplace, 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 three 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 → Load Demo Recruiting 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 other factors, 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. Neither changes where the candidate sits in the hiring pipeline. Moving a candidate to 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 invites candidates in Screening who scored 75 or more to a phone screen. It declines candidates in Screening who scored under 40 in the last 7 days. 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 actions the agent wants to take. Each request names the candidate, the action, and a priority. Approving executes it 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. Requests notify the job’s recruiter, its hiring manager, and whoever raised the request, in-app only.

Agent interviews vs Interview Scheduler — interviews booked from this app’s Interviews tab are the agent’s own records. They do not appear in the Interview Scheduler app, and Interview Scheduler bookings do not appear here. Ask AI checks both before it books, so it will refuse to double-book a candidate who already has an upcoming interview in either place.

Ask AI — the same agent, in conversation. Everyone can ask general questions. Candidate lookups, screening, ranking, outreach drafts, offer drafts, and interview booking are limited to recruiting staff. That means admins, HR admins, app admins, and the recruiter, hiring manager, or creator on a job. 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 managers and above. 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.

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 requests; Approved and Declined keep the history.
2. Open a request, read the candidate and action summary, then Approve Request (optional notes) or Decline Request (reason required).
3. Managers, admins, and app admins can decide requests. Nobody can approve a request 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 → New, 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 business day at 10:00. It does not read anyone’s calendar. The interviewer is the job’s hiring manager, or the recruiter if no hiring manager is set.
3. The candidate receives a confirmation email and the interviewer a notification, unless Notify When the Agent Schedules an Interview is off.
4. From the interview page you can reschedule or cancel (both need a reason) and mark it complete with an outcome of advance, decline, or hold. Completing an interview moves the candidate to Interviewed, or to Interviews in process when the job’s interview workflow has more stages.

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, and approvals, where managers can approve or decline.

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. 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.
Auto-Send Rejections	Off	With Autonomous Operations on, queues a rejection email for candidates in Screening who scored under 40. Always goes through Approvals.
Auto-Send Phone Screen Invites	Off	With Autonomous Operations on, queues a phone-screen invitation for candidates in Screening who scored 75 or more. Always goes through Approvals.
Notify When the Agent Schedules an Interview	On	Emails the candidate and notifies the interviewers when an interview is booked. Off still books the interview.
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.

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: Passive Candidate Outreach	On	Ask AI generates outreach as a draft for a person to send.
Approval Requirements: Interview Scheduling	Off	When on, Ask AI refuses to book and tells the user to schedule from the Interviews page.
Min Qualification Score	30	Scores below this are recommended Decline.
Auto-Advance Threshold	70	Scores at or above this are recommended Advance.
Scoring Weights (Technical / Experience / Education / Other)	40 / 30 / 20 / 10	How the four part-scores blend into the overall score. 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.