ViBe://AUTOMATE
AI Recruiting Coordinator
Recruiting coordination is logistics-heavy work — posting jobs, tracking applications, scheduling interviews, communicating with candidates, and drafting offer letters. Your recruiters should be building relationships and making decisions, not managing calendars.
What it handles
The logistics, not the judgment.
The AI Recruiting Coordinator connects to your ATS, email, and calendar — processing applications and managing communication at every stage of the pipeline.
- Distribute job postings to configured boards and track applicant sources
- Screen applications against defined minimum criteria and flag qualified candidates
- Schedule phone screens and interviews by coordinating candidate and interviewer availability
- Send candidate status updates at each stage from approved templates
- Draft offer letters from approved templates with role-specific variables
- Track hiring stage progress and flag stalled candidates to recruiters
Systems it connects to
Integrated with your recruiting stack.
Lever, Greenhouse, Workday — reads applications, updates stages, logs activity.
Sends candidate communications, receives replies, manages scheduling threads.
Coordinates interview scheduling across candidates and interviewers.
How it runs
Trigger → Action → Approval.
Human approval points
Decisions that stay with your hiring team.
- Advance or reject decisions at every interview stage
- Offer details — compensation, start date, equity, title
- Rejection communications — always require human review before sending
- Role requirements and minimum screening criteria changes
- Any candidate communication that is not a standard status update or scheduling request
Capacity recovered
Illustrative monthly time savings.
Monthly capacity recovered
~22 hrs
Illustrative estimate
Typical implementation time
2–4 wks
From kickoff to live
Application acknowledgment
Same day
Every candidate, automatically
Capacity estimates are illustrative. Actual hours recovered depend on hiring volume, number of open roles, and the complexity of interview coordination across teams.
Implementation
Live in 2–4 weeks.
01
Discovery
Map your hiring process, ATS configuration, and candidate communication templates.
02
Build
Connect ATS, email, and calendar. Configure screening criteria and communication templates.
03
Pilot
Run on one or two open roles. Validate screening accuracy and scheduling flow.
04
Full rollout
Expand to all active roles. Monitor exception rate and candidate response quality.
Security & data handling
Candidate data handled responsibly.
ATS-scoped access
Access limited to application records, stage fields, and approved communication templates.
No candidate data used for training
Resumes, cover letters, and candidate communications are never used to train models.
EEO and bias considerations
Screening criteria are human-defined and auditable. The AI applies rules — it does not rank candidates by characteristics outside your defined criteria.
Full audit trail
Every stage change, communication, and scheduling action is logged with timestamp and record reference.
FAQ
Common questions.
Does the AI make hiring decisions?+
No. The AI screens for defined minimum criteria and schedules logistics — it does not rank candidates, make offers, or issue rejections. Every decision about who to advance, interview, or hire stays with your hiring team.
Which ATS platforms does it connect to?+
We build integrations with Lever, Greenhouse, Workday, BambooHR, and most applicant tracking systems with a documented API.
How does it handle candidate communications?+
Routine communications — application confirmations, scheduling requests, and status updates — are handled automatically from approved templates. Sensitive communications like rejections and offers always require human review before sending.
Can it post jobs to multiple boards simultaneously?+
Yes. When a role is approved for posting, the AI distributes to your configured job boards automatically and tracks which source each applicant came from.
Get started
Build your AI Recruiting Coordinator.
Book a demo to walk through your current hiring process and get a scoped build plan with ATS integrations, screening logic, and a go-live timeline.