AI recruiting platform that replaces a stack of point tools
An AI recruiting platform keeps every stage of hiring in one system. RecruitingBot holds roles, candidates, messages, tests, interviews and shortlists in a single workspace, so the AI works from one record per person instead of stitching together exports.
- GDPR built in
- Human approves every shortlist
- No hiring fees
Why a stack of point tools keeps breaking
A typical small recruiting setup grows one subscription at a time: a sourcing database, an email sequencer, a screening questionnaire, a testing product, a scheduling link and the ATS that is supposed to hold it all together. Each product is decent at its slice. The trouble is the seams. A candidate who replies to the sequencer is still marked as uncontacted in the sourcing tool, the test score lives in a third inbox, and someone spends Friday afternoon copying rows between spreadsheets.
The seams also hurt compliance and cost. Opt outs recorded in one tool do not reach the others, so the same person gets written to twice. Retention rules have to be configured in five places, and most teams never do it. Every tool bills per seat, so adding a hiring manager means five new invoices. A platform removes the seams by owning the data model end to end, which is the real reason it saves time, more than any single AI feature.
| Need | Stack of point tools | One platform |
|---|---|---|
| Candidate record | One copy per tool, often out of sync | One record with full history |
| Opt outs | Must be synced by hand | Workspace suppression list applies everywhere |
| Retention and deletion | Configured separately in each tool | One retention clock, one click delete |
| Billing | Several subscriptions, usually per seat | One flat plan with included seats |
| Reporting | Exports merged in a spreadsheet | Funnel per role from the same data |
One data model from role to shortlist
Everything in RecruitingBot hangs off two objects: the role and the candidate. A role holds the intake (title, location or remote, salary range, seniority, must haves, nice to haves, deal breakers), the generated job post, the weighted rubric, the outreach sequence, the screening questions and the skills test. A candidate holds the profile or CV, the source, the lawful basis for processing, contact details once revealed, and the retention date.
The link between them is the pipeline position. That one row stores the stage, the overall score, the breakdown per rubric criterion with evidence, every message sent and received, screening answers, the test result and the interview slot. Because it is all one row, the shortlist your hiring manager opens is not a report assembled from exports. It is the live record, and a change made by a recruiter, such as a corrected score or a new note, shows up there immediately.
- Role. Intake, job post, rubric, sequence, screening and test, all versioned together.
- Candidate. Profile, source, lawful basis, contact data and retention date.
- Pipeline position. Stage, scores with evidence, messages, answers, test result and interview.
| 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 |
Workspaces, seats and roles for your team
A workspace is your company or your agency. It owns the plan, the connected mailboxes, the suppression list, the retention setting and the billing portal. People join the workspace as seats, and each seat has a role. Owners manage billing and settings, recruiters run pipelines and conversations, and hiring managers see the shortlists and interviews for the roles they care about without wading through outreach threads.
Starter includes 2 seats, Growth includes 5 with role based permissions, and Agency includes 15 with SAML single sign on, roles and an audit log that records who approved, edited or deleted what. Seats are part of the plan price. There are no per seat add ons, so adding a hiring manager to review a shortlist does not trigger a new line on the invoice. Limits on active roles are concurrent (3, 8 or 20 at once), so closing a filled role frees the slot for the next one.
Connected mailboxes and calendars
Outreach on the platform never comes from a shared sending domain. Each recruiter connects their own Gmail or Outlook and Microsoft 365 mailbox, and the platform sends through it with a daily cap per mailbox and a sending window of 8:00 to 20:00 in the recipient's local time. Replies land in the same mailbox and are pulled into the platform inbox, where the AI classifies them and links them to the right candidate and role automatically.
Starter connects 1 mailbox, Growth 3 and Agency 10, which matters when several recruiters each run their own roles and want candidates to see a real name. Calendars work the same way. A hiring manager connects Google Calendar or Microsoft 365 once, and interested candidates choose from open slots without a single email about availability. Because both mail and calendar live inside the platform, an interview booked in week two is visible next to the first outreach message from week one.
Client workspaces for recruiting agencies
Agencies need separation that in house teams do not. On Growth you can create up to 3 client workspaces and on Agency as many as you need. Each client workspace groups that client's roles, branding and shortlists, so a recruiter can move from a fintech client's data engineer search to a retail client's store operations role without mixing candidates or sending the wrong shortlist link.
Shortlists carry the client branding on Growth and are fully white label on Agency, so the hiring manager on the client side sees your agency, not ours. Approve and reject buttons on the shared link feed straight back into the pipeline, which removes the usual email chain about which candidates the client liked. The page on AI recruiting software for agencies walks through how agencies run many client roles at once, and placement economics stay intact because the platform charges no hiring fees.
| Client | Roles | Shortlists |
|---|---|---|
| Northwind Logistics | 6 | 3 |
| Bluepeak Health | 4 | 2 |
| Fintrack | 9 | 5 |
| Orbit Retail | 3 | 1 |
Fictional client names. Each client sees only its own roles.
Imports, exports and your existing ATS
The platform does not ask you to abandon your applicant tracking system. It fills it. On every plan you can import a CSV of past applicants or a talent pool, and the agent will rescore those people against a new role before it searches the open web, which is often the fastest source of good candidates you already paid to attract. Growth adds direct import from Greenhouse, Lever and Workable, and Agency adds API access for teams with their own tooling.
Exports run in the other direction. Approved shortlists, candidate records and pipeline data can be exported so the hired person ends up in the ATS your company uses for offers and onboarding. Candidate level export and delete are one click each, which is also how you answer a data subject request within the deadline. Your data is not trapped, and the platform stays the working layer for the slow, repetitive part of hiring rather than a new silo.
- 01 Starter. CSV import and export.
- 02 Growth. CSV plus import from Greenhouse, Lever and Workable.
- 03 Agency. CSV, ATS import and API access.
Admin, usage and billing in one place
Owners see usage meters for each monthly allowance: candidates analyzed, contact reveals, outreach emails and skills tests. Consumption is counted per billing period, so deleting a role or a candidate never gives quota back, and the platform prompts an upgrade when any meter reaches 80 percent. Upgrading charges the price difference immediately and the higher limits apply right away, which avoids stalled pipelines in the middle of a busy month.
Retention is set once per workspace, from 30 to 180 days for sourced people who never answered, and the clock runs on every candidate automatically. Billing happens in a self serve portal where you can switch between monthly and yearly, download invoice PDFs, and cancel renewal at any time. Agency adds a downloadable DPA and an annual invoice for finance teams. Compare the three plans on AI recruiter pricing, or read how the agent behaves inside this platform on the AI recruiting agent page.
-
Day 1
First messageSent
Personal note on their payments work, role facts, salary range, opt out link
-
Day 4
Follow upSent
Short nudge with one new detail about the team
-
Day 9
Last noteScheduled
Polite close, door left open
Questions buyers ask
Anything else goes to support@recruitingbot.com or the help panel inside your dashboard.
Is an AI recruiting platform the same as an ATS?
No. An applicant tracking system is the system of record for applications, offers and compliance reporting. RecruitingBot is the working layer in front of it: it sources, scores, contacts, screens and schedules, then hands approved candidates over. You can import from Greenhouse, Lever or Workable and export shortlists back, so both systems stay useful.
How many people on my team can use the platform?
Starter includes 2 seats, Growth 5 and Agency 15. Seats are included in the plan price with no per seat add ons. Growth and Agency support roles such as owner, recruiter and hiring manager, and Agency adds SAML single sign on and an audit log of approvals, edits and deletions.
Can each recruiter send from their own email address?
Yes. Each recruiter connects a Gmail or Outlook and Microsoft 365 mailbox, and outreach goes out from that address with a daily cap and a sending window based on the recipient's local time. Starter supports 1 connected mailbox, Growth 3 and Agency 10. Replies come back into the shared platform inbox.
How do client workspaces keep agency clients apart?
Each client workspace groups one client's roles, branding and shortlists, so candidates and links never mix between clients. Growth includes 3 client workspaces with branded shortlists, and Agency includes unlimited client workspaces with white label shortlists. Approvals from the client side feed back into the right pipeline automatically.
What happens to quota when I delete a role or candidate?
Monthly allowances measure consumption during the billing period, so deleted roles or candidates do not return analyses, reveals, emails or tests to the meter. Active roles are different, because that limit counts roles open at the same time, so closing a role frees a slot right away.
Can I get my data out if I stop using the platform?
Yes. Candidate records, pipeline data and shortlists can be exported as CSV, and Agency adds API access. You can also export or delete any single candidate in one click. Cancelling stops renewal at the end of the paid period, and you can export before that date.
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.