HireMate - From Job Listing to Employee Onboarding

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Ebru Sarikaya

Solution Architect

ebru@boundaryless.com

Pelin Isiner

Senior AI Developer

pelin@boundaryless.com

Stefano Negro

Senior AI Developer

stefano.n@boundaryless.com

HireMate

Problem statement and proposed solution

Problem

• Nowadays Recruitment is handled mostly manually by HR departments, especially in big companies that must deal with different procedures and workflows among different entities.
• Most of the activities within the HR Recruitment standard workflow cannot be automated by RPA, as they require dealing with unstructured data, different languages, and approval from different departments.
• Moreover, dealing with Job Posting means dealing with external websites, that are prone to changes and will require periodic rework.

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Solution

• Building and end-to-end HR Recruitment Workflow, that will provide guidance and standardization for the whole recruitment process.
• It will leverage different Agents to deal with specific tasks, and working in partnership with HR employees the whole workflow will be managed.
• The Workflow can be initiated from anyone within the company, regardless of status and language, and with structured and specific procedures it aligns all the job posting requests and deals with all the aspects of recruitment.

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Benefits and technologies used

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Benefits, impact and outcomes

• Complete end-to-end process managed by Maestro
• Standardize and simplifies work for HR Departments → Improves time-to-hire by 30–50%
• Leverage AI to reduce manual steps during HR Recruitment (e.g. email follow-ups, CV screening, interview real-time analyzer) → Saves 65 - 85% of manual recruiter effort
• Helps HR to evaluate the candidate in detail and in a transparent approach - CV evaluation, Video and interview analyzer
• Improves the onboarding journey for new joiner - Virtual Buddy, Matt The Mate → Increases onboarding satisfaction to 85 - 95%

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Details

Solution architecture - 1

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First part of the process, from receiving the job position request to posting standardized Job Listing on external websites and notify internal candidates.

Solution architecture - 2

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Second part of the process, for each application manages candidate validation, analyze interviews, determine salary proposal and onboard the new employee

Key aspects

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• The workflow act as template for an end-to-end process, but every action can be changed or integrated to match the client’s standard workflow (e.g. adding more approval tasks)
• Identify Hiring Need Agent compares the request received via email and standardized it with a predefined template.
• Validate Application Agent compare any received CV with the job posting, giving a score from 0 to 10 and extracting relevant data from the candidate email (e.g. expected salary, interview availabilities).
• Video Response Analyzer uses Google Gemini AI to provide transcription from an uploaded video and analyze the responses to the defined questions.
• InterviewMate is an Attended tool used by the HR during the interview to record real-time audio, transcript and semantically analyze the responses using OpenAI.
• Onboarding Agent (MattTheMate) analyze the new employee job role, department and other informations to schedule the first day tasks and acting as chatbot to help the new employee with any inquiry.

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Future Growth & Vision

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Compliance and Document Generation

• Automate contract generation, NDAs, offer letters (e.g., integrate with DocuSign or Adobe Sign)
• Adapt to regional data privacy and labor rules (e.g., GDPR, HIPAA)

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Predictive Hiring Analytics

• Predict: Time-to-hire per role, candidate success likelihood, turnover risk from CV

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Self-Improving Agents

• Feedback loops from HR teams improve: CV scoring accuracy, interview question generation, onboarding help quality

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Ebru, Pelin and Stefano