Outreach
AI Appointment Setter for Recruitment
Candidates who match the role are screened in conversation and booked for interview, without a recruiter chasing each one.
Applicants expect a quick response, and recruiters cannot screen every one the day they apply. This edition talks to candidates over chat or email, screens them against your role criteria, and books screening calls and interviews into recruiters' calendars. It reads your ATS, such as Bullhorn, Greenhouse or Workable, first, and client updates wait for a recruiter's approval.
- Every applicant screened against role criteria in conversation
- Screening calls and interviews booked into recruiters' calendars
- Client updates and job ad drafts wait for recruiter approval
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Appointment Setter for Recruitment engages candidates over chat or email, screens them against your role criteria, and books screening calls and interviews into recruiters' calendars, reading your ATS such as Bullhorn, Greenhouse or Workable first. Client updates and job ad drafts wait for a recruiter's approval. Every booking is logged in the ATS.
Why businesses buy it
Good candidates are off the market quickly, and they rarely wait for a recruiter who is buried in admin. Slow first contact means losing the best people to faster agencies. This edition talks to every applicant straight away, screens consistently and books only candidates who fit, so recruiters spend their day on calls that can lead to placements. The written scope covers the channel, the ATS and calendar connection and the Recruitment workflows before you order, so you know exactly what gets built.
Problems this solves
Recruiters lose hours to phone tag when arranging screening calls
The setter books screening calls and interviews straight into recruiters' calendars. It reads your ATS, such as Bullhorn, Greenhouse or Workable, first so it knows the role and candidate.
Unsuitable candidates fill up recruiters' diaries
Candidates are screened against your role criteria over chat or email before a call is offered. Only those who meet the criteria reach a recruiter's calendar.
Client updates and job ads fall behind while recruiters screen
The setter prepares client updates and job ad drafts within your workflows. Each draft waits for a recruiter's approval, so nothing reaches a client or job board unchecked.
A good fit if
Each role brings more applicants than your recruiters can talk to, so good candidates wait days for a first reply.
First-stage screening asks the same questions every time, such as availability, notice period, location and salary expectations, and could follow a script.
Interview times are agreed by email back-and-forth between candidates, recruiters and hiring managers.
Your candidates live in an ATS such as Bullhorn, Greenhouse or Workable, and every conversation needs to land on the right record.
Not the right fit if
You only need interview times coordinated for candidates already shortlisted. See AI Interview Scheduling.
You need written applications screened into shortlists rather than conversations. See AI Resume Screening.
You need candidates found and summarized before anyone talks to them. See AI Candidate Sourcing.
You want sourcing, screening, interview scheduling and job descriptions delivered together. See the AI Recruitment Stack bundle, with one combined intake.
How it works
- Role profiles, screening criteria, your recruitment playbook and ten real candidate exchanges are loaded, up to 100 documents, so messages sound like your recruiters.
- A candidate replies or applies through the one channel in scope, chat or email, and the setter asks your first-stage screening questions for that role.
- Before acting it reads the candidate's stage, owner and history in your ATS, so someone already in process is not screened twice.
- Answers are checked against the role criteria: candidates who pass are offered slots from the recruiter's calendar, and those who do not are logged with the reason.
- Client updates on a role's progress and job ad drafts from your role notes are prepared in your style and wait for a recruiter's approval before anything is sent.
- 50 recruitment test scenarios, covering strong, weak and borderline candidates, run before launch.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Admin or API access to your ATS, such as Bullhorn, Greenhouse or Workable, with test records if possible.
- Calendar access for the recruiters who run screening calls and interviews.
- Role profiles and screening criteria, including what rules a candidate out.
- Your recruitment playbook or sample emails, and the format you use for client updates.
- Ten real candidate conversations or emails.
- The recruiter who approves client updates and borderline candidates, plus one decision-maker.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; roles, screening criteria and approvers agreed.
Weeks 1–2
Screening conversations, interview booking, client update and job ad flows built from your playbook.
Week 3
ATS and recruiters' calendars connected, availability applied.
Weeks 3–4
50 recruitment test scenarios run across strong, weak and borderline candidates.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff, 30 days of support.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- The setter configured on one channel and connected to your ATS and recruiters' calendars
- A Recruitment intent library and workflow templates set to your role criteria
- A test report covering 50 recruitment scenarios
- Admin guide and a recording of the handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can shorten the time from application to first conversation.
- Gives recruiters more time for clients and shortlists.
- Time from application to screening call
- Use ATS application and call dates to compare the average gap before and after launch.
- Screening calls per suitable applicant
- From your ATS, compare calls booked with applicants who met the criteria, for matching periods.
- Recruiter time on scheduling
- Ask recruiters to estimate weekly scheduling time for a month before launch and a month after.
Before you start: Pull a month of applications, screening calls and interviews from your ATS. Ask recruiters how much time scheduling takes each week.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
One payment covers the build. AI model usage and hosting run at roughly $50 to $250 a month in your own accounts, on top of your ATS and calendar plans, and rise with the number of candidate conversations.
AI usage during build and testing is billed to your accounts too.
Ask about running costsCustom requirements
If you need HubSpot connected alongside the ATS and calendar, chat and email covered together, or more than six workflows, add a note at checkout for a written Change Quote. Work starts only after you accept it. Larger or bespoke projects go through the Custom AI request form.
Request a custom versionKeep it running
We recommend monthly maintenance: monitoring, fixes and a monthly allowance of change hours, for things such as screening questions for a new role family or an updated client update format. It starts after the 30 days of support.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A recruiting chatbot bills per seat or per hire | An outsourced recruitment provider charges a monthly retainer | Ours is one fixed price, shown before you buy |
| Screening | Asks generic questions for every role | Depends on the recruiter assigned | Ours asks your questions for each role and logs the outcome |
| ATS records | May keep its own separate candidate list | Updates are made by hand | Ours reads and writes the candidate's ATS record |
| Delivery | Fast to switch on, generic in tone | Usually several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Which ATS platforms can the Recruitment setter work with?
Applicant tracking systems with API access, such as Bullhorn, Greenhouse or Workable, each counting as one of the 2 connected systems. It reads a candidate's stage, owner and history before acting and writes screening outcomes and bookings back to their record. Confirm your ATS's API access during intake.
Does the Recruitment setter reject candidates automatically?
It applies your criteria and logs candidates who do not pass with the reason, so recruiters can review the list. Any message telling a candidate they were unsuccessful follows your approval rules, and borderline answers are held for a recruiter rather than decided automatically.
Can it book interviews with hiring managers as well?
It books into the calendars you connect, inside the lengths and buffers you set. If hiring managers' calendars sit on the same platform as recruiters', they can be included. Panel coordination across several diaries is what AI Interview Scheduling is built to handle.
What does the job ad writing workflow do?
It drafts job ad copy from the role notes and examples you provide, in your agency's style, for a recruiter to approve and publish. It does not post ads to job boards. For structured, inclusive job descriptions as a separate tool, see AI Job Description Generator.
How long does the Recruitment setter take to go live?
The standard delivery time is fixed and shown next to this page, with express and rush options available. The clock starts from a verified intake, due within 72 hours of ordering, and each day late moves delivery by 3 working days. ATS access is the first item to arrange.
What does it cost to run with high candidate volumes?
Roughly $50 to $250 a month in your own accounts for AI model usage and hosting, on top of your ATS and calendar plans. Busy hiring periods with more conversations sit toward the top of that range. Monthly maintenance is optional.
Talk to every applicant, book the ones who fit.
Order AI Appointment Setter for Recruitment and every applicant gets a fast conversation, with the ones who fit booked straight in.
Works well with
Talent Acquisition
AI Resume Screening
Screens applications against role criteria and produces reviewer shortlists.
Talent Acquisition
AI Candidate Sourcing
Finds and summarizes candidates who match the role profile.