Recruitment intake / live
The first callback decides which agency the candidate registers with.
Candidates apply to several agencies at once, and the first one to actually call them back wins the placement. PolymetricsLab deploys managed AI voice infrastructure that answers every applicant and client call, runs a structured screening to completion, and books interviews and registrations against your recruiters' live calendars — around the clock.
Registration and screening, from the inbound call.
The deployment starts where the volume is: inbound calls to register, screen, and book interviews. Highest frequency, clearest speed advantage, clearest measurable return.
Register & screen
A candidate calls to register or apply for a role.
The agent captures contact details, right to work, location, availability, target roles and pay expectations, screens the candidate against your criteria, checks recruiter availability, books a registration or interview slot and sends a confirmation.
Captures the candidate at the moment they are motivated — including the evenings and weekends when they are actually free to call.Reschedule
A candidate or client needs to move an interview.
The agent locates the appointment, releases the original slot immediately, offers alternatives, writes the change to your ATS and confirms it.
A released interview slot re-opens to the next candidate straight away, not after a round of phone tag.Cancel
A candidate withdraws or a client pulls a role.
The agent locates the appointment, captures the reason as structured data, releases the slot, and offers to rebook or shortlist the candidate for similar roles.
A withdrawal captured cleanly keeps the candidate in your pipeline instead of lost to a dropped call.The phone is your fill rate, not an overhead line.
It is the channel through which candidates and roles enter your desk, and the first point at which a candidate decides whether you are the agency worth staying with. Three things decide it, and they pull against each other.
Speed
Whether the applicant is called back, and fast enough to beat the other agencies they applied to. Delay is the single biggest reason candidates go cold.
Consistency
Whether every candidate is screened on the same questions — right to work, availability, pay, location — regardless of which consultant happens to be free.
Availability
Whether someone answers when candidates are actually free to talk, which is rarely during their own working hours.
A good consultant can be fast and thorough with the candidates in front of them. No desk can be fast, thorough and available on every inbound call at once — while also running interviews, managing clients, and covering the phones.
Six operational failures the agent removes.
Most desks do not have a candidate problem. They have a capacity problem at the moment a candidate decides to act. The agent fixes the specific points where that capacity breaks.
Slow callback to applicants
A candidate applies to five agencies; the first to actually call books the registration. Consultants in back-to-back interviews cannot return calls for hours, and by then the candidate has moved on.
The agent answers on the first ring with unlimited concurrency. Every applicant hears from you first, not third — no queue, no hold, no callback that never happens.
Inconsistent screening
What gets asked depends on who picks up. One consultant checks right to work and availability; another takes a name and a number, and someone has to call back for the rest — if anyone notices it is missing.
The same structured screen runs on every call — right to work, availability, location, pay and sector — with validation. Scripts are versioned centrally, so a compliance change applies to every call instantly.
Candidates lost to voicemail
Voicemail is treated as a safety net. It is where applicant intent disappears — the candidate moves on, and you have no record the call ever happened.
No call reaches voicemail. Every call produces a structured candidate record, including the ones the agent escalates to a consultant with full context attached rather than dropping.
Manual entry into the ATS
Consultants take the call, note it, then re-key it into the ATS. Double handling loses detail and consumes hours a week better spent building relationships with candidates and clients.
Structured data is written directly into your ATS in real time. There is no re-keying step, and the consultant's attention stays on the person, not the keyboard.
No after-hours intake
Candidates are at work during your office hours, so they call in the evenings and at weekends. Those calls sit until Monday, by which point they have registered elsewhere.
Intake runs continuously — nights, weekends and public holidays. A candidate who decides at 9pm that they want to register can register at 9pm.
Inconsistent qualification
Without a defined process, unqualified applicants consume the same consultant time as strong ones — wrong sector, no right to work, unrealistic pay. Meanwhile genuinely strong candidates are not flagged fast enough.
Every candidate is qualified against criteria you define — right to work, sector, location, availability and pay — before it reaches a consultant. Strong and urgent candidates are flagged for immediate human follow-up.
Managed implementation. Live in weeks, not quarters.
We design, build, deploy and operate the agent around your existing systems and workflows. You do not need to replace your ATS or retrain consultants on a new process.
The candidate or client calls your line
Your existing number. Nothing changes for the caller.
The call routes to the voice agent
Automatically — always, or only on overflow, after hours, or by line, depending on how you want it configured.
The agent answers and runs your intake
Structured screening for candidates, or vacancy capture for clients. The same fields, in the same order, on every call.
The enquiry is qualified against your criteria
Right to work, sector, location, availability and pay — defined by you, applied consistently.
Qualified enquiries route to the right recruiter
To the right desk automatically. Strong and urgent candidates, or hot roles, are flagged for immediate human follow-up with full context attached.
Captured data writes into your ATS
Directly into Bullhorn, Vincere, JobAdder, your CRM or intake platform. No re-keying, no intermediate note.
And it runs continuously
Nights, weekends and public holidays. Registration stops being a function of who is at their desk.
What the agent handles end-to-end.
A single deployment covers the full intake conversation — candidate registration and screening, and vacancy capture from clients — not only the booking itself.
Book a demo- Registers and screens inbound candidates
- Captures contact, right to work, availability and pay expectations
- Captures new vacancies and job orders from clients
- Qualifies enquiries against role, sector and location criteria
- Books interviews and registrations against recruiter calendars
- Flags strong and urgent candidates for immediate follow-up
- Creates records in your ATS or CRM in real time
- Sends confirmation messages to candidates and clients
It becomes part of your recruitment stack.
Voice AI is only worth deploying if the structured data lands in the systems you already run on. The conversation is not the product — what it writes is.
- ATS and CRM platformsBullhorn, Vincere, JobAdder, Salesforce, or a custom internal system. Structured write-back on every call.
- Calendar and scheduling toolsLive recruiter availability read, with write-back on booking, reschedule and cancellation.
- Job boards and marketingSource and campaign attribution flowing back from every captured call.
- Notification systemsEmail and Slack, wired into the tools your team already works in.
- Routing and assignment workflowsConfigurable by desk, sector, location, role type and consultant.
Start with a baseline audit of your candidate intake.
We review your current call flows, response times and systems, then propose a scoped deployment with a measurable outcome.
Book a demo