Applications arrive by email, via job portals and through the form on your website. An agent captures each one, matches it with the requirements of the role, confirms receipt and proposes interview dates. Who is invited is always decided by your team.
This work comes back every week, and nobody was hired for any of it.
- 01
Capturing
CVs from emails and portals are transferred into the applicant system by hand.
- 02
Confirming
Acknowledgements go out late or not at all, applicants follow up.
- 03
Scheduling
Interview dates are arranged back and forth in several emails.
- 04
Overview
Only whoever has the inbox open knows where each application stands.
Good applicants do not wait. From now on they do not have to.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Applications from all channels
Email, job portals and the website form end up in one process.
- 02
Extract documents
Personal details, qualifications, availability and salary expectations are captured.
- 03
Match with the role
Requirements and documents are compared, without characteristics such as age, gender or origin.
- 04
Confirm receipt
Every application gets a friendly acknowledgement in your name.
- 05
Propose dates
After your approval, interview proposals go out from your calendar.
- 06
Prepare rejections
Rejections are prepared as drafts and only sent after approval.
This is how an agent works on a typical case. An example of the approach, not a reference.
Input
Application with CV as a PDF
Result
Cleanly captured application in the HR system
- 1
Capture
Personal details, qualifications and availability are extracted.
- 2
Match
Compared with the requirements of the role, without characteristics such as age or origin.
- 3
Confirm
Acknowledgement and interview proposals go out automatically.
DecideHuman decides
A human always makes the selection.
Typical systems in this area. We check others in the initial call.
- Personio
- Microsoft 365
- Outlook
- Gmail
- Google Workspace
- StepStone
- Indeed
Starter
One core process, properly automated
Capturing, confirming and scheduling is a clearly defined process with one inbox and one target system.
If onboarding and contract documents should run as well, the Scale package fits.
- One central process, such as incoming invoices or enquiries
- Connection to one existing system
- Maintenance, fine-tuning and server costs included
Does the AI decide who is invited?
No. The agent captures, sorts and prepares. A human always makes the selection. This is also what the EU AI Act provides for in HR.
Are applicants disadvantaged?
Characteristics such as age, gender or origin are not part of the matching. Every assessment comes with a reason and can be traced in the log.
What about data protection?
Applicant data is processed in data centres in Germany, with a data processing agreement and fixed deletion periods according to your requirements.
Does this work with Personio?
Yes, and with other applicant systems that have an interface. Without a system, a structured inbox with a spreadsheet works too.
In the initial call we look at one concrete process and tell you honestly whether and how it can be automated. 30 minutes, free of charge, by video, in English or German.