AI in recruiting.

What the reception agent does for your recruiting

When an applicant calls, the reception agent takes the conversation, even outside business hours, on weekends, on holidays. It greets the applicant, asks about the position, answers the most common questions from your job posting (requirements, salary range, location, shifts, application deadline). It qualifies broadly against the minimum criteria you set (e.g. minimum experience, residence within 50 km), and on success books an appointment in the HR calendar. For emails, the triage agent takes over: it sorts incoming application emails by position, marks qualified candidates and forwards complex cases to your team. What both don't do: make selection decisions, evaluate interviews, negotiate salaries. These decisions fall under GDPR Art. 22 (automated decision-making) and must be made by humans. You retain authority over every personnel decision, the reception agent and triage agent only take the routine off your hands.

Where AI helps you specifically in recruiting

The most common challenge: applicant calls outside business hours. Applicants often call evenings or weekends, when your HR team isn't available. With the reception agent these calls aren't lost: 24/7 intake, qualification, email summary to HR. Second: standard question answering during the season. When you run a recruiting campaign (apprentices, interns, seasonal staff), 50-100 calls come per week. The reception agent answers the most common 5 questions from your job ad automatically, only special questions land with you. Third: appointment booking for first interviews. The reception agent sees the HR calendar (Google Calendar, Microsoft Outlook or CalDAV, such as iCloud) and books directly for qualified candidates. Applicants get a confirmation email with calendar invite.

• Applicant calls 24/7 with standard question answering (reception agent)
• Appointment booking in HR calendar via Google Calendar / Microsoft Outlook / CalDAV calendar
• GDPR Art. 22 compliant: no selection decision by AI

GDPR and AI Act in recruiting, what employers need to know

Recruiting is particularly sensitive under GDPR, applicant data is highly sensitive, and automated selection decisions are strictly regulated under Art. 22 GDPR. In practice: an AI recruiting agent must NOT make selection decisions ('This application is rejected'), but it can perform structured pre-triage ('This application meets minimum criteria experience and availability, therefore 3 slots are proposed in the HR calendar'). The final decision must be made by humans, documented and traceable. Plus: AI Act Art. 50 requires transparency in AI deployment from 02.08.2026, the applicant must clearly learn at the start of the call or email that they are speaking with an AI. Plus: AI Act Annex III classifies AI systems in recruiting as high-risk under certain circumstances (when they are used for recruiting decisions, not just triage). rinqo positions itself consistently as a triage tool, not a decision tool, that way we fall under the lower transparency obligations of Art. 50, not the strict high-risk obligations of Annex III. Plus: Hetzner Germany hosting means applicant data stays in the EU, processed within the EU with a DPA per Art. 28 GDPR.

How rinqo fits into your HR suite

If you already use Personio, SAP SuccessFactors or Workday, rinqo doesn't replace any of it. Your HR suite continues to manage the actual recruiting workflow: job posting, applicant pipeline status, requirements management, onboarding workflows. rinqo works before the pipeline, at first contact with the applicant. An applicant calls with 'What experience exactly is expected?', the reception agent answers from the job posting, qualifies broadly, books an appointment in your HR calendar on meeting minimum criteria. Structured applicant data (name, contact, applied position, qualified criteria, booked appointment) rinqo passes via webhook or CSV export to your HR suite. This significantly reduces HR effort before the pipeline, without switching your existing tools. Direct integrations with DACH HR suites are in preparation, until then the connection runs via webhook and CSV export, which all common HR suites support.

How to set up rinqo for recruiting

Setup by us. Step one: you import your open job postings as knowledge base (PDF, Word, website URL). The reception agent understands position, requirements, salary range and location. Step two: you set minimum criteria for each position (e.g. 'At least 3 years experience in area X' or 'Residence within 50 km from location'). The agent uses these criteria for broad pre-triage. Step three: you connect your HR calendar (Google Calendar, Microsoft Outlook or CalDAV, such as iCloud) and define appointment slots. Step four: you publish a dedicated phone number for applicant calls in your job postings, going directly to the reception agent. From day one the agent takes calls, answers standard questions, qualifies broadly, books appointments. Optional: a chat widget on your career page (reception agent / chat) and/or a triage agent for application emails. All channels share the same knowledge base, applicants get the same answer by phone, in chat or by email. AI Act disclosure is enabled by default, DPA is in place at contract closure.