AI in recruiting.

What the reception agent does for your recruiting

When applicants call you, the reception agent takes the call, including outside office hours, at weekends and on public holidays. It greets the caller, asks which position they are interested in and answers the most common questions from your job ad (requirements, salary range, location, shifts, application deadline). It takes down name, contact details and the position applied for and, if wanted, books an appointment in the HR calendar. For emails, the email agent answers follow-up questions and passes every application with its documents to your team. What neither of them does: assess, sort or reject applications, evaluate interviews, negotiate salaries. That stays with your team. You keep full control over every hiring decision; the agents only take the routine off your hands.

Where AI concretely helps you in recruiting

The most common challenge: applicant calls outside office hours. Applicants often call in the evening or at the weekend, when your HR team isn't available. With the reception agent these calls are no longer lost: answered around the clock, questions answered, email summary to HR. Second: standard questions during peak season. When you run a recruiting campaign (apprenticeships, internships, seasonal staff), lots of calls come in within a short time. The reception agent answers the most common questions from your job ad, and only special questions land with you. Third: applications by email. The email agent confirms receipt, answers follow-up questions and passes every application to your team in full, without assessing it. Fourth: booking first interviews. The reception agent sees the HR calendar (Google Calendar, Outlook or CalDAV, such as iCloud) and books directly. Applicants get a confirmation email with a calendar entry. Fifth: a reminder before the appointment. The day before, the agent reminds the applicant of the booked interview, with the option to confirm, reschedule or cancel.

• Applicant calls around the clock with answers to standard questions (reception agent)
• Appointment booking in the HR calendar via Google Calendar / Outlook / CalDAV calendar
• No assessment and no pre-selection by AI, your team sees every application

GDPR and the AI Act in recruiting, what you need to know as a company

Recruiting is legally particularly sensitive. Applicant data is sensitive, and automated decisions are strictly limited under Art. 22 GDPR. The AI Act classifies AI systems used for recruitment or selection as high-risk in Annex III point 4(a), explicitly including analysing and filtering applications and evaluating candidates. That is why rinqo draws a clear line: the agents answer questions, receive documents and book appointments. They do not assess, filter or sort applications, and our terms and conditions rule this out as well. On top of that comes Art. 50 of the AI Act: applicants must learn at the latest at first contact that they are talking to an AI. At rinqo this notice is set up by default. The data sits on servers in Germany and is processed in the EU, with a data processing agreement under Art. 28 GDPR.

How rinqo fits into your HR suite

If you already use Personio, SAP SuccessFactors or Workday, rinqo replaces none of them. Your HR suite keeps managing the actual recruiting workflow: job posting, applicant pipeline, onboarding. rinqo works ahead of the pipeline, at the first contact with applicants. If someone calls asking 'What experience exactly are you looking for?', the reception agent answers from the job ad and, if wanted, books an appointment in your HR calendar. The details from the conversation (name, contact, position applied for, booked appointment) go via webhook to a system of your choice. That cuts HR effort ahead of the pipeline without switching your existing tools. We set up a direct connection to your HR suite with you.

How to set up rinqo for recruiting

We guide you through setup. Step one: your open job ads go in as knowledge (PDF, Word, web page URL). The reception agent then knows the position, requirements, salary range and location. Step two: you decide what goes to your team, for example any question not covered in the ad. Step three: you connect your HR calendar (Google Calendar, Outlook or CalDAV, such as iCloud) and define appointment slots. Step four: you publish a dedicated phone number for applicant calls in your job ads, which goes straight to the reception agent. From then on the agent takes calls, answers standard questions and books appointments. Optional: a chat widget on your careers page and the email agent for application emails. All channels can use the same knowledge, so applicants get the same answer on the phone, in chat or by email. The AI notice is set up by default, and you sign the DPA on registration.