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AI screening of applications

AI reads each resume into a profile and scores it against the job, quoting the resume as evidence. It ranks the applicants of a posting and suggests interview questions. It only recommends: the recruiter decides, and going against it needs a reason.
PLANSScale only
Built and tested against a stand-in AI service; not yet run end to end against the live AI service or used by a customer.
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The problem it solves

  • Three hundred resumes arrive for one opening and a recruiter has an afternoon to read them.
  • Profiles are typed in by hand from PDFs, so searching for a skill misses half the people.
  • Two recruiters read the same resume and shortlist differently, with no record of why.
  • You worry that an automated score could treat women or a community differently.

How it works

  1. An administrator switches on AI in Recruitment for the Entity and AI for the recruiters who will use it.
  2. On a candidate, Read Resume with AI fills the profile: qualification, experience, employers, skills, notice period and salary where given. It also lists possible duplicates.
  3. On an application, AI Match scores each criterion of the job from 0 to 100, with short quotes from the resume. The AI Match tab shows the score, Strong, Possible or Weak, strengths, gaps, claims to verify and Why This Score.
  4. On a posting, Rank with AI scores every application with consent and gives each an AI Rank. Fairness Review compares the scores by group.
  5. On an interview, Suggest Questions proposes questions for the gaps and claims. Summarise Panel writes where the panel agrees and differs, with a draft message to the candidate.
  6. The recruiter moves or refuses applications as usual. Moving a weak match forward or refusing a strong match asks for the reason first, and the Overrides list keeps it.

Everything it does

What the AI does

  • Resume reading (a fast model): profile, education, experience, skills, certifications, languages and a summary
  • Job match (a smarter model): a score per criterion with the reasoning and quotes, strengths, gaps and claims to verify
  • Strong match from 75, Possible from 50, Weak below 50
  • Criteria: your own with weights in the posting's AI Match Criteria tab, or the standard ones from the requisition. The standard ones: required skills, experience, qualification, preferred skills, salary and notice fit
  • Interview questions per candidate and round, each with its purpose, criterion and what a good answer looks like
  • Panel summary with agreements, differences, a suggested next step and a draft message that does not reveal panelists' scores
  • Resume bank: files read on bulk upload when people agreed to automated reading; Score the Top 10 with AI on a posting's suggestions

Fairness and privacy

  • Gender, age, religion, caste, community, marital status, pregnancy, disability, origin and photos are never extracted or used, and the instructions forbid them
  • Contact details stay out of matching; AI Reads Contact Details is off to start with
  • No resume goes to the AI without the candidate's consent, given on the careers page or confirmed by the recruiter
  • Fairness Review shows score spreads by gender, recorded by the recruiter for this only and never sent to the AI. A gap above 10 points is flagged
  • Delete AI Results After (days): 0 to start with, never; set a number to delete the AI output of candidates not hired

Control and usage

  • AI never moves, shortlists or refuses anyone
  • AI Usage logs every request: task, kind of model, tokens, credits used and left, time taken
  • Each request ends Done, Declined by the AI, Quota used up or Failed
  • Plain messages when AI is off, not in the plan, out of credits, busy, too large or unreachable
  • Everything else in recruitment works with AI switched off

Who uses it

RecruiterRuns the AI buttons, reads the evidence and decides, giving a reason when going against the AI.
Panel memberUses suggested questions and reads the panel summary.
AdministratorSwitches AI on for the Entity and for each person, and sets the retention.
Recruitment ManagerReviews the Overrides list, the Fairness Review and AI Usage.

Where you use it

  • Web: buttons on the candidate, the application, the posting and the interview
  • Web: Recruitment > Reporting > Interviews and Screening > AI Usage
  • The SmartMy HRMS app: the resume bank shows the AI score of a suggestion already scored. (Built and in testing, not in the app stores yet)
  • Not in the app: the AI buttons are on the web only
  • Not in a candidate's view: candidates never see AI scores

What you control

Settings

  • AI in Recruitment: off per Entity until switched on
  • AI per person: switched on by an administrator; everyone with AI shares the plan's credits
  • AI Reads Contact Details: off
  • Delete AI Results After (days): 0, never
  • Suggestions Scored by AI in the resume bank: 10

Questions

Does the AI reject candidates?

No. It only scores and recommends. Shortlisting and refusing are always done by a recruiter, and going against a strong or weak rating needs a written reason.

Which AI does it use, and do we need our own key?

It runs on the AI service of your SmartMy subscription, which uses Google's Gemini models. Your database never holds an AI provider key, and you do not need an account of your own.

Is AI screening live today?

It is built on both sides: in SmartMy HRMS and in SmartMy's AI service. It has been tested against a stand-in service and is switched on for a subscription by SmartMy. It has not yet run end to end for a customer, so check what it writes.

Can we see why a candidate got a score?

Yes. Why This Score lists each criterion with its weight, score, reasoning and the quotes taken from the resume. Where the resume says nothing, the AI says so and scores low.

What about candidates who do not want their resume read by AI?

Without consent the resume is not sent. Rank with AI skips those applications, and the recruiter reads them as usual.

Are credits shared with other AI features?

Yes. Everyone with AI switched on shares the plan's monthly credits. AI Usage logs each request with what it used and what is left.

Related features

RECRUITMENTCandidate pipeline and resume bankEvery application moves through your stages on one board, and known candidates are recognised. Every resume stays in a searchable resume bank that suggests people for new openings. Stage rules do the routine steps, and a do-not-hire list stops offers you decided against.RECRUITMENTJob postings, careers page and job boardsPost a job to your employees, your own careers page, job boards and WhatsApp, with screening and knock-out questions. Each application keeps its source, so you see what each source cost.RECRUITMENTInterviews, scorecards, tests and video interviewsInterview rounds with standing panels and scorecards, where each panelist's assessment is their own and locked once given. Online tests marked by the system, and one-way recorded video rounds. A workspace where the hiring manager answers yes, hold or no, and the final choice is recorded with back-ups.RECRUITMENTRecruitment service levels, recruiter load and reportsSet how many days each hiring step may take, see what is on track, at risk or late, and record why. Each recruiter has My Day and a load you can rebalance, with monthly targets. A recruitment dashboard and 14 reports show the funnel, time to fill, sources, cost per hire and more.ROLES AND ACCESSWho sees what: employees, managers and HR officersEach employee sees only their own records and each manager sees everyone below them. HR staff get roles per Entity, limited to some departments or locations if you wish. A role can also hide parts of the record, such as bank details.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.
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