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Implementation guide

Build an AI Recruiting Pipeline

Build an AI HR system: candidate screening, recruiting automation, onboarding workflows, and employee support.

~45 min6 steps

What you will build

By the end of this guide, you will have a fully operational AI recruiting pipeline: it screens candidates automatically, routes qualified applicants, triggers onboarding workflows, and tracks all activity.

Agent BuilderWorkflowsChannelsCRM PeopleMax Activity
1

Create the HR Agent

Build the AI agent that handles candidate screening, FAQ responses, and intake.

  1. Create the recruiting agentOpen guide

    Open Agent Builder and create an HR agent configured for candidate screening.

  2. Write the screening playbookOpen guide

    Define qualification criteria: role fit, experience, availability, and compensation range.

  3. Attach job descriptions

    Add role requirements and company context as agent resources.

  4. Configure communication style

    Set the agent tone for professional, empathetic candidate communication.

2

Set Up the Candidate Table

Create the CRM structure for tracking candidates, roles, and hiring stages.

  1. Create the candidate objectOpen guide

    Set up a People or custom object with role, stage, score, and notes fields.

  2. Define hiring pipeline stages

    Stages: Applied, Screened, Interview, Offer, Hired, Rejected.

  3. Configure assignment to recruiters

    Link candidates to their assigned recruiter and hiring manager.

3

Build the Recruiting Workflow

Create the workflow that screens applicants and routes them through the hiring pipeline.

  1. Create the intake triggerOpen guide

    Trigger on new application form, WhatsApp message, or email inquiry.

  2. Add the AI screening node

    Run the HR agent to qualify the candidate against role criteria.

  3. Create the candidate record

    On screening complete: create CRM record with score, notes, and stage.

  4. Route by qualification result

    Qualified → schedule interview; not qualified → send polite rejection; unclear → escalate to recruiter.

4

Configure Onboarding Automation

Build the workflow that activates when a candidate is hired and starts their onboarding.

  1. Create the onboarding triggerOpen guide

    Trigger on stage change to 'Hired' in the CRM.

  2. Send onboarding sequence

    Day 1, Day 3, Week 1 message sequences with links, tasks, and checklist items.

  3. Create Max tasks for the manager

    Auto-create manager tasks: intro meeting, tools setup, 30-day check-in.

5

Connect HR Channels

Configure WhatsApp and email as candidate communication channels.

  1. Connect WhatsApp for candidates

    Link a WhatsApp number to the HR agent for candidate communication.

  2. Configure handoff rules

    Define when the AI handles candidates vs. when a recruiter takes over.

  3. Test the full recruiting flow

    Submit a test application, verify: screening runs, record created, recruiter notified.

6

Final Operational State

Verify the complete recruiting pipeline end-to-end.

  1. Candidate applies or messages

    Application or WhatsApp message triggers the screening workflow.

  2. AI screens and qualifies

    HR agent evaluates the candidate and assigns a qualification score.

  3. CRM record created

    Candidate record created with score, notes, stage, and assigned recruiter.

  4. Qualified candidates routed

    Interview invitation sent; unqualified receive polite automated rejection.

  5. Onboarding activates on hire

    Stage change to Hired triggers the full onboarding automation sequence.