Smarter Week

AI and automation by role

How Recruiters can use AI and automation

Below are 14 common tasks for Recruiters, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Talent Acquisition Specialist, Technical Recruiter, Sourcer, Recruiting Coordinator, Talent Partner, TA Manager

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Task 1 · typically 60 min, every day

Screen resumes for open roles

Process fixBest fix

Agree three to five must-haves and add knockout questions to the application

Clear criteria agreed with the hiring manager up front make screening faster and fairer, and knockout questions (work authorization, location, license) remove obvious mismatches.

Typically saves about 30% of the time30 min to set up
  1. 1Hold a 20-minute intake with the hiring manager and agree three to five must-haves and a few nice-to-haves.
  2. 2Add yes/no knockout questions to the application for true requirements only.
  3. 3Build a simple scorecard with those criteria for screens and interviews.
  4. 4Screen every applicant against the same scorecard.

Tools: Your ATS application form and scorecards

One more way to fix it
Software feature

Use your ATS's AI summaries to screen against must-haves, with a person deciding

Greenhouse, Ashby, Lever, Workable and SmartRecruiters can summarize each application against your criteria so you read faster. A person makes every decision, and AI in hiring is regulated in some places, so check with legal and audit outcomes for bias.

Typically saves about 40% of the time1 h to set up
  1. 1Write the must-have criteria first (see the structured screening fix).
  2. 2Check with legal before turning on AI screening: New York City, Colorado, Illinois and the EU have rules on automated hiring tools.
  3. 3Turn on AI application summaries or matching in your ATS, and use them to summarize, not to auto-reject.
  4. 4Read the full application for anyone near the line.
  5. 5Every quarter, compare pass-through rates across groups to spot bias.

Tools: Greenhouse · Ashby · Lever · Workable · SmartRecruiters

How to automate this task

Task 2 · typically 45 min, every day

Schedule interviews across candidates and interview panels

Software featureBest fix

Let candidates pick interview slots that already fit the panel

ATS scheduling tools check interviewers' calendars and send candidates a self-scheduling link, so panels book without email ping-pong.

Typically saves about 70% of the time1 h to set up
  1. 1Connect interviewer calendars to your ATS (Greenhouse, Ashby, Lever) or a scheduler like GoodTime or ModernLoop.
  2. 2Set up interview plans with the length and interviewer pool for each stage.
  3. 3Send candidates a self-schedule link from the ATS.
  4. 4Turn on automatic reschedule links and reminders.

Tools: Greenhouse scheduling · Ashby scheduling · Lever · GoodTime · ModernLoop · Calendly

One more way to fix it
Software feature

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 3 · typically 60 min, every day

Search LinkedIn for candidates and send outreach messages

Software featureBest fix

Use AI-assisted search and automated sequences for sourcing

LinkedIn Recruiter's AI search and tools like Gem, hireEZ, SeekOut and Juicebox let you describe the person in plain words and send follow-up sequences automatically.

Typically saves about 35% of the time45 min to set up
  1. 1Describe the ideal candidate in plain words in LinkedIn Recruiter's AI search or your sourcing tool.
  2. 2Review and refine the shortlist yourself.
  3. 3Set up a three-step outreach sequence with automatic follow-ups.
  4. 4Check the shortlist for diversity of background before you send.

Tools: LinkedIn Recruiter · Gem · hireEZ · SeekOut · Juicebox

One more way to fix it
AI

Have AI write personalized outreach from the profile

Paste the role and a candidate's public profile; AI drafts a short, specific message that gets more replies than a generic template.

Typically saves about 40% of the time5 min to set up
  1. 1Write a two-line pitch for the role you can reuse.
  2. 2Paste the role pitch and the candidate's public profile summary with the prompt below.
  3. 3Edit so it sounds like you and send. Never paste anything that is not public.
Prompt to copy
Write a LinkedIn message under 90 words to [CANDIDATE FIRST NAME] about a [ROLE] at [COMPANY]. Role pitch: [TWO LINES]. Their profile: [PASTE PUBLIC SUMMARY]. Mention one specific thing from their experience that fits the role. Friendly, no hype, end with a simple question. Do not mention age, family, or anything personal.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · LinkedIn Recruiter AI-assisted messages

How to automate this task

Task 4 · typically 30 min, every day

Do phone screens and write up the notes

AIBest fix

Use an interview notetaker, with consent, and fill the scorecard from the transcript

Interview notetakers like Metaview, BrightHire or your ATS's built-in notetaker write notes mapped to your scorecard. Tell candidates and get consent; the interviewer still scores.

Typically saves about 50% of the time20 min to set up
  1. 1Check your company and local rules on recording, and add a consent line to interview invites.
  2. 2Turn on Metaview, BrightHire, the Ashby or Greenhouse notetaker, or Teams or Zoom transcription.
  3. 3After the call, use the prompt below to map evidence to the scorecard.
  4. 4Write your own rating; do not let the tool recommend hire or no-hire.
Prompt to copy
Here is our scorecard for [ROLE]:
[PASTE CRITERIA]

From the interview transcript below, list for each criterion the specific things the candidate said that are evidence for or against it, with short quotes. Do not give a rating or a hire recommendation. Do not comment on accent, age, appearance or anything not related to the criteria.

Transcript:
[PASTE]

Tools: Metaview · BrightHire · Ashby or Greenhouse notetaker · Teams or Zoom transcription · ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

One more way to fix it
Process fix

Agree three to five must-haves and add knockout questions to the application

Clear criteria agreed with the hiring manager up front make screening faster and fairer, and knockout questions (work authorization, location, license) remove obvious mismatches.

Typically saves about 30% of the time30 min to set up
  1. 1Hold a 20-minute intake with the hiring manager and agree three to five must-haves and a few nice-to-haves.
  2. 2Add yes/no knockout questions to the application for true requirements only.
  3. 3Build a simple scorecard with those criteria for screens and interviews.
  4. 4Screen every applicant against the same scorecard.

Tools: Your ATS application form and scorecards

How to automate this task

Task 5 · typically 30 min, every day

Email candidates updates and rejections

Software featureBest fix

Send candidate updates from templates triggered by stage changes

Your ATS can send a personalized update or a kind rejection when you move a candidate to a stage, including in bulk.

Typically saves about 60% of the time45 min to set up
  1. 1Write templates for each stage: received, moving forward, rejected after application, rejected after interview.
  2. 2Use merge fields for name and role so each one reads personal.
  3. 3Turn on automatic sending (with a delay of a day for rejections) when the stage changes.
  4. 4Write rejections after final interviews personally.

Tools: Greenhouse · Ashby · Lever · Workable · BambooHR

How to automate this task

Task 6 · typically 20 min, every day

Chase interviewers for scorecards and feedback

AutomationBest fix

Let the ATS chase interviewers for feedback

Automatic reminders in email or Slack, plus a team rule of feedback within 24 hours, remove most of the chasing.

Typically saves about 60% of the time30 min to set up
  1. 1Turn on scorecard reminders in your ATS and connect it to Slack or Teams.
  2. 2Set the first reminder for 2 hours after the interview and a second at 24 hours.
  3. 3Agree with hiring managers: no debrief until all scorecards are in.
  4. 4Share a monthly list of on-time feedback by interviewer.

Tools: Greenhouse · Ashby · Lever · Slack or Teams integration

One more way to fix it
AI

Use an interview notetaker, with consent, and fill the scorecard from the transcript

Interview notetakers like Metaview, BrightHire or your ATS's built-in notetaker write notes mapped to your scorecard. Tell candidates and get consent; the interviewer still scores.

Typically saves about 50% of the time20 min to set up
  1. 1Check your company and local rules on recording, and add a consent line to interview invites.
  2. 2Turn on Metaview, BrightHire, the Ashby or Greenhouse notetaker, or Teams or Zoom transcription.
  3. 3After the call, use the prompt below to map evidence to the scorecard.
  4. 4Write your own rating; do not let the tool recommend hire or no-hire.
Prompt to copy
Here is our scorecard for [ROLE]:
[PASTE CRITERIA]

From the interview transcript below, list for each criterion the specific things the candidate said that are evidence for or against it, with short quotes. Do not give a rating or a hire recommendation. Do not comment on accent, age, appearance or anything not related to the criteria.

Transcript:
[PASTE]

Tools: Metaview · BrightHire · Ashby or Greenhouse notetaker · Teams or Zoom transcription · ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

How to automate this task

Task 7 · typically 60 min, once a week

Write and post job descriptions

AIBest fix

Have AI draft the job description from the intake notes

Give AI the intake notes and a past posting you liked; it drafts a clear, inclusive job description you edit with the hiring manager.

Typically saves about 50% of the time5 min to set up
  1. 1Collect the intake notes, salary range and a past posting with the right tone.
  2. 2Use the prompt below (or the AI job description writer in your ATS or LinkedIn).
  3. 3Check that every requirement is real and the pay range meets local pay transparency laws.
  4. 4Send to the hiring manager for one round of edits.
Prompt to copy
Write a job description for a [JOB TITLE] at [COMPANY], a [ONE-LINE COMPANY DESCRIPTION]. Must-haves: [LIST]. Nice-to-haves: [LIST]. Pay range: [RANGE]. Location and work setup: [DETAILS]. Use plain, inclusive language, avoid jargon and gender-coded words, and keep requirements to the must-haves only. Structure: About the role, What you will do (5 bullets), What you bring, Pay and benefits. Under 450 words. Match the tone of this example: [PASTE PAST POSTING].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · LinkedIn or ATS AI job description writer

One more way to fix it
Software feature

Post once from the ATS to every job board

Your ATS can publish the job to your careers page, LinkedIn, Indeed and others in one step and pull applicants back into one place.

Typically saves about 40% of the time30 min to set up
  1. 1Connect your job board accounts in the ATS (Greenhouse, Ashby, Lever, Workable, BambooHR, JazzHR).
  2. 2Choose default boards for each type of role.
  3. 3Post from the ATS only, so every applicant lands in one pipeline.

Tools: Greenhouse · Ashby · Lever · Workable · BambooHR · JazzHR

How to automate this task

Task 8 · typically 30 min, a few times a week

Prepare offer letters and get them approved

Software featureBest fix

Generate offers from a template and send them for e-signature

Offer templates with merge fields in the ATS, an approval step and e-signature cut offers from half an hour to a few minutes.

Typically saves about 55% of the time2 h to set up
  1. 1Get legal to approve one offer letter template per employee type.
  2. 2Load it into your ATS or HRIS with merge fields (name, title, pay, start date, manager).
  3. 3Add an approval chain by level or pay band.
  4. 4Send through DocuSign, Adobe Acrobat Sign or Dropbox Sign, connected to the ATS.

Tools: Greenhouse, Ashby or Lever offers · DocuSign · Adobe Acrobat Sign · Dropbox Sign

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 9 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 10 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 11 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 12 · typically 60 min, once a week

Pull headcount, turnover and hiring reports

Software featureBest fix

Schedule the standard HR reports to send themselves

Most HR systems have built-in headcount, turnover and hiring reports you can save, schedule and share as a live link.

Typically saves about 60% of the time2 h to set up
  1. 1List the reports you build every week or month and who gets them.
  2. 2Rebuild each as a saved report in your HRIS or ATS (BambooHR, Rippling, Workday, Greenhouse, Ashby).
  3. 3Schedule them to email automatically, or share a dashboard link.
  4. 4For combined views, connect the HRIS to Power BI or Google Data Studio.

Tools: BambooHR · Rippling · Workday · Greenhouse or Ashby reports · Power BI or Google Data Studio

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 13 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 14 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you let candidates book their own interview slots from your applicant tracking system?
Greenhouse, Ashby, Lever and tools like GoodTime check every interviewer's calendar and send the candidate a link to pick a time that already works.
Have you had AI draft a job description from your intake notes?
You give AI the must-haves, pay range and a past posting you liked, and it drafts a clear, inclusive description you edit with the hiring manager.
Have you used an AI notetaker in interviews, with the candidate's consent?
Tools like Metaview or BrightHire write interview notes mapped to your scorecard so you can listen instead of typing. You still do the scoring.
Does your ATS remind interviewers to submit feedback automatically?
Most applicant tracking systems can nudge interviewers by email or Slack after an interview, so you stop chasing scorecards yourself.

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