The VoiceAI stage helps you automatically screen candidates through AI-powered phone interviews. The system asks your screening questions, records applicant responses, and sends reminders, saving you time and reducing no-shows.

VoiceAI is available 24/7 and supports English, Spanish, Canada French, and Chinese. Choose a primary language, and the AI can switch to your additional languages if the applicant speaks one of them.

It saves time, reduces no-shows, and allows you to move candidates forward even outside business hours.

📌 The VoiceAI phone call is an add-on feature. If it’s not included in your current plan, contact Workstream Support or your Workstream Point of Contact.

Setting up the VoiceAI stage of the hiring process.

Step 1: Add the VoiceAI stage

Add this stage to your hiring process so you can start phone screening with AI.

In Admin View, go to Hiring › Hiring Processes.
Select the name of the hiring process where you want to add the VoiceAI stage.
Select ⊕ Add new stage, then select VoiceAI.
Give this stage a name.
Drag the stage to where you want it in your hiring flow, then select Add.

Step 2: Add Screening Questions

💡What kind of questions should you ask?

Repeat questions from the application. You can reconfirm details already submitted to double-check accuracy.
New questions specific to the role. If the application form didn’t cover it, ask here.
Open-ended questions. Use this stage to ask things that are harder to answer on a phone application.

You have two options to add questions:

Option 1: Use the AI Question Builder

Instead of writing each question manually, you can let AI generate them for you:

Select ✨ Add questions with AI, then choose a position template. The AI will automatically generate a question set based on the position.
Review the suggested questions and expected responses. Select Retry to generate a different set, or Discard to start over.
Select ✓ OK to apply the questions to your stage.
Tip: After the questions are added, you can edit them, or select Optimize on a question to improve it with AI.

Option 2: Add questions manually

Select Add questions manually.
Use the Locations menu to limit this stage to specific locations.
- If no locations are selected, the stage will apply to all locations.
- If only some locations are selected, candidates outside those locations will skip this step in the hiring process.
Set up your question and expected response:
1. Question: Enter your question.
  Your screening questions don’t have to be limited to Yes or No answers. You can ask about experience, availability, or anything else that requires a more detailed response.
  
  For example, "How many years of experience do you have in food service?" The AI will analyze the applicant’s answer and compare it to your expected response, such as "2+ years," to help determine if they’re a good match.
2. Expected response: Enter the ideal or preferred answer you want from applicants. The AI will use this as a benchmark when reviewing each applicant’s response during the phone screening. If left blank, that question isn't included in the matching score.
3. Add to selected locations only: Use the Locations menu to apply this specific question to select locations only.
Select Save to add the question to your stage, or Cancel to discard it.
To add more questions, select Add another question with AI or Add manually, then repeat the process from step 3.
Once you’ve added your questions, drag and drop them to arrange them in the order you want.

Step 3: Turn On Automation (Optional)

Automations help you save time by letting the system handle repetitive tasks, like sending reminders or advancing applicants based on what they do (or don’t do) in the VoiceAI stage.

Here are the three automation options available in the Automation tab:

When an applicant enters this stage, send them a message (Default: OFF)
When you turn on this feature, applicants will automatically get a message inviting them to their AI phone call. This message tells them what to expect and how to make the call happen. It's a quick way to keep them on track without having to remind them yourself.
When the applicant has been in this stage too long without completing the screening questions, send them a phone call reminder (Default: OFF)
Send a phone call reminder if the applicant hasn’t finished the call after a specified amount of time. You can set up to two reminders, choosing whether to send them after a set number of days or hours.
When the applicant completes the call, move them to next step (Default: OFF)
Applicants will automatically advance to the next stage after they complete the call.

Step 4: Set Up Interview Call Reminders (Optional)

Now that you've set up the VoiceAI stage, you can configure a phone call reminder for the scheduling stage. This will trigger an AI phone call to applicants in the interview stage once their interview is scheduled.

💡 The interview reminder call will leave a voicemail if the candidate doesn’t pick up. To ensure the AI call connects properly, the applicant must use the same phone number they submitted with their application.

This helps the system accurately match the call to their profile and trigger the right follow-up actions.

Go to the scheduling stage of your hiring process.
Select the Automation tab, then scroll to the When the meeting time is approaching... section.
Turn on send them a phone call reminder (this is turned off by default).
🖼️ Image coming soon: Turning on the phone call reminder
- Reminder settings
  - By default, the reminder is sent 1 day before the scheduled interview.
  - You can change when the reminder is sent, in days or hours. You can set one phone call reminder.
- Location settings
  - Choose which locations this phone call reminder applies to.
  - If no locations are selected, the reminder will apply to all locations using this hiring process.
Select Save at the upper-right corner to apply the changes.

Step 5: Customize AI settings for your company

You can customize your AI assistant's name, voice, languages, and what it says during calls.

Go to Admin View, then ✨ AI Settings.
On the Voice AI tab, set up the following:
🖼️ Image coming soon: AI Settings, Voice AI tab
- AI Assistant name: Give your AI assistant a name.
- Preferred brand name: Enter the company name the AI should use during calls. If you have multiple brands, choose one or use your overarching company name.
- Voice: Choose a voice for your AI assistant. You can listen to each one before choosing.
- Primary AI language: Choose the main language the AI uses to make and receive calls.
- Additional supported languages (optional): Choose other languages the AI can switch to if the applicant speaks one of them during the call. Available languages are English, Spanish, Canada French, and Chinese.
- Responses: Customize what the AI says:
  - When the conversation starts...
  - When expressing gratitude...
  - When the conversation ends...
- Turn on Always end the conversation by asking "do you have any more questions?" to give applicants a chance to share more before the call ends.
- Turn on Show a matching score, comparing candidate answer to designated expected response to show how closely applicants' answers match your expected responses.
If you use Workstream Chat, go to the Chat bot tab to set the assistant's Assistant name, Avatar photo, and Description (optional).
🖼️ Image coming soon: AI Settings, Chat bot tab
Select Save at the top of the page.

Step 6: Get notified when applicants finish the VoiceAI stage

To get notified when an applicant completes the VoiceAI stage, make sure your notification setting is turned on.

Select your profile icon in the top-right corner, then Account settings.
🖼️ Image coming soon: Profile menu, Account settings
Go to Notification settings.
Under the Hiring tab, scroll to the bottom of the page.
Turn on SMS or email notifications for When an applicant completes the AI phone stage. Your changes will be saved automatically, and you'll start receiving notifications whenever an applicant finishes the call.

Step 7: Review VoiceAI phone call results

After an applicant completes the VoiceAI phone screening, you can review their responses, replay the full phone call recording, and view their matching score directly from the Applicants page.

💡 Understanding the matching score

When you set expected responses for your screening questions, Workstream automatically calculates a matching score for each applicant. This score indicates how closely their answers align with what you're looking for and is based only on the questions that have expected responses.

Scoring Method: Each question is scored as either Matched or Unmatched.
Calculating the Score: The matching score is the share of matched answers out of all questions with expected responses, with a maximum score of 100.
- Let's say you have 4 questions with expected responses and the applicant matches 3 of them, their matching score will be 75% (3 matched out of 4).
Pass/Fail: For each question, you’ll also see whether the applicant passed or failed based on the expected response you’ve set.

In Team View, go to the Applicants page.
Go to the Interview tab, then find the applicant you want to review.
Under View call results, the score is available for instant viewing.
Review the Screening Summary.
This displays the:
- Audio playback controls – Replay the full VoiceAI phone call to hear fluency, confidence, or tone.
- Completion time – See when the AI phone call was completed.
- Overall matching score – Check the applicant’s fit based on the AI assessment.
- Screening questions and responses – View all questions the applicant answered.
- Download button (cloud icon) – Save the screening results as a PDF.
1. Review the questions in detail. If the system detects uncertainty (e.g., unclear transcript or missing answer), you'll see:
  - A Low confidence label
  - A link to Show conversation details

Set up and use VoiceAI