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, Mandarin, and French, automatically detecting the applicant’s language during the call.

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 AI Phone 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 Processes.
Select the name of the hiring process where you want to add the VoiceAI stage.
Select ⊕ Add new stage, then select VoiceAI stage.
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 and optimize them for you:

Select ✨ Add questions with AI, then choose a a position template. The AI will automatically generate a question set based on the position.
Review the suggested questions and expected responses. From here you can:
- Edit or fine-tune any question.
- Improve questions with AI for clarity and compliance. If you are unsure about compliance, the AI will check and adjust the question for you.
- Discard or retry if you want a different set.
Select ✓ OK to apply the questions to your stage.

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. Questions: 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, no matching score will be applied to that question.
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.
Select ⊕ Add Question to include additional screening questions, 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 when it's time for 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 reminder (Default: OFF)
Send a reminder if the applicant hasn’t finished the phone 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 screening questions, move them to the next step (Default: OFF)
Automatically move the applicant to the next stage after they complete all phone call questions.

Step 4: Set Up Interview Call Reminders (Optional)

Now that you've set up the VoiceAI stage, it’s time to 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.
Toggle on the phone call reminder automation (this is turned off by default).
- Reminder settings
  - By default, the reminder is sent 1 day before the scheduled interview.
  - You can customize this by selecting when the reminder should be sent, in days or hours. You can set up to two reminders.
- 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 own AI Assistant’s name and avatar to match your brand or preferences.

Go to Admin View, then ✨ AI Settings.
General Settings
1. Assistant name: Give your AI assistant a name. This name will be shown to users during interactions.
2. Avatar photo: Upload an image to make your assistant feel more personalized and trustworthy.
  Applicable if you're using Workstream Chat; this image represents your AI assistant.
3. Description (optional): Provides additional context about the AI assistant, especially useful in chat interactions.
Voice Settings
1. Preferred brand name: Specify the company name the AI should use during interactions. If you have multiple brands, choose one or use the overarching company name.
2. Voice: Choose from available AI voices. You can listen to each voice to select the one that best fits your brand's tone.
3. Primary AI language: Choose the main language the AI will use to make and receive calls.
4. Additional supported languages (optional): Allow the AI to automatically switch languages during calls, based on how the applicant responds. Supported languages include Spanish, Chinese, and Canadian French (more may be added over time).
Responses
Customize what the assistant says at key points in the interaction:
1. Greeting: Set how the AI initiates calls. You can create multiple variations to add a personal touch.
2. Good bye: Customize how the AI ends conversations. Multiple variations can enhance the user experience.
3. Always End with a Question: Enable this to have the AI ask, "Do you have any more questions?" at the end of each conversation, allowing applicants to provide additional information or inquiries.
4. Show Matching Score: Toggle this to display a score comparing candidate answers to expected responses. Disabling this will remove pass/fail indicators from both current and past phone call results.
Select Save.

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.
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 Voice AI phone screening, you can review their responses, the detailed transcript, and 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 calculated as the ratio of matched answers to unmatched answers, 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.
Select View call results to open the screening summary.
Review the Screening Summary.
This displays the:
- Completion time of the AI phone call
- Overall matching score
- List of all screening questions
- Download button (cloud icon) so you can download the screening results in a PDF
1. Review the questions in detail. If the system detects uncertainty (e.g., unclear transcript or missing answer), you'll see:
  - A ⚠️ warning icon
  - A note such as Low confidence or Insufficient evidence
  - A link to Show conversation details

View AI feedback notes in the applicant profile

After an applicant completes the AI phone screening stage, the system automatically adds notes to the Feedback tab in their profile. These notes provide a quick summary of the applicant’s responses and actions during the AI call.

Open the applicant's profile, then go to the Feedback tab.
Review the Chatbot note. Each entry includes:
- Date of the AI call
- Summary of the applicant’s responses
- Chatbot label to indicate the feedback was generated by the AI, not a human team member

Explore the hiring stage types

Set up the Application Form stage

Set up the Scheduling stage

Set up the Form stage

Set up the Background Check stage

Set up the VoiceAI stage