AI hiring software that puts screened candidates on your calendar
AI hiring software helps a company fill roles faster by automating sourcing, screening and scheduling. RecruitingBot turns an open role into a short list of evaluated candidates booked for interviews, while the hiring manager makes every decision.
- GDPR built in
- Human approves every shortlist
- No hiring fees
Hiring from the company side of the table
Recruiters think in pipelines. Hiring managers think in outcomes: the sales team needs two account executives before the next quarter, or the platform team cannot ship the new billing system without a senior engineer. For the company, hiring is a cost center that interrupts the real job. Every hour a hiring manager spends reading CVs or rescheduling interviews is an hour not spent leading the team that is already short handed.
RecruitingBot is built around that perspective. The hiring manager describes the role once, reviews a short list of evaluated people, and spends time only on interviews worth having. Everything between those moments, from finding candidates to answering their first questions and booking a slot, runs in the background. The company keeps control of the decisions that matter and hands off the mechanics that do not need a senior person's attention.
From an open role to interviews on the calendar
The process starts with an intake that takes about as long as writing a quick message to a recruiter. You give the title, location or remote policy, salary range, seniority, the must haves, the nice to haves and any deal breakers, such as no visa sponsorship. The software drafts a job post and a scoring rubric from that brief. You read both, change anything that does not sound like your company, and launch.
From there the work runs on its own. Candidates are found among public professional profiles, open web sources, your past applicants and anyone who applies through the hosted apply page. Each one is scored against the rubric. The strongest are contacted from your connected mailbox, interested people answer screening questions and a short skills test, and those who pass pick an interview slot directly from your connected Google Calendar or Microsoft 365 calendar. You find interviews on your calendar with a shortlist link that explains why each person is there.
Candidates pick an open slot. The invite lands in both calendars.
| Step | Hiring manager time | What happens without you |
|---|---|---|
| Role intake | A few minutes | Job post and rubric drafted |
| Review post and rubric | A short read and edits | Nothing until you launch |
| Sourcing and scoring | None | Candidates found and scored with evidence |
| Outreach and replies | Optional takeover | Messages sent, replies sorted, questions answered from role facts |
| Screening and test | None | Knockout questions and skills test scored |
| Shortlist approval | One review session | Ranked list waits for your decision |
| Interviews | The interviews themselves | Candidates book open slots, reminders sent |
Structured evaluation instead of gut feel
Unstructured CV reading is one of the least reliable parts of hiring. Two managers read the same profile and reach opposite conclusions, often because one noticed a familiar company name and the other did not. Structured evaluation fixes the inputs. Every candidate for a role is measured against the same written criteria, with the same weights, in the same order, and the reasons are recorded.
In RecruitingBot the rubric is the backbone of that structure. Must haves act as filters, nice to haves add weight, deal breakers remove people from consideration, and each criterion gets its own score with quoted evidence from the profile, CV, screening answers or test. When you disagree with a score, you can see exactly which line it was based on and correct it. When the same role opens again next year, the rubric is still there, so the bar does not drift with whoever happens to be hiring.
- Must have. A requirement the role cannot do without, such as three years of B2B quota carrying sales.
- Nice to have. A plus that adds weight, such as experience selling to finance teams.
- Deal breaker. A condition that removes a candidate, such as needing sponsorship the company cannot offer.
- Evidence. The quoted line from the profile, CV, answer or test that supports each score.
| Must have | 5+ years building backend services in Python | 30% |
| Must have | Designed and ran Postgres schemas in production | 25% |
| Nice to have | Payments or billing domain | 15% |
| Nice to have | Mentored other engineers | 10% |
| Deal breaker | Needs visa sponsorship (role cannot sponsor) | stop |
Fairness built into the process
Fair hiring starts with criteria tied to the job rather than to proxies for background. When you write must haves and nice to haves, phrase them as skills and outcomes, for example shipped production services in Go or managed a book of 40 mid market accounts, instead of school names, years since graduation or employment gaps. The rubric editor makes those choices visible, so a reviewer can spot a criterion that has nothing to do with the work.
Consistency is the second half. Because every candidate goes through the same screening questions and the same skills test, nobody gets an easier path because they happened to reply first or know someone. Scores are explanations, not verdicts, and the shortlist is a recommendation that a person reviews. Periodically compare who passes each stage with who applies, and if a criterion screens out people without predicting performance, change it. If you are unsure how employment rules apply in your market, talk to your counsel.
The human makes the hiring decision
The software proposes, people decide. Every shortlist needs an explicit approval from someone at your company before candidates are treated as recommended, and the approve and reject buttons on the shareable link record who decided and when. After interviews, offers and rejections are your team's calls. No candidate is turned down after an interview by an algorithm, which is both good practice and consistent with Article 22 of the GDPR on decisions based solely on automated processing.
Practically, this means the hiring manager's time moves from the top of the funnel to the bottom, where judgment matters. Instead of skimming three hundred profiles, you spend twenty minutes reading five evidence backed summaries, then an hour in conversations with people who already know the salary range and have said yes to the process. For a closer look at how candidates are screened before that point, see AI candidate screening.
Candidate experience that reflects well on your company
Candidates remember how a company treated them, especially the ones it did not hire. Slow replies, vague job descriptions and interview slots that change three times all cost employer reputation. Automated hiring can make this worse when it sprays generic messages, or better when it responds quickly and honestly. RecruitingBot is set up for the second outcome, because a candidate who declines today may be the right person for the next opening, or may tell friends how the process felt.
Outreach is personalized to what the candidate has actually done, sent from a real mailbox, capped per day and limited to 8:00 to 20:00 in the recipient's local time. The first message explains where the profile was found and how to opt out in one click. Questions about salary, location or process get prompt answers from the facts you provided. Interested people choose their own interview time, receive reminders, and get a clear rejection email if the role moves on without them, instead of silence.
- 01 Clear salary range shared up front from the role intake.
- 02 Answers to common questions within minutes of a reply rather than days.
- 03 Self booking of interview slots that already fit the hiring manager's calendar.
- 04 A respectful closing message for everyone who took part in screening.
What it costs a company to hire this way
For a company hiring five to fifty people a year, the usual alternatives are agency placements, which commonly cost 15 to 25 percent of first year salary per hire, or an in house recruiter, which is a full salary plus tools. AI hiring software sits between those options as a flat monthly cost. RecruitingBot plans start at 299 USD per month, or 149 USD per month billed yearly, with no fees per hire and seats included, so a hiring manager or two can review shortlists without extra charges.
A startup opening its first ten engineering and sales roles would typically look at Growth, which allows 8 active roles at once, 5,000 candidates analyzed per month and 5 seats. Limits are counted as consumption during the billing period, and upgrades charge the difference immediately when hiring picks up. The AI recruiter for startups page covers early team hiring, and plan details are on AI recruiter pricing.
Questions buyers ask
Anything else goes to support@recruitingbot.com or the help panel inside your dashboard.
Who is AI hiring software for?
It suits companies that hire regularly but do not have a large recruiting team: startups adding engineers and sales staff, SMBs hiring every quarter, and hiring managers who want screened candidates instead of a folder of CVs. It works best for knowledge work roles such as engineering, data, product, design, sales, marketing, operations, finance, HR and support.
Does the software decide who gets hired?
No. It finds, scores, contacts, screens and schedules candidates, then proposes a ranked shortlist with evidence. A person at your company approves the shortlist, runs the interviews and makes every offer or rejection decision after interview. The software never makes a final hiring decision on its own.
How does it keep evaluation fair?
Every candidate for a role is scored against the same written rubric, answers the same screening questions and takes the same skills test. Each score shows the evidence behind it, so reviewers can spot and correct a bad criterion. Write criteria as job related skills and outcomes, and review stage pass rates over time.
How much hiring manager time does it need?
Mostly at two points. A few minutes to complete the role intake and review the job post and rubric, then one review session to approve the shortlist. After that, the time goes into interviews with candidates who have already been screened, tested and booked into open slots on your calendar.
What do candidates experience?
A personalized message from your company's mailbox that explains where their profile was found and how to opt out, quick answers to questions about the role, a short screening and skills test if they are interested, and a self booked interview time. Candidates who are not selected receive a clear closing email.
Can it work alongside our ATS?
Yes. You can import past applicants by CSV on every plan, or directly from Greenhouse, Lever and Workable on Growth and Agency. Approved candidates can be exported so offers and onboarding continue in the system your company already uses. The software fills your ATS with screened people rather than replacing it.
Keep reading
Give it a role and see the shortlist it builds
Type a job title on the homepage. The demo runs instantly without an account and shows an example pipeline, job post and shortlist for that role.