Working with HiringCenter AI

HiringCenter AI is a teammate built into your account. It can research a prospect, answer a question about them, draft follow-up texts and emails for you to review, create tasks with one-click buttons, and keep records tidy. It shows up by name wherever it did something: as the author of a note reply, a task, or a queued draft.

This page covers how to work with HiringCenter AI on prospects. For the chat panel that answers how-to questions and takes actions for you, see AI Assistant.

Everyone except View Only users can mention HiringCenter AI, assign it tasks, and send its drafts.

Ask it something in a note (mention)

Use a mention when you want HiringCenter AI to do something about one prospect right now.

1. Open Prospect Details and start a note.
2. Click HiringCenter AI (with the sparkle) under the note box, or type @ and choose HiringCenter AI at the top of the list.
3. Write your request in plain words, for example:
   • "@HiringCenter AI find her current brokerage and how long she's been licensed."
   • "@HiringCenter AI summarize our last three conversations and suggest a next step."
   • "@HiringCenter AI update his phone number from the signature in his last email."
4. Save the note.

HiringCenter AI treats the note as the request, does the work (including a web search when it helps), and replies in that note's thread, usually within 10 to 30 seconds. The note list refreshes on its own while you wait.

Record updates. When you ask it to, HiringCenter AI can fill in or correct contact details, name, title, company, license status, address, or add a label, and it tells you in the reply what it saved. It only overwrites an existing value when it is confident, and quotes where it found the information. Information from websites is treated as research, never as instructions.

Give it a task

Assign a task to HiringCenter AI when the work should happen later, for example "Check on Friday whether she responded to the email, and if not, draft a follow-up text."

1. Add a task on the prospect (see Tasks).
2. In Assign To, pick HiringCenter AI (it's at the top of the list).
3. Set the Due Date and save.

When the task comes due, HiringCenter AI works on it. If it finishes the work, it marks the task complete. If it can't, the task stays open so a person can follow up.

Review drafts it queues for you

HiringCenter AI never sends a one-to-one text or email to a prospect on its own. It queues a draft in the conversation for a person to review.

• In Conversations, a conversation with a waiting draft shows a blue sparkle (Queued by HiringCenter AI).
• Inside the conversation, the draft card says Queued by HiringCenter AI and shows the message (and subject, for email).
• On Today, waiting drafts appear in Queued Msgs, split into Your queued messages and Other queued messages.
• On Prospect Details, Next up shows the queued message. Click it to open the draft.

On the draft card:

1. Send — sends it from the conversation's identity, as if you wrote it.
2. Edit — moves it into the composer so you can change it before sending.
3. Cancel — removes the draft after you confirm Cancel this draft?

You need access to the conversation's identity to send. If you don't have it, the card says so, and a teammate who does can send it.

If the prospect replies before you send, HiringCenter AI rechecks the draft so you aren't sending something out of date.

Tasks with action buttons

Tasks that HiringCenter AI creates for you can include up to three buttons that do the next step in one click:

Button type	What happens
Prepare a call, text, or email	Opens the composer (or dialer) with the draft filled in. You still send it
Schedule a meeting	Opens the meeting form with the type and time filled in. You still book it
Review a meeting	Opens the meeting review
Move stage, update a field, set owner, set office, add a label	Applies the change to the prospect when you click

Button text is written for the task, for example Text Sam about Thursday or Move to Interview Scheduled. A button only appears for people who can act on that task.

Sequence review tasks also use buttons: Keep them out or Put back in sequence. See Sequences.

Other places you'll see it

• HiringCenter AI summary — the short summary at the top of Prospect Details. Use the copy icon to paste it into an email or a note.
• Next up — when a prospect has nothing scheduled, the sparkle next to Create a task asks HiringCenter AI to suggest the right next task.
• AI suggest in the text and email composers drafts a reply from the conversation. See Sending Text Messages and Sending Emails.
• Sequences — HiringCenter AI checks every sequence text and email before it sends. See Sequences.

Who can edit what HiringCenter AI created

Notes, tasks, and meetings created by HiringCenter AI can be edited, completed, or deleted by the prospect owner, the account owner, and account admins, in addition to anyone who normally could (for example the person a task is assigned to).

How HiringCenter AI is set up for your account

Besides mentions and tasks, HiringCenter AI can run on a schedule (daily, weekly, or monthly) and in response to events such as a new prospect, an inbound text or email, a call, a meeting being scheduled or reviewed, or a completed task. What it does in each case comes from your account's skills: written playbooks for how your team recruits.

These are configured on Settings → AI (tabs Context, Triggers, Jobs, Skills, Tools, and Runs), which only HiringCenter super admins can see. Actions that change records automatically, such as moving stages or adding labels, stay off until they're turned on for your account. To change how HiringCenter AI works for your team, contact your HiringCenter rep or support.

Tips

• Be specific in mentions and AI tasks: name the outcome you want ("draft a text inviting him to Thursday's open house") rather than "follow up."
• One prospect at a time: if several things trigger HiringCenter AI on the same prospect at once, it works on the newest one.
• HiringCenter AI states meeting times in the meeting's time zone (or your account time zone), and writes links as plain web addresses.