Voice AI Recruiters help staffing agencies engage applicants quickly, pre-screen them efficiently, and hand recruiters clean, organized candidate data for faster placement. This guide walks you through an optimal workflow, from the moment a candidate applies or calls in, to the point where your recruiters schedule an interview or onboarding.
Why Use a Voice AI Recruiter?
Instant Engagement: No waiting hours or days to call applicants back.
Consistent Pre-Screening: AI asks the same qualifying questions every time.
Time Savings: Recruiters focus only on candidates who meet your criteria.
Data Ready-to-Go: Transcripts, summaries, and parsed candidate info flow into Whippy automatically.
Step 1: Candidate Entry Points
There are two common ways candidates enter your staffing funnel:
Job Boards: When someone applies on Indeed, ZipRecruiter, or other boards, Whippy automatically captures their information (via job board automation).
Phone Calls: Candidates may call your office directly looking for work.
Step 2: Call Routing Options
How the call reaches your Voice AI depends on your phone system. Here’s how it works across setups:
Legacy Phones: Your front office coordinator (FOC) answers calls and transfers candidates to the AI Recruiter line using an extension for the initial pre-screen.
VoIP without IVR (basic internet phones): The FOC answers and manually transfers candidates to the AI Recruiter.
VoIP with IVR (menu system): Candidates can press an option (e.g., “Press 1 to speak with our automated recruiter”) and the system routes directly to your AI Recruiter without staff involvement.
Tip: If you have high call volume, IVR is the smoothest way to connect candidates directly to the AI.
Step 3: The AI Pre-Screen
Your Voice AI Recruiter takes over:
Greets the applicant professionally.
Collects basic details (name, contact info, work history, availability).
Asks your customized pre-screening questions (e.g., “Are you open to working weekends?”).
Summarizes the conversation for easy review.
Step 4: Data Delivered to Your Team
Every AI call flows into Whippy:
Inbox: The call summary, full transcript, and audio recording appear for review.
Call Log Dashboard: Candidate responses are parsed into structured data (e.g., skills, job type preference, availability) so recruiters can assess at a glance.
This means your team never has to re-listen to every call, you have the highlights and details instantly.
Step 5: Recruiter Follow-Up
From the Inbox, your recruiters can:
Review the AI summary in seconds.
Text or call the candidate directly to schedule an in-person interview, orientation, or onboarding.
Move qualified candidates straight into your ATS or internal system.
Optimal Workflow Recap
Candidate applies online or calls in.
Online App: Job Board Automation instantly routes candidate to AI Recruiter
Call-in: FOC or IVR routes to Voice AI RecruiterAI greets, collects info, and pre-screens.
Call summary, transcript, and parsed data land in Whippy Inbox + Call Log Dashboard.
Recruiter quickly reviews and follows up to schedule interviews.
This playbook ensures every applicant gets engaged immediately, while your recruiters focus only on top candidates.
Best Practices
Enable notifications for new/completed calls.
Use IVR call automated 24/7 call routing.
Leverage Whippy's Job Board Integrations to instantly engage and qualify candidates by routing them to your AI Recruiter.
Check the Whippy Inbox regularly for new applicants so no candidate slips through.
Encourage your FOC to transfer every applicant to the AI Recruiter, even existing candidates who need to update their information.
Troubleshooting & FAQs
Q: What if the AI doesn’t capture all candidate details?
A: You’ll always have the full transcript and recording in the Inbox to review.
Q: Do I need IVR to use this?
A: No. You can start with manual transfers on any phone system. IVR just automates the routing. With Job Board Integration in place applicants will be routed to your AI Recruiter automatically.
Q: How fast should recruiters follow up after the AI pre-screen?
A: As soon as possible is best. Candidates move quickly and you’ll win placements by responding fast.
With this workflow, your office combines immediate engagement with organized follow-up, creating a consistent, repeatable process that scales with your business.