AI Hiring Portal
From resume piles to interview-ready shortlists in minutes, not days. An AI-driven applicant tracking and screening platform that gives you enterprise ATS power without per-seat licensing or black-box vendors.
The Hiring Challenge
Traditional resume-first hiring is broken for growing organizations. It creates a cascade of costly problems that drain your team's time, budget, and ability to land top talent.
Overwhelming Volume, Low Signal
Paid job ads generate dozens or hundreds of applicants — but most don't meet basic qualifications, forcing HR to manually sift for quality.
Hours Lost to First-Round Screening
HR teams spend 10–20 minutes per resume on tasks that could be captured up front: confirming tools, experience levels, and communication skills.
Surface-Level, Resume-Only Decisions
Great resumes sometimes hide weak communicators. Weaker resumes can hide high-potential talent who interview exceptionally well.
Human Bias & Inconsistency
Screening decisions vary by mood, time of day, and unconscious bias — accent, speaking style, alma mater — leading to inconsistent outcomes.
Fragmented Tools & No Audit Trail
Resumes in Indeed, notes in email, videos in Zoom, scoring in spreadsheets — no single source of truth and no compliance trail.
The net result: slow time-to-hire, recruiter burnout, missed top candidates, and poor candidate experience.
How It Works
AI that works with you, not instead of you. Your always-on digital screening partner.
Ingest Resumes
Upload directly, import from Indeed, or let candidates apply through your branded careers portal. PDF and Word formats supported.
AI Analyzes Against the Job
The system compares each resume to your job description — requirements, nice-to-haves, and custom scoring priorities you define.
Auto-Generate Screening Questions
AI creates tailored clarification questions that probe real gaps — missing skills, unexplained career changes, tool experience.
Candidates Complete a Structured Application
Applicants provide a cover letter, answer screening questions, and optionally record a 1–5 minute video introduction.
AI Delivers Evidence-Based Scoring
Each candidate receives a fit score, strengths analysis, red flags, job-hopping risk assessment, and a clear proceed/review/reject recommendation.
You still make the final call on every candidate. AI handles the high-volume legwork so your team focuses only on candidates who clear a quality bar.
Business Benefits
Real, measurable impact on your hiring process and bottom line.
Dramatic Time Savings
AI review takes approximately one minute per resume instead of 10–20 minutes of manual screening. First-round screening calls, basic qualification checks, and initial filtering are handled automatically.
Deeper, More Accurate Evaluation
Evaluates the whole person: resume content, cover letter quality, screening question answers, and video introduction. In independent double-blind testing, the AI's recommendations were validated as accurate and aligned with expert human judgment.
Reduced Bias, Increased Consistency
AI applies the same criteria to every candidate, every time. It doesn't care about accent, charisma, alma mater, or time of day. It focuses exclusively on the skills, experience, and qualifications you define.
Better Candidate Experience
Applicants experience a clear, structured process where they can present themselves in their own words — not just through a static CV. Built-in SLA flags ensure candidates are never left in limbo.
Predictable, Affordable Pricing
Flat infrastructure pricing replaces per-seat, per-candidate, or per-assessment fees. AI inference costs run fractions of a cent per evaluation. Each client receives a dedicated, branded environment.
Complete Audit Trail & Compliance
Every action is logged: who viewed which candidate, when decisions were made, what AI recommended. Configurable SLA timelines help you maintain compliance and demonstrate fair, consistent hiring practices.
Comprehensive Feature List
Everything you need to transform your hiring process, organized by capability.
Job & Posting Management
- Intuitive job setup wizard — title, department, type, location, responsibilities, requirements, nice-to-haves, compensation, and benefits
- Customizable job categories with color coding and sort order
- Custom AI scoring instructions per job — weight specific skills, certifications, or experience higher
- Per-job screening questions — free text, multiple choice, or scale ratings
- Access control per job — assign jobs to specific HR consultants so they see only their candidates
- Sharable invite links with campaign tracking, usage analytics, expiration dates, and max-use limits
- Careers page integration — embed job listings directly into your public website via API
Candidate Intake & Application Flow
- Resume upload — PDF and DOCX (max 10 MB), with automatic DOCX-to-PDF conversion
- AI-powered resume parsing — extracts name, email, phone, LinkedIn, skills, experience, and education
- Editable verification — candidates review and correct extracted data before proceeding
- Mandatory cover letter — gives AI richer signal beyond the resume alone
- Dynamic AI clarification questions — 2–4 targeted questions generated from real resume gaps
- Configurable screening questions per job
- Video introduction studio with hardware verification, audio level monitoring, teleprompter, content guidance prompts, unlimited retakes, and preview before submission (1–5 minutes)
- Passwordless authentication — email OTP or magic link sign-in for frictionless candidate access
- Multi-job support — candidates can apply to multiple positions simultaneously
- Application withdrawal with automatic data deletion/anonymization (GDPR-compliant)
AI-Powered Scoring & Insights
- Multi-source analysis — evaluates resume, cover letter, screening answers, and video transcript together
- Overall fit score (0–100) against job description
- Detailed strengths analysis with evidence citations
- Concerns, red flags, and risk identification
- Job-hopping risk assessment based on tenure analysis
- Resume-to-video discrepancy detection — cross-references claims against spoken statements
- Clear recommendation: Proceed, Review, or Reject
- Executive summary for rapid decision-making
- Re-queue and re-analyze capabilities — reprocess any candidate through updated AI scoring
- Video transcription for quick scanning without watching full recordings
HR Review & Decision Interface
- Split-screen cockpit view — video player alongside candidate data, scores, and screening answers
- Variable-speed video playback (0.5x–2x) for efficient review
- AI score sorting — candidates ranked by match score for quick triage
- Status-based filtering and search by name, email, or phone number
- Ghosting alerts — visual flags for candidates idle more than 48 hours
- One-click decision actions: Shortlist, Invite to Interview, Reject, Mark Under Review
- Private internal notes with author tracking and timestamps
- AI recommendation is advisory — you override at any point
Workflow, Communication & Compliance
- Automated invite workflow with configurable session durations
- Auto-rejection buffer — configurable delay (1–7 days) before rejection emails send, with ability to cancel
- Resend invite capability for candidates who haven't completed applications
- Secure in-portal messaging — all communication within the system, never via plain email
- Email notifications contain secure portal links only — no sensitive content in email
- Read receipts and unread message indicators for both parties
- Quick-response message templates (inquiry, portfolio request, custom)
- SLA flags — highlight candidates not actioned within defined timeframes for compliance
- Customizable email templates for every touchpoint
- Full email branding — company logo, color scheme, and footer text
Analytics & Reporting
- Pipeline overview — total applications, candidates by stage, and average scores at a glance
- Funnel performance metrics — see where candidates drop off in the process
- Job-level metrics — per-role statistics to identify underperforming postings
- Invite campaign analytics — view count, use count, and conversion per sharable link
- Recent activity feed — real-time stream of application events
Security, Privacy & Administration
- Role-based access control — Applicant, HR Consultant, Super Admin roles with granular permissions
- Comprehensive audit logging — every view, status change, login, AI processing event tracked
- Secure video storage via time-limited presigned URLs (15-minute expiration)
- Never publicly accessible media files
- Configurable session durations, OTP expiry, rate limiting, and inactivity timeouts
- User management — create staff accounts, assign roles, manage job assignments
- Public API with bearer token authentication for careers page integration
Deployment & Infrastructure
- Dedicated, branded environment per client — your data stays yours
- Self-hosted architecture with full Docker support
- Multi-LLM provider support — OpenAI, Google Gemini, Anthropic Claude, ElevenLabs
- Configurable AI model per feature — optimize for cost, speed, or accuracy by task
- Secure encrypted API key management with connection testing and key rotation
- Health check endpoint for monitoring
- Background job queue with retry logic for reliable AI processing
Who Is This For?
The AI Hiring Portal is built for organizations that need enterprise-grade screening without enterprise-grade complexity.
SMEs Overwhelmed by Applicants
Small and mid-sized businesses overwhelmed by inbound applicants from Indeed, LinkedIn, and job boards but unable to justify enterprise ATS pricing.
HR Consultancies
HR consultancies looking for a "secret weapon" to deliver better shortlists to clients faster — white-labeled under their own brand.
Growing Companies
Growing companies hiring across sales, technical, operations, and administrative roles who need to scale their hiring process.
Compliance-Focused Organizations
Organizations that need to demonstrate compliant, consistent, and auditable hiring practices across their entire recruitment pipeline.
Cost-Conscious Teams
Any team that wants enterprise-grade screening power without enterprise-grade complexity or cost.
Deployment Options
The HeitechSoft AI Hiring Portal is delivered as a dedicated, branded environment for each client. It can be deployed in your own infrastructure or managed by HeitechSoft, depending on your needs. Either way, you maintain full ownership and control of your candidate data.
Self-Hosted
Deploy on your own infrastructure with full Docker support. Complete control over your environment.
Managed by HeitechSoft
We handle the infrastructure while you focus on hiring. Still your data, your brand, your rules.
Ready to Transform Your Hiring?
See the AI Hiring Portal in action with a personalized demo using your real job postings.