A custom ATS with a voicebot: 3⁠–⁠4 hours less work per candidate

What the HR team gained from candidate screening with a voicebot

• About 3–4 hours less work per candidate.
• A simple process: the recruiter adds the CV and sends the candidate a link. The voicebot runs the pre-screening, and the candidate talks when it suits them, while the link is valid.
• People still run the most important interviews. They come to them with the result of the first conversation, the transcript and the sources.
• The custom ATS replaced an expensive SaaS system the team used to run recruitment in.
• Every decision keeps the question plan, the transcript and the version the recruiter accepted. That is the trail you need when a candidate asks what a decision was based on.

Before the conversation: the recruiter approves what to ask

1. Role requirements. The recruiter starts with the job requirements. Every requirement has a source you can go back to.

2. Candidate analysis. The recruiter adds the CV. The system compares it with the requirements and the form, points to areas to check in the conversation and shows the source for each. The AI's interpretation is marked as material for the recruiter to assess.

3. Conversation plan. The recruiter reviews the questions, their order and timing. Every question has a priority, a limit on follow-ups and a recorded reason for asking it. The approved plan is locked for editing, so the candidate hears exactly these questions.

The conversation: the candidate knows who they are talking to

4. Invitation. The candidate gets a one-time link. They install no app and need no camera.

5. The voicebot conversation. The voicebot runs a voice conversation in Polish, with a short part in English. It takes about 10 minutes, 12 at most.

The start screen is labelled as a conversation with an AI assistant. Before the conversation begins, the candidate sees its scope, gives consent and checks the microphone. The screen also says plainly that a recruiter will check the answers, and that the system rejects no candidates. At any moment the candidate can stop the conversation, decline to answer or ask to be contacted by a recruiter.

After the conversation: a result with sources and a person's decision

6. Result. The system prepares a result with references to the candidate's statements and to the sources. The recruiter checks the transcript, corrects the result and only then approves it.

7. Hand-over. The approved result is passed on through a link with an expiry date. The transcript and the recording have to be ticked separately, and the link can be revoked.

Recordings are encrypted on disk. In the configuration shown, recordings of new conversations and public links expire after 7 days. The person who gets the link sees the approved result and has no access to the recruiter's whole panel.

Candidates who pass the pre-screening go on to interviews with people. The team runs these interviews as before, only now with the result of the first conversation to hand.

Where the role of AI ends

The AI Act lists AI systems used to select and assess candidates in Annex III, among high-risk systems. The obligations for this group will apply from 2 December 2027. The requirement to tell a person they are talking to an AI system has applied since 2 August 2026.

In this project, AI prepares the analysis, runs the approved conversation and puts together a result with sources. The recruiter assesses the candidate and decides on the next stage.

The team's own ATS

The app is the team's ATS and replaced an expensive SaaS system the team used to run recruitment in. Besides screening, it has roles and recruitment stages, notes, tasks, a calendar with export to an ICS file, message drafts and CSV export.

If your team stays with its own ATS, we connect the screening to it. We set the scope of the connection when we price the work.

What a custom ATS with a voicebot costs

An ATS with pre-screening is an app built around the team's process. We build AI apps from €3,000 net, usually in 4–10 weeks. We give a fixed price before the contract, after analysing the process, the data sources and the integrations.

The first step is free: 30 minutes with an engineer about your recruitment. Within 2 working days you get, in writing, which stage is worth moving to a voicebot and the price the rollout starts from.

See the 7 screening steps in the implementation write-up. Each step has a description and a screen you can enlarge.

What candidate pre-screening costs and when it pays back

Next to the client's result, the scenario counts 60 candidates a month and 45 minutes per candidate for the first conversation, the notes and writing up the result.

Where to start

In the free process review we choose one process and count the team's volume and working time, and within 2 working days you get a written summary with a price. We build as part of AI apps, and we price maintenance separately.