AI Recruitment Intake: Inbox to Applicant
Automatically process every application email: complete the data, apply policy rules, and register candidates safely and fast.
In this organization, job applications arrived by email — from candidates, agencies, and colleagues — often with attachments, CV links, and mixed languages. HR had to manually judge every message: is it actually an application, is the data complete, does the candidate meet eligibility rules, and how do we register everything correctly in the HR system? We turned this into a controlled intake flow. Each email is automatically recognized as an application (or not), summarized, and converted into structured candidate and vacancy data. Then policy rules are applied: missing information is requested, out-of-Europe candidates are politely rejected to stay compliant, and valid new applicants are automatically created in the HR system — including their CV. Every email receives a clear status and is moved to the right folder. HR only handles exceptions. Result: faster processing, consistent communication, and lower risk of errors or non-compliance.
What we solved
| Problem | Before | After |
|---|---|---|
| No more manual inbox triage | HR had to read every email and decide whether it was an application and what to do next. | Each email automatically receives a status and route: processed, info requested, human review, or rejected. |
| Less back-and-forth for missing information | Incomplete applications caused follow-up email chains and delays. | Missing details are requested immediately with a clear, professional email. |
| Work-eligibility compliance built in | EU/EEA eligibility rules were manually enforced, increasing the risk of mistakes. | Out-of-region candidates are automatically and politely rejected according to policy. |
| Fewer duplicates and re-application noise | Returning applicants could re-enter the flow without being noticed immediately. | Returning applicants are detected and routed to human review right away. |
Highlights
- Faster intake: automatic classification, validation, and routing for every email
- Consistent candidate experience: confirmation, info request, or rejection in the correct language
- Less HR admin: applicants are created automatically including their CV
- First-match policy engine: one clear decision per email, no half measures
- Exceptions stay safe: non-applications and edge cases go to human review
- Evaluation mode: quality is measurable with tests and scoring against ground truth
Results
Impact depends on email volume, vacancy types, and the quality of inbound applications. Percentages reflect average manual handling steps versus an automated intake with human review for exceptions.
Process flow
Technology
What clients say
“We no longer lose time digging through the inbox. Everything is sorted automatically and the right next step is already initiated.”
“Candidates get a response faster and we have far less admin work per application.”