Every applicant read against your criteria, every interview booked without email ping-pong
A done-for-you candidate screening and interview scheduling automation is an AI agent that BufferSol builds inside your applicant tracking system, such as Greenhouse, Lever, Workday Recruiting or BambooHR. It reads each application against the must-have criteria your hiring manager signed off, writes a short evidence note, and books interviews across interviewer calendars. It never rejects or advances anyone by itself. A recruiter reviews every recommendation, and a person makes every hiring decision.
- Live in 3 to 6 weeks
- Works with Greenhouse, Lever and more
- People approve what matters
Is this you?
In-house talent teams and staffing firms that run many open requisitions at once, get hundreds of applicants per posting, and lose days to calendar back-and-forth with hiring managers.
- A single posting pulls in more applications in a weekend than your team can read in a week.
- Strong candidates accept other offers while they wait for a first call.
- Recruiters spend their mornings proposing times, chasing interviewers and rebooking panels.
- Hiring managers say the shortlist misses obvious fits, and nobody can show why a resume was skipped.
- You hire in New York City, or plan to, and need a clear answer on automated screening rules.
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- A requisition opens in Greenhouse or Workday and the posting goes out to LinkedIn, Indeed and the careers page.
- Hundreds of resumes arrive; the recruiter skims them in batches, often weeks apart, with no shared scoring sheet.
- Promising names go to the hiring manager by email or Slack, where they sit until someone nudges.
- The recruiter emails the candidate three time options, waits, then checks four interviewer calendars by hand.
- A panelist cancels; the whole loop is rebuilt and the candidate gets a new round of emails.
- Notes live in inboxes and docs, so the ATS shows a stage change but not the reason.
What it quietly costs you
- · Good candidates drop out or accept elsewhere while they wait for a reply.
- · Recruiter hours go to logistics instead of calls, sourcing and closing offers.
- · Inconsistent screening is hard to explain and harder to audit when a candidate or regulator asks.
How it works done for you
- BufferSol works with each hiring manager to turn the job description into a short list of must-have and nice-to-have criteria, written in plain language and approved before go-live.
- When an application lands in the ATS, the agent reads the resume and screening answers, checks each criterion, and writes a note citing the lines it relied on. It ignores name, photo, age, address and other protected or proxy details.
- The agent sorts applicants into suggested groups (meets criteria, needs a look, missing a must-have) and posts them to the recruiter's review queue. Nothing is rejected or advanced without a recruiter clicking approve.
- For approved candidates, the agent reads interviewer availability in Google Calendar or Outlook, respects load limits and focus blocks, and sends the candidate a booking link with real slots.
- It creates the Zoom or Teams link, sends the interview kit to each panelist, and rebooks automatically when someone declines, telling the recruiter only when a slot can't be found.
- Every action, note and override is written back to the candidate record, ready for bias audits and candidate data requests.
Your people
What changes for your team
| Role | Today | Done for you |
|---|---|---|
| Recruiter | Skims resume piles in batches and spends hours a day proposing, confirming and rebooking interview times. | Reviews evidence-backed recommendations, makes the call on each candidate, and spends the saved time on phone screens and closing. |
| Recruiting coordinator | Juggles panel calendars, time zones and last-minute cancellations across many requisitions. | Handles the hard cases the agent flags, such as executive panels and travel, and keeps interview quality high. |
| Hiring manager | Gets a shortlist by email with little context and is chased for availability. | Sees why each candidate was suggested, blocks interview windows once, and spends time on interviews and decisions. |
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers first-pass reading, evidence notes and scheduling logistics; recruiter review time stays in your numbers.
Staff time back
67 hours a month
About 0.4 full-time people freed for higher-value work
Capacity reclaimed a month
$2,533
A year
$30,400
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Time to first response
Measured from application timestamp to first recruiter-approved contact, baselined from the last two quarters of ATS data.
Time to schedule
Hours between a recruiter advancing a candidate and a confirmed interview on every panelist's calendar.
Recruiter override rate
How often recruiters disagree with the agent's suggested group, reviewed weekly to tune the criteria.
Candidate drop-off before interview
Share of advanced candidates who withdraw or go silent before the first interview, compared with the baseline.
Selection rate by group
Pass-through rates by demographic category from voluntary self-ID data, in the format a bias auditor needs.
nearly 9,500
9.24 days
at least 17 instances
Works with the tools you already use
- Greenhouse
- Lever
- Workday Recruiting
- iCIMS
- BambooHR
- Google Calendar
- Microsoft Outlook
- Zoom
- Microsoft Teams
- Slack
Guardrails built in
- A person makes every hiring decision. The agent suggests and explains; it cannot reject, advance or make an offer on its own.
- Built for NYC Local Law 144: if the tool is used for roles in New York City, we help you arrange an independent bias audit before use, publish the audit summary, and send candidates the required notice 10 business days ahead.
- Protected and proxy details (name, photo, age, gender, address, graduation year) are masked from the screening step, and the criteria list is reviewed by HR before it goes live.
- Every recommendation stores the criteria version, the evidence cited and the recruiter who acted, so any decision can be traced.
- Candidate data stays in your ATS and cloud tenant, with retention and deletion rules that follow your privacy policy and GDPR where it applies.
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
Recruiters describe drinking from a fire hose: popular roles draw hundreds of applications within days, each recruiter carries many open jobs, and most applicants do not meet the basic criteria.
Employers report a flood of AI-written resumes, many with false information, and a surge in underqualified applicants that makes sorting each role slower.
Coordinator teams have shrunk while each coordinator handles more interview schedules, and rescheduling panel interviews eats large chunks of the week.
Scheduling becomes the bottleneck that slows hiring decisions, partly because some hiring managers are reluctant to share their calendars with recruiters.
State auditors found the city's enforcement of the automated hiring tool law weak and spotted possible non-compliance at many employers it had cleared, so the burden of getting audits and notices right sits with each employer.
Done for you
Live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Executive Ask: ask your business anything
One plain-English assistant connected to every system you run: CRM, helpdesk, ERP and accounting, HR, inbox and docs. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- Which open roles have qualified candidates waiting more than two days for a first reply?
- Where are interviews stuck this week, and which interviewers are the bottleneck?
- How do pass-through rates compare across candidate groups for our engineering roles this quarter?
Candidate Screening & Interview Scheduling: questions
Straight answers to what clients ask us most.
Ask our teamDoes the AI decide who gets hired or rejected?
No. The agent reads applications against criteria your team approved, writes an evidence note and suggests a group. A recruiter reviews each suggestion and clicks approve or overrides it. Advancing, rejecting, interviewing and making offers are always human decisions, and the system records who made each one. If recruiters disagree with the agent often for a role, we review and adjust the criteria with the hiring manager.
How do you handle NYC Local Law 144 and other AI hiring rules?
If the tool is used for New York City candidates or employees, it must have an independent bias audit within one year of use, a public summary of results, and a notice to candidates 10 business days before use. We build the selection-rate reporting the auditor needs, draft the notice for your counsel to approve, and keep a human decision on every candidate. We follow the same pattern for similar state and EU rules.
Which applicant tracking systems does it work with?
We most often connect to Greenhouse, Lever, Workday Recruiting, iCIMS and BambooHR through their official APIs, plus Google Calendar or Outlook for scheduling. The agent writes notes, tags and stage suggestions back into the ATS, so your recruiters keep working where they already work. If you use a less common ATS, we check its API during scoping before we commit to a plan.
How long does it take to go live?
Most clients are live in 3 to 6 weeks. The first stretch goes to criteria workshops with hiring managers, ATS and calendar access, and a shadow run where the agent screens real applicants while recruiters keep working as usual. We compare its suggestions with recruiter decisions, fix gaps, arrange the bias audit if you hire in New York City, then switch on scheduling and the review queue.
What does it cost?
Pricing is quoted after a short scoping call. It depends on how many requisitions and applicants you handle, which ATS and calendar tools we connect, how many hiring teams need their own criteria, and whether you need bias audit support for New York City roles. You get a fixed scope and a written quote before any build work starts, with no surprise add-ons later.
Will candidates know an AI is involved?
Yes, and we recommend saying so plainly. Candidates get a short notice explaining that an automated tool helps organize applications, that a person reviews every one, and how to request an alternative process or accommodation. Booking emails come from your recruiting team's address and name, and candidates can always reply to reach a person rather than a bot.
Pairs well with
HR & Recruiting
Employee Onboarding
New hires signed, equipped and logged in before their first morning
See the outcomeHR & Recruiting
HR & Policy Helpdesk
Employees get policy, PTO and benefits answers in minutes, HR keeps the hard cases
See the outcomeExecutive & Leadership
Executive Ask: Ask Your Business Anything
Ask any question about your business and get a sourced answer from every system
See the outcomeSources
- Recruiters are 'drinking through a fire hose' of job applications, experts say—AI is partially to blame, Recruiting News Network
- 'Application overload': Is AI making recruitment harder for HR?, HRD (HCAMag)
- Recruiting Coordination | Talent Trends Report | Ashby, Ashby
- The Recruiter's Guide to Scheduling Hiring Manager & Candidate Interviews, Headache-Free, Loxo
- Enforcement of Local Law 144 – Automated Employment Decision Tools, Office of the New York State Comptroller
Get Candidate Screening & Interview Scheduling done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only