Returning Candidate Calls for a Recruitment Agency with an AI Receptionist

The agency needs candidate callbacks answered while recruiters are on other calls, with availability captured and screening calls booked.

The main challenge is to answer calls reliably without pulling people away from the work in front of them.

• Recruiters are occupied with calls or meetings when candidates try to return their calls.
• Potential candidates may be lost when incoming calls are missed or not answered promptly.
• Candidate availability, contact details and job preferences are captured inconsistently.
• Recruiters need clear, structured enquiry summaries to prepare before calling candidates back.

Viva AI Receptionist addresses the business’s needs. It is connected to the business number and trained on the business’s own information, hours and routing rules.

Candidate calls:

• Confirms the job role or vacancy the candidate is enquiring about.
• Collects the candidate’s availability and preferred time for a discussion.
• Schedules a screening call based on available slots in supported calendars.

Summary for the recruiter:

• Sends the recruiter a concise summary of the candidate’s call and key details.
• Routes calls to the appropriate recruiter based on their name or reason for calling.
• Transfers the call to a team member whenever the candidate requests to speak to a person.

What this scenario shows:

• Candidate callbacks are answered promptly, ensuring every opportunity receives attention.
• Screening calls are scheduled seamlessly without repeated calls or missed connections.
• Recruiters receive clear candidate details, including the role of interest and availability, before making a callback.

This is an illustrative scenario, not a customer result. If you would like to see how it would work on your own calls, ask for a live demonstration.