Capture the application
Take over incoming applications from the portal, email or job platform.
Recruitment & applicant management: Structure applications and speed up administrative steps.
Capture application documents, structure information, prepare appointments and communication – while selection decisions stay with the people responsible.
In short: AI can reduce administrative work in recruitment. It captures documents, structures data, matches requirements, prepares follow-up questions or appointment options and updates the status. Decisions about people are not delegated autonomously to the AI.
Starting point
Where time is lost today.
- Several channelsApplications arrive via portal, email, job platforms and referrals.
- Typing upCV data is transferred into the applicant tracking system by hand.
- Scheduling appointmentsFinding a date takes several emails per person.
- Inconsistent communicationStatus updates and feedback vary depending on who handles them.
- Searching through documentsThe same application files are reviewed several times.
How it works
What the solution does, step by step.
Read the documents
Capture the CV, employment references and cover letter in a structured way – with source references.
Structure information
Structure education, experience and availability for comparison with the job requirements.
Identify missing information
Prepare follow-up questions about missing documents or details.
Prepare communication
Acknowledgement of receipt, appointment options and interim updates as drafts.
Update the status
Keep the applicant tracking system and everyone involved up to date – after approval.
Before – after
What changes in day-to-day work.
Examples from the workflow – no percentages, as only a measurement in your business can provide those.
| Situation | Today | With the solution |
|---|---|---|
| Receipt | email with three attachments | structured application file in the applicant tracking system |
| Overview | reading CVs one after another | summary with references to the documents |
| Appointment | five emails back and forth | appointment options prepared, confirmed by HR |
| Decision | with the people responsible | with the people responsible – unchanged |
Benefit
What this use case improves.
Less administration
Data capture, follow-up questions and appointments are prepared.
More complete process
Missing documents are identified early.
Faster feedback
Applicants receive a prompt reply.
Better documentation
Status and communication are traceable.
In action
What working with it looks like.
Sample images from our visual library – the interfaces shown are illustrations, not client data.
Responsibility
What stays with people.
The selection and the final hiring decision. AI structures documents and prepares administration; it does not assess people autonomously.
The solution prepares, sorts and hands over – your staff make decisions and grant approvals, following rules you set.
Systems & integrations
Where the solution connects.
For example – what exactly gets connected depends on interfaces and permissions and is checked in the AI potential assessment.
- ATS / HR system
- Email
- Calendar
- DMS
- Microsoft 365
Building blocks & products
The technology behind it.
Solution building blocks are the technical components of the Swiss AI Platform, combined by process.
Document AI
Read and structure application documents.
View building blockAI agents
Prepare follow-up questions, appointment options and status.
View building blockProcess automation
Handover to the applicant tracking system and calendar.
View building block
Control, data & operation
Control stays part of the system.
Depending on the product and interfaces, we run the solution on your premises, in a Swiss cloud or as a combination. Before the pilot, we clarify data flows, access rights and compliance requirements. Background: Private AI and On-premise & hybrid (running on your own servers or a mix of both).
| Topic | Implementation |
|---|---|
| Data | Applicants’ personal data – particularly sensitive; data use and retention must be clearly governed. |
| Approvals | No automatic hiring or rejection decisions. Every external communication and every status change that affects applicants is approved. |
| Roles & permissions | Only the responsible HR team and the managers involved see application files. |
| Logging | Access, summaries and communication traceable for each application file. |
| Operating model | Running on your own servers or in a private cloud; data flows and model access are defined in the project. |
Industries
Where this use case is typical.
- Healthcare
- Manufacturing
- Accounting & fiduciary
- cross-industrythe workflow is not tied to a single industry
Standard approach
How a trial run (pilot) can start.
The pilot does not cover the whole process straight away. We pick a clearly defined part, set approvals and success criteria and test it with real data and the people who work with it. This approach is the same for every use case.
- Choose a processA clearly defined part of the workflow that takes up time today and can be measured.
- Clarify data and systemsWhich data, which interfaces, which permissions – and what is missing.
- Implement a defined workflowWith defined approvals and success criteria, not the whole process at once.
- Measure in real operationWith real data and the people who work with it; then expand or stop.
Related use cases
Related pages.
Frequently asked questions
Frequently asked questions: recruitment
Can AI reject candidates automatically?
In the intended solution, the final hiring decision is not meant to be made autonomously.
Can an existing applicant tracking system be connected?
Yes, provided interfaces and permissions allow it.
Can the AI summarise CVs?
Yes, with clear source references to the application documents.
Which companies is this use case suitable for?
Companies with a regular flow of applications and an HR team that currently spends a lot of time on data entry, scheduling and status updates.
Next step
Check this task for your business.
Describe your current workflow in two sentences. We check the benefit, data situation, integration effort and risks and show whether a product, a solution building block or a custom solution makes sense.