# AI Receptionist for Staffing & Recruiting Firms Source: https://insertchat.com/industries/recruiting-staffing > Answer candidates and clients, take job orders, and flag shift call-outs before a client is left short. An AI receptionist for staffing agencies answers candidates, workers on assignment, and client companies when recruiters are on other calls, using your open jobs, pay practices, and office hours. InsertChat’s assistant asks your screening questions, takes job orders, books interviews, and flags shift call-outs, injuries on assignment, and hiring decisions for your team. ## Turn a 5 a.m. call-out into an alert before the shift starts Example workflow: Text message. Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions. This is not a customer testimonial or measured result. A worker on assignment texts your office number at 4:55 a.m. > This is Marcus, I’m on the 6 a.m. shift at the warehouse on Pine Road. My car won’t start and I can’t make it today. ## Reply by text Acknowledge the message, confirm the assignment and shift, and ask whether he can make tomorrow’s shift. ## Record the call-out Save the worker, client site, shift time, and reason on the contact, following the attendance policy you wrote. ## Alert the on-call recruiter Mark it urgent so your recruiter gets an email alert with time to fill the shift before it starts. ## Your team sets the boundaries Finding a replacement, telling the client, and any attendance consequences stay with your recruiters. The assistant makes no promises about future assignments. ## What it handles for staffing agencies Handled by your assistant: - Candidate questions about open jobs, pay ranges, and shifts you publish - Screening questions you write for each type of role - Interview and orientation bookings - Job orders from clients, with headcount, role, and start date - Timesheet, payday, and direct deposit questions answered from your policies Sent straight to your team: - Shift call-outs and no-shows - Injuries or safety problems on assignment - Same-day orders from clients - Harassment or discrimination complaints - Missing or wrong paychecks ## What it asks and what it needs to know Details it collects: - Candidate name, phone, and email - Roles of interest and years of experience - Availability, shifts, and transportation - Location and how far they will travel - For clients, company, role, headcount, start date, and pay rate - Shift times and the site contact - How they heard about you What to add to its knowledge: - Open jobs, pay ranges, and shifts, refreshed as orders change - Screening questions for each role type - Application, onboarding, and orientation steps - Pay schedule, timesheet rules, and attendance policy - Questions it must never ask, such as age, religion, or family plans - Branch locations and hours ## Can an AI receptionist screen candidates? It asks the screening questions you write, such as forklift certification, shift availability, or whether a candidate can lift 50 pounds, and saves the answers to the contact for a recruiter. Hiring and placement decisions stay with your recruiters. Add the questions it must never ask to its words and claims to avoid, so every screen stays on job-related ground. ## Can it keep up with our open jobs? Yes. Add your job board page as a knowledge source, or upload a spreadsheet of open orders, and refresh it when roles fill or open. The assistant answers pay, shift, and location questions from that source and sends candidates to apply the way you prefer, such as your online application link. ## How much does an AI receptionist for a staffing agency cost? On Pro, you pay $98 a month for one number, monthly credits, three seats, and three AI assistants. Calls draw on credits in whole minutes, and texts can carry their own charges, which matters when most of your workers text. Agencies with several branches can step up to Growth for up to 20 assistants, one per branch or division. ## How do candidates send a résumé? Through your website chat, which accepts attachments, or by email if you connect Gmail or Outlook. Picture messages sent by text go to a recruiter to review. Every channel lands on the same contact, so the recruiter sees the candidate’s whole history in one place. ## Does it connect to our applicant tracking system? No. InsertChat doesn’t connect to applicant tracking or staffing software, so recruiters move candidates into your ATS from the contact. If your sales team tracks client accounts in HubSpot, Zoho, or Microsoft Dynamics 365, the assistant can add new job order leads there through the actions you allow. ## Can it talk with candidates in Spanish? Yes. The assistant switches to the caller’s language and asks the same screening questions in Spanish, from the same job list. Add which recruiters speak which languages, so it can tell candidates who will follow up. ## Can it answer before the office opens? Yes. Set your branch hours and time zone, and the assistant takes every call outside them, including early-morning call-outs, while texts get a reply at any hour. During the day it can pick up when recruiters don’t answer within 5 to 60 seconds. ## Related features - [AI text messaging](https://insertchat.com/product/sms) - [Lead capture](https://insertchat.com/product/lead-capture) - [Shared inbox](https://insertchat.com/product/inbox) ## Broader industry - [Professional services](https://insertchat.com/industries/professional-services): Give every new inquiry a clear next step.