Enabling and using the AI Screened integration

Available for	Roles	Super Admin, Admin, Team Member, Limited Team Member Can only be enabled by Super Admins
	Permissions	• (To enable) Manage API credentials and manage integrations • (To configure) Manage pipeline stages • (To use) Manage profiles and view associated postings
	Packages	LeverTRM, LeverTRM for Enterprise

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Setting up the AI Screened integration

Follow along with a step-by-step video walkthrough for enabling the AI Screened integration.

To enable the AI Screened integration:

• Log in to your AI Screened account and navigate to the Settings tab.
• Go to the ATS Integrations section and click Connect Lever to initiate the integration setup.

• On the modal, sign in to your Lever Admin account to authenticate the integration.
• Review the list of requested permissions and click Accept to allow AI Screened to access candidate data, manage workflows, and perform automated screening.

Congratulations! The connection between AI Screened and Lever is now active.

Configuring the AI Screened integration

Now that the integration is connected, you can move forward with completing the required configuration to utilize the integration's capabilities.

Create a Screening Stage in Lever

The AI Screened integration works by automatically screening candidates that reach a particular stage in your pipeline. Ensure that your candidate pipeline in Lever includes a stage for screening like the default ‘Phone screen’ stage, or set up a new stage specifically for this purpose. The following steps will show you how to add a new custom stage called ‘Screened’.

Skip ahead if you already have a preferred screening stage available.

• To create a new stage in Lever, navigate to Settings > Pipeline and Archive Reasons.
• Select Customize Pipeline Stages.
• Click Add Stage.
• Enter the name of the stage (e.g. "Screened").
• Click Add Stage.
• Click Next to review your changes and other requirements.
• Click Save to save your pipeline changes.

You have now created a new screening stage and are ready to configure this stage in AI Screened.

For additional guidance on adding new stages to your Lever pipeline, please refer to the article, Adding pipeline stages. 

Configure the Screening Stage and Feedback User in AI Screened

• Log in to your AI Screened account.
• Navigate to the Settings tab.

• Select the stage you wish candidates to be screened on from the list of available Lever stages. AI Screened will automatically pick up the candidates as they enter this stage.

 

• Choose a Lever user to enable AI recruiter, Ryan, to post screening feedback directly on your candidate’s opportunity in Lever. Feedback includes CV evaluations and screening call insights.

  •  If you’d like Ryan to post feedback, select a user from the list below.

  • If left blank, Ryan will not post feedback to Lever, and it will only be available to view on AI Screened.

• Click Save integration settings to save your configuration.

In the next configuration, you will enable the required webhooks so that Lever can notify AI Screened of the relevant candidates stage updates in Lever. 

Activate Webhooks in Lever

• In Lever, navigate to Settings > Integrations and API > Webhooks.
• Enable the following webhooks in Lever by toggling the webhook to the on position, if it is not already enabled. 
  • Candidate Stage Change
  • Candidate Archive State Change

Setup Screening Criteria in AI Screened

Complete the following steps so that AI Screened knows what criteria you would like to measure role and company fit for each job on Lever.

• Return to your AI Screened dashboard and click Add Job.

• Select the option 'Select Lever job posting' from the dropdown.
• Click Continue.

• Select the job posting from Lever that you want AI Screened to monitor.
  • The jobs you see here are those that are published in Lever. AI Screened lists the job posting name and the posting UID (in case you have more than one job with the same name). External or internal job postings can be used with AI Screened. Jobs that are in draft, in review, or closed will not appear in this list. 

• Click Continue.
  • AI Screened will read the job details, which includes the title, location, job description (particularly the job description, any included lists, and the closing information) to come up with some possible criteria suggestions. 

Here’s the part you want to spend some time on:

After AI Screened has reviewed your job details, it will suggest scorecard criteria for assessing candidates. These criteria are used in the resume screening step to determine if a candidate is a partial or strong fit for the role based on experience.

It’s important to be absolutely clear in the necessary scorecard requirements. If a candidate does not have most of the selected criteria, they will fail resume screening and be recommended as a Strong No Hire (1).

For tips on what makes good screening criteria, see the section below:

• AI Screened suggests criteria based on the job details. Click the desired suggestions, to configure the criteria. Your selected requirements will turn blue with a checkmark when selected.

• To unselect a criteria, tap it again to deselect (the requirement turns back gray). 

• You can also add your own criteria to the list.

• Finally, if you wish to edit the job title or location, click the pencil icon. The job title is used in communication with candidates when arranging the screening phone call. 

• Click Finish to save your screening criteria.

What makes good screening criteria

The step above regarding selecting screening criteria is a vital step in tailoring this AI screening process to your role's specific hard skills and needs. This configuration is essential as it directly impacts the quality and relevance of the candidates that will be shortlisted. The criteria is never shown to candidates.

For tips on what makes good criteria, a couple examples are listed below or you can reach out to the AI Screened team who would be happy to provide guidance here regarding your scope.

Example #1 - Criteria regarding years of experience

For most cases where candidates should be in the sweet spot of meeting a minimum number of years of experience, for example '5 years', but not too far off that, add a suggestion like ‘5-7 years of experience’. The range helps AI Screened understand that candidates who are too senior won’t be a good fit for the role.

Otherwise, if you wish to interview all candidates for a role regardless of their seniority, use criteria like ‘5+ years of experience’ instead. This means a candidate who has 25 years of experience will be as suitable as one who has 5.

Example #2 - Criteria regarding role fit

If you wish to accept candidates with partial fit for the role, for example past experience as a React and Vue frontend engineer, you can use general criteria like ‘Frontend developer’.

If you specifically need candidates to have directly applicable experience for your tech stack, ensure your criteria is more specific, like ‘React.JS developer (Webpack / Frontend focused)’.

For custom tailored examples, please contact the AI Screened team.

Using the AI Screened integration

Initiate Screening for Candidates

Now that you have configured AI Screened, you can begin moving candidates into your screening stage on Lever to allow Ryan to take over, assessing resume fit and further conducting screen calls.

There are several ways to change a candidate’s stage in Lever. The following steps demonstrate one method to initiate screening for candidates in bulk from your Lever Candidates dashboard.

• In Lever, navigate to your Candidates dashboard.
• Select the candidates you wish to screen.

• Click the Change Stage action.

• Change to the screening stage (e.g. 'Screened').

• When the candidate enters the screening stage, AI Screened will automatically begin the resume screening based on the predefined criteria you set up. Within a few seconds, Ryan, your AI recruiter from AI Screened will post a note on the opportunity regarding its status.

• From this point onwards, the screening process is automated. Ryan, your AI recruiter, will post updates and a scorecard in Lever depending on how each candidate progresses through the screening process. If you wish to know how this works, continue reading about the application screening process.

Troubleshooting

The following section lists out potential messages you may receive:

• Applications Without Resume Files: The application must have a resume file on Lever. If there is no resume file, AI Screened will add the tag 'Screened Error - Missing Resume' to the Lever opportunity and include a note from Ryan suggesting to add a resume before it can start screening. AI Screened accepts all types of resume text files (.pdf, .doc, .docx, .rtf, .txt). Images are not readable at this time. If you wish to screen candidates who don’t have resumes (ie. sourced candidates), please contact the AI Screened team.
• Applications with Unreadable Resume Files: AI Screened accepts all types of resume text files (.pdf, .doc, .docx, .rtf, .txt), but if the resume file cannot be opened, AI Screened will add the tag 'Screened Error - Resume Unreadable' the Lever opportunity and include a note from Ryan suggesting to add a resume with a readable extension before it can start screening.
• Opportunity Missing a Job: If the Lever opportunity does not have a job selected then it cannot be assessed. AI Screened will add the tag 'Screened Error - Missing Job' to the Lever opportunity and include note from Ryan. To resolve this issue, add a job to the Lever opportunity first, then, revert the opportunity to a prior stage, before moving it back to the Screened stage.
• Opportunity Job Not Found on AI Screened: If the Lever opportunity is connected to a job that is not found on AI Screened, AI Screened will add the tag 'Screened Error - Missing Screened Job' to the opportunity and include a note from Ryan with instructions to setup the relevant job to AI Screened. (See the section above Setup Screening Criteria in AI Screened). After you have added the job to AI Screened, revert the Opportunity to a prior stage, before changing it back to the Screened stage.
• Duplicate Candidate: If the Opportunity has the same email address as another candidate who has already been screened for the role, AI Screened will add the tag 'Screened Error - Duplicate' to the Lever opportunity and include a note from Ryan with a link to the existing AI Screened results.
• Other Potential Issues: If anything else prevents AI Screened from working as intended, the tag 'Screened Error - Unknown' will be added to the Opportunity with a comment. 

Candidate Screening Process

The following section explains how candidates proceed through the stages of Ryan. At a high level, successful candidates who pass the screening process will move between 4 major stages:

• Resume screening: The candidate’s resume/CV will be compared against your criteria and measured as a strong fit, potential fit, or not a fit. Only candidates with strong/potential fit will continue to the next stage.
• Scheduling interview: Ryan will reach out to the candidate by email to schedule a screening phone call.
• Interview scheduled: The candidate reaches this stage when they have scheduled a time to talk with Ryan that has not yet occurred.
• Interview completed: Afterwards a recommendation will be generated and posted back to Lever. This recommendation will be either to proceed the candidate to first interview, proceed with caution, or do not proceed (meaning the candidate does not fit the role, competencies, or company culture after all, even if the resume seemed like a strong/potential fit)

About Resume Screening

When candidates are moved into the AI Screened stage in Lever, Ryan, your AI recruiter from AI Screened, automatically begins a thorough evaluation of their resumes against the job-specific criteria you've set. This process ensures that only the most qualified individuals proceed through your hiring funnel.

Ryan will download and process only the most recent resume added to Lever. Resume screening is typically completed within minutes depending on the quantity of candidates submitted at one time.

When you’re using Ryan to screen candidates, he both acts like your best recruiter documenting notes and scorecard feedback directly on lever, but he also makes it easier to track his work with tags and adding a link on the Opportunity to your candidate’s AI Screened profile.

Once resume screening is complete, a filtering tag will be added to the Lever opportunity. See supported list of tags below:

• Screened CV - Not a Fit: The candidate does not match one or more of your must haves
• Screened CV - Potential Fit: The candidate matches <75% of your criteria
• Screened CV - Strong Fit: The candidate matches 75%+ of your criteria

Finally, Ryan will post the following feedback on the Lever Opportunity:

Rating
Values are rated 1 to 4, reflecting how well the candidate’s profile aligns with your criteria:

• 1: 0-24% match
• 2: 25-49% match
• 3: 50-74% match
• 4: 75%+ match

Overall Summary
A quick snapshot of the candidate’s background and their standout qualifications.

Qualifications Matched
Percentage score of how closely the candidate’s profile aligns with your required qualifications (0-100%).

Must Haves
Your non-negotiable criteria are clearly evaluated:

• (+): Found and matches your needs.
• (?): Unclear or needs further verification.
• (-): Not evident in their profile.

Nice to Haves
Additional skills or experience that could make the candidate an even stronger fit, assessed using the same (+), (?), and (-) system.

AI Screened Profile Link
Direct access to the candidate’s detailed profile in AI Screened, streamlining your decision-making process.

Please find below an example of an assessment note summarizing a candidate with a Strong Fit:

About Enabling Screen Calling

By default, AI Screened will only review CVs and not conduct screen calls. Once you have added candidates to your job on AI Screened, login to AI Screened and select the job you would like to interview candidates for.

• Tap ‘Outreach disabled’

• Select ‘Do additional shortlisting with screen calls’ and pick how many screen calls you wish to use. Then save your changes.

About Screen Call Scheduling

After you enable additional shortlisting with screen calls, when an application successfully passes the resume screening stage, Ryan will attempt to schedule and conduct a screening phone call. This step is automated. The candidate will receive an invitation based on their availability, ensuring a seamless and efficient process.

If the candidate does not confirm an interview, they will be reminded again.

About the Screen Call Interview

During the screening interviews, Ryan engages with candidates to gather deeper insights into their qualifications, experience, and suitability for the role, all while maintaining a professional and personable tone. To preview what a screen call is like, please listen to the sample AI recruiter screen call clips here.

To organize a sample screen call, please reach out to the AI Screened team.

After the interview is complete, Ryan sends a thank you email to the candidate.

Review Screen Call Evaluations

Report Generation in AI Screened

Each completed interview is documented in AI Screened with comprehensive notes and feedback, allowing your team to make informed decisions about the next steps. Please find below an example report.

AI Screened Feedback Added to Lever

After a screen call, AI Screened will update the tags and add a note to the Lever Opportunity depending on the results. A scorecard will also be posted. 

AI Screened will add a secret form to the candidate Opportunity with additional information that can only be viewed by Lever users with Sensitive Information Privileges (SIP).

AI Screened will update tags on the Lever Opportunity

After an interview, AI Screened will update the tag on the Lever Opportunity from 'Screened - In Progress' to 'Screened - Complete'. Additionally another tag will be added depending on the results of the screen call: 

• Screened - Do Not Proceed: Candidate is clearly was not a fit for the role or organization culture.
• Screened - Proceed With Caution: Candidate is a fit, but there are some concerns. 
• Screened - Proceed: Candidate is a fit based on the role and organization culture.

AI Screened adds these tags to help recruitment teams build automations in Lever based on any combination of tags. For example, you can set up Lever to further filter results, send automatic rejections, and archive Opportunities where the resume review tag from AI Screened was 'Screened - Potential Fit' and the screen call results advised to either 'Do Not Proceed' or 'Proceed With Caution'.

For guidance on setting up automation workflows in Lever please refer to the article, Creating and managing automation workflows. 

Ryan, your AI recruiter will add a new note to the Lever Opportunity

The screen call results are summarized as a note along with a scorecard and a list of practical information collected including the notice period, work authorization, and salary expectations. 

The feedback results depend on how the candidate did on the screening interview:

• Recommended to Proceed: Feedback submitted as a Strong Hire (4), as the candidate is perceived to be a good fit for the role and company culture.
• Recommended to Proceed with Caution: Feedback submitted as a Hire (3), as there were some areas to investigate further on subsequent interviews.
• Recommended to Not Proceed: Feedback submitted as a No Hire (2) as the candidate’s resume seemed like a fit initially, but the interview did not reach the same expectations regarding role and culture fit for your organization.

Deciding on Candidates that Completed Screening

After a candidate completes a screen call, it is your time to make a decision. You can either:

• Proceed with the candidate, meaning you intend to interview the candidate further
• Reject the candidate, meaning you do not intend to interview the candidate further

To make a decision, go to the candidate’s profile on AI Screened. You may also access the AI Screened candidate profile directly from the link provided on any of Ryan’s recent messages on the Lever Opportunity.

Follow the steps below to access the candidate’s profile from AI Screened:

• Login to the AI Screened dashboard and click the Job that has candidates ready for review.

• Click the candidate that is pending your decision.

• Click Proceed or Reject to save your decision.

Proceeding a Candidate

If you proceed with a candidate, Ryan can send a brief email message within an hour to the candidate informing them that your team will be in touch soon regarding the next interview. By default this notification is turned off when Lever is connected.

Rejecting a Candidate

Ryan can send a rejection email in 48 hours to the candidate. In this message, AI Screened offers personalized advice about their resume or tips on their job hunt. This helps to deliver a superior post-interview candidate experience without any additional effort on your behalf. By default this notification is turned off when Lever is connected.

While AI Screened has the capability to notify candidates when you proceed / reject them, by default these notifications are turned off when Lever is connected.

If you wish to use these notifications or for additional information about the candidate experience or other inquiries regarding utilizing AI Screened or customizing this experience for your organization, please contact the AI Screened team.

Pending Decision

If you do not submit a decision within 5 days, a brief follow up will be sent to the candidate to keep them warm.

Revise Screening Criteria

After you have set up a job and screened candidates, you may change the screening criteria by completing the following steps:

• First, log in to your AI Screened dashboard and select the job you wish to change.
  • Alternatively you can directly access the candidate profile from the latest message from Ryan on the candidate opportunity in Lever. 

• Click Close Job to close the job from further screening. Afterwards, follow the steps in the instructions above for how to setup your screening criteria.

It’s important to note what happens to candidates that are still in the interview process if you close a job on AI Screened:

• Candidates who have not yet scheduled an interview with Ryan: No notification will be sent but the candidate will no longer be able to schedule an interview.
• Candidates who have scheduled a screen call: The candidate will receive an updated calendar invitation regarding the cancellation due to the role no longer being available.

Closing a Linked Job on Lever

If you close a job on Lever that is linked to AI Screened, the job will automatically close on AI Screened. 

Re-opening a Linked Job on Lever

Re-opening a linked job allows new candidates who enter the AI Screened stage on Lever to continue being screened by Ryan. Previous rejections associated with the linked job will not be undone.

Disabling the AI Screened integration

In AI Screened

1. Log in to the AI Screened dashboard and click Settings.
2. Scroll down and click Disconnect Lever to remove the integration.

In Lever

1. In Lever navigate to Settings > Integrations and API.
2. Under the Authorized Apps tab, locate the AI Screened app.
3. Click Revoke access to disable the integration.
4. Click the Webhooks tab.
5. Delete the Candidate Stage Change and Candidate Archive State Change webhooks configured by the AI Screened integration if it still listed.
6. Delete the ‘Screened’ feedback form listed under Settings > Feedback.