Epoch8's Recruitment Challenge
We faced challenges in our hiring process at Epoch8. Each job posting received around 100 applications within just a few days. For every candidate, a test assignment needed to be sent, reviewed, evaluated, and the best applicants invited for interviews. Moreso, resumes alone didn’t provide a complete picture, so the team relied on test assignments to assess candidates.
This process was time-consuming, requiring repetitive copying and pasting of the same information multiple times.
This process was time-consuming, requiring repetitive copying and pasting of the same information multiple times.
The Task
Our goal was to automate the recruiting process, focusing on evaluating test assignments and providing feedback to candidates. This would eliminate the repetitive task of copying information and free up time for other responsibilities.
Solution
To automate the recruiting process, we developed an HR bot using our chatbot platform. The solution was built on a system for creating automated dialogues powered by RASA, with Botfront used for ease of configuration. To enable human intervention when needed, we integrated the Chatwoot service, allowing operators to join conversations if necessary.
STACK
RASA
This is a powerful open-source solution for developing chatbots, which, based on our testing and analysis, was best fit for the project's requirements.
BOTFRONT
This is an interface that allows dialogues to be described using an intuitive visual editor. Our goal was to create a bot whose functionality and scenarios could be easily modified without involving developers. This tool was a perfect fit for the task: it is user-friendly while offering extensive capabilities.
CHATWOOT
An open-source platform that we used as an interface for operator responses. All interactions between the team and candidates are managed through an admin panel based on Chatwoot.
WHAT HIRING LOOKS LIKE NOW
- The team posts a job opening and invites candidates to apply via the HR bot.
- The system identifies the candidates' intents and determines which scenario to launch. For example, if a candidate submits a resume, the bot triggers the test assignment scenario. If they inquire about open positions, the bot displays a list of available jobs.
- The candidate completes the scenario by submitting their resume and test assignment, which are sent to a Chatwoot conversation. The team assigns a person responsible for communicating with the candidate and reviewing their assignment.
- In Chatwoot, resumes are displayed in a convenient list with contact information, which can be filtered by status: "Awaiting First Interview," "Awaiting Second Interview," "Under Review," or "Rejected."
- The HR bot ensures that no candidate is overlooked, feedback is provided on time, and interviews are scheduled. Additionally, the lists in Chatwoot make it easy to revisit candidates. So when a new job opening arises, we can quickly reconnect with them.
RESULTS
With the introduction of the HR bot, we were able to focus more on other important tasks beyond hiring. In the past, processing 100 candidates required 25 hours of dedicated time—about 15 minutes per candidate to send a test assignment, answer questions, review the completed task, and provide feedback. Now, the chatbot handles this entire process on its own.
