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 min read

How to completely automate the recruitment process

Always wondered if you can completely automate the recruitment process? This is how.

July 26, 2021
Yuma Heymans
February 27, 2024
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In the world of recruitment, imagine a symphony where each note represents a step in the hiring process, and the maestro is a sophisticated suite of AI technologies, conducting an orchestra of automated tools to create a harmonious hiring sequence without missing a beat.

This is the vision of a fully automated recruitment cycle - a seamless integration of sourcing, interviewing, selecting, and hiring that operates with the precision of a well-oiled machine.

The overture begins with Automated Sourcing, where intelligent algorithms act as talent scouts, scouring the digital landscape to identify potential candidates. These virtual scouts are tireless, working 24/7 to tap into the vast talent pools across various job boards and social media platforms. They don't just look for active job seekers but also engage with passive candidates, enticing them with personalized outreach.

As the symphony progresses to Automated Interviewing, the rhythm changes. Here, AI scheduling assistants step in, orchestrating interview timings with candidates through an intricate dance of calendar syncing and automated reminders. Video interviewing platforms come into play, allowing candidates to record their interviews at their convenience, which are then assessed by AI, analyzing everything from content to cadence.

The crescendo builds in the Automated Selecting phase. The AI now applies predictive analytics to assess and score candidates' performances. Background checks are conducted in a staccato of digital verifications, sifting through data points from various sources to compile comprehensive candidate profiles.

And finally, the symphony concludes with Automated Hiring. The closing movement is where digital offer letters are composed and dispatched, waiting for the candidate's digital signature to bring the composition to a finale. Onboarding begins almost simultaneously, with new hires seamlessly integrated into their teams through automated systems.

This fully automated recruitment symphony not only plays the tune of efficiency but also of consistency and objectivity, minimizing human bias and error, ensuring that the best candidates are not just found but also embraced within the organization's fold.

A practical guide to automating recruitment (with tools)

Automating the recruitment process requires a thoughtful approach to integrating technology at every stage. From sourcing candidates to making the final hiring decision, automation can enhance efficiency, reduce biases, and improve the overall recruitment experience.

Below, we provide an introduction to each phase, including steps on how to automate these processes and the tools that can be used for each step.

  1. Automating Sourcing
  2. Automating Interviewing
  3. Automating Interviewing
  4. Automating Hiring

1. Automating Sourcing

Automating the sourcing process involves using AI and machine learning to identify and engage potential candidates. This phase can be streamlined by setting specific criteria that align with the job requirements and utilizing software to proactively search for candidates who meet these criteria.

How to Automate

Finding and Engaging Candidates:

  • Tool: HeroHunt.ai
  • How: use HeroHunt.ai with detailed job descriptions, including required skills, experience, and preferred location. The AI then scans various platforms to match these parameters with potential candidates' profiles. Automate the outreach process. Create personalized email templates within HeroHunt.ai, which then automatically sends these to identified candidates, including follow-ups, to maximize engagement.

2. Automating Interviewing

The interviewing phase can be made more efficient by automating the scheduling of interviews and the initial screening process. AI-driven tools can handle the logistics of interview scheduling and conduct preliminary assessments through video interviews.

How to Automate

Scheduling Interviews:

  • Tool: Calendly
  • How: Integrate Calendly with your team's calendars to display real-time availability. Share the Calendly link with candidates, allowing them to book a slot that works for both parties without manual coordination.

Conducting Preliminary Interviews:

  • Tools: myInterview and HireVue
  • How: Set up pre-defined interview questions in myInterview or HireVue. Candidates can record their answers at their convenience, with AI analyzing responses for suitability. This step significantly reduces the initial time investment from the hiring team while providing valuable insights.

3. Automating Selecting

The selection phase involves assessing the candidates' qualifications, skills, and cultural fit. By automating assessments and background checks, recruiters can quickly identify the most suitable candidates for further consideration.

How to Automate

Assessing Candidates' Skills and Personality:

  • Tools: Pymetrics and Harver
  • How: Implement Pymetrics or Harver to provide candidates with a series of online games or assessments that measure various cognitive and emotional traits. These tools automatically analyze the results, offering insights into each candidate's potential fit for the role.

Conducting Background Checks:

  • Tool: Checkr
  • How: Use Checkr to automate the background check process. By entering candidate information into Checkr, the platform conducts comprehensive checks, including criminal records and employment history, providing quick and compliant reports.

4. Automating Hiring

The final hiring stage involves offering the job to the selected candidate and initiating the onboarding process. Automating this phase can ensure a smooth transition from candidate to employee, streamlining the creation of offer letters and facilitating onboarding tasks.

How to Automate

Generating and Sending Offer Letters:

  • Tool: Integration of Greenhouse with DocuSign
  • How: Configure Greenhouse to generate personalized offer letters based on the candidate's details and the job offer. Integrate with DocuSign to enable electronic signing, allowing candidates to officially accept offers online.

Initiating Onboarding Tasks:

  • Tool: BambooHR
  • How: Use BambooHR to automate the onboarding process. Set up workflows that trigger once an offer is accepted, including account creations, scheduling orientation sessions, and assigning mentors, ensuring a smooth start for the new hire.

By following these steps and utilizing the suggested tools, organizations can effectively automate their recruitment cycle, from sourcing to hiring, enhancing efficiency and candidate experience throughout the process.

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