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AI agent for recruitment coordinators

Candidate Experience Survey Agent

Gather enough candidate feedback to spot real problems.

People and hiringOperationsHuman resources
See how it worksGet access
Candidate Experience Survey Agent: what goes in, what the agent does and what you get

What it does

Few candidates fill in feedback surveys, and the answers that do come arrive too late to help. This agent sends a short survey at set points in the process and tracks who has replied. It groups the comments by stage and theme and proposes changes. If response is low, it resends to the missing groups at a different time and compares the answers. The coordinator approves the survey and any change. Each wave is kept separate so the agent can tell whether a change in scores comes from the process or from who answered. Comments are shown without names, so the hiring team can read them freely. Edge case: a candidate who was rejected quickly is asked a shorter set of questions.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Candidate completes a stage 2 USES A TOOL Send the survey 3 DOES Track the response rate by group 4 CHECKS THE RESULT Is the response rate above the target? If not: Resend to the missing groups at a differenttime. Back to step 3. 5 DOES Group comments by stage and theme 6 DOES Compare answers across waves 7 DOES Propose changes 8 YOU APPROVE Coordinator approves changes 9 USES A TOOL Report results to the hiring team 10 CHECKS THE RESULT Do later scores improve after the change? If not: Review the change and propose another. Back tostep 4. 11 RESULT Candidate experience report
Read the steps as a list
  1. Candidate completes a stage
  2. Send the survey
  3. Track the response rate by group
  4. Is the response rate above the target?If not: Resend to the missing groups at a different time. Back to step 3.
  5. Group comments by stage and theme
  6. Compare answers across waves
  7. Propose changes
  8. Coordinator approves changesThe agent waits here for your OK.
  9. Report results to the hiring team
  10. Do later scores improve after the change?If not: Review the change and propose another. Back to step 4.
  11. Candidate experience report

How it decides

It compares responses by stage and sends a second wave to groups with low response.

  • Target a 30 percent response rate
  • Resend once at a different time of day
  • Group by stage
  • Treat fewer than 10 replies as too few to act on

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Survey timing
  • Target response rate (default 30 percent)
  • Questions by stage
  • Minimum replies to act (default 10)

What keeps you in control

It always asks you first

  • Coordinator approves the survey and any change

Hard limits

  • Never share individual comments with names
  • Never change the process without approval

It stops when

  • Done: results are reported and changes tracked
  • Stop: replies are too few to decide anything

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAfter the first wave of 120 surveys, 22 reply, 18 percent. The agent resends to non-responders on a Sunday evening and gets 17 more, reaching 33 percent. Comments from the scheduling stage mention slow replies. The agent proposes a 24 hour reply promise. The coordinator approves, and next month's score rises.

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