The same information for the whole team
A summary of every conversation goes into the candidate's file. That way every colleague can see what was agreed, even when the candidate's own recruiter is away.
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AI WhatsApp summaries
AI summarises every WhatsApp conversation between a recruiter and a candidate, so the whole team sees what was agreed.
What it is
Derec is a Dutch staffing agency. Its recruiters find work for candidates and keep in touch with them on WhatsApp, on their own phones. I built a solution in which AI automatically writes a short summary of every conversation. That summary goes into the candidate's file, in the recruitment system the whole company works in.
AAidenWhatsApp
Are you available from week 32?Yes, mornings work best for me.I'll send you two schools this week.
Aiden's fileIn the recruitment systemAvailable to the whole team
WhatsApp conversationFinished
Available from week 32Available from week 32, mornings preferred. Asked about travel distance to Alphen. Two schools to follow this week.
What it improves
Nothing to type up by hand
AI writes the summary and saves it itself. After a conversation a recruiter has nothing left to do. AI records every conversation in the same way.
Recruiters work the way they are used to
Recruiters keep the same phone, the same app and the same number. Nobody has to learn a new tool.
The problem
BEFORE
Every agreement was on one phone
A recruiter and a candidate agree on a lot in a chat: when the candidate can start, which work suits them and what still has to be sent. That information was only in the recruiter's own WhatsApp. It only reached the recruitment system if the recruiter typed it all up afterwards. If a colleague took over the candidate, that colleague did not know what had been agreed.
THE USUAL SOLUTION
Why not a shared inbox
The usual solution is a shared inbox. That is one program in which the whole team uses WhatsApp together. Recruiters then have to move from their familiar app to a different program. Chances are they will not use such an inbox in practice. So I wanted a solution that does not require recruiters to work differently.
The solution
THE NUMBER
Connect the phone number
Derec's system is connected to the number the recruiter already has. Everything stays on the phone. The app works the way the recruiter is used to.
+31 6 •• •• •• 04The recruiter's number
Derec's systemConnected
THE MESSAGES
Every message comes in
From that moment on, the system gets a copy of every message the recruiter sends or receives.
Are you available from week 32?Yes, mornings work best for me.I'll send you two schools this week.
THE SUMMARY
AI writes the summary
AI writes a short summary of what was discussed and agreed. The AI also says whether the conversation is finished. If a chat covers more than one subject, the AI makes a separate note for each subject.
Chat with AidenAvailable from week 32FinishedTwo schools this weekStill open
THE NOTE
In the candidate's file
The summary is saved as a note in the candidate's file in Carerix, the recruitment system the whole company works in. The subject shows straight away what the conversation was about.
WhatsApp conversationFinished
Available from week 32Available from week 32, mornings preferred. Asked about travel distance to Alphen. Two schools to follow this week.
PRIVACY
Conversations are read, not shared
AI reads a conversation only to write a summary of it. The AI does not share the conversation itself. Only that summary goes into the recruitment system. A recruiter can always delete a note themselves. The system does not store conversations between two colleagues. That way colleagues can simply keep chatting with each other.
WhatsApp on the phoneAAidenYes, mornings work best for me.SummarisedSSanne, colleagueLunch at half past twelve?Not stored
To Aiden's fileWhatsApp conversationFinished
Available from week 32Available from week 32, mornings preferred. Asked about travel distance to Alphen. Two schools to follow this week.
How it works
From a chat to a note in the candidate's file: along the way, a message passes through five places.
Recruiter's phone → WhatsApp · A message, in either direction
The recruiter chats as always
A recruiter and a candidate message each other the way they are used to. This is the only step a person takes. Everything after it is automatic.
WhatsApp → Derec's system · A copy of the message
Passed on straight away
When the recruiter sends or receives a message, WhatsApp sends a copy to Derec's system straight away. The system recognises the candidate by the phone number. It then adds the message to the right conversation.
Derec's system → AI · The conversation so far
AFTER 10 MINUTES OF SILENCE
A first summary
The AI gets everything discussed so far and writes a summary of it.
AI → Recruitment system · The summary
Available in the file straight away
The summary is saved as a note in the candidate's file. That way colleagues can already read along while the conversation is still going on. If new messages come in, the system updates the same note.
Derec's system · Two hours of silence
Then the system waits
The system waits until the chat has been quiet for two hours. That way the AI does not run more often than needed. Then a more capable AI model sorts the conversation more precisely.
Derec's system → AI · The whole conversation
What was the chat about?
The whole chat goes to the AI again, now with a different question: which conversations does it contain, and is each of them finished?A chat about a start date and about a contract consists of two conversations. Each conversation gets its own subject and the status finished or still open.
AI → Recruitment system · A note per conversation
The file is up to date
The system saves every conversation as a note in the candidate's file, with the right subject. If a conversation is still waiting for a reply, the system updates the note as soon as that reply comes.The recruiter did not have to do anything for this.
What it runs on
- Meta Cloud API with webhooksPasses on every message as soon as it is sent or received.
- Job queue with delayed jobsWaits until a chat has gone quiet before anything happens.
- LLM with fixed instructions (prompt)Writes every summary in a structured way, in the same form each time.
- Carerix API integrationSaves every note in the candidate's file.
The payoff
What was agreed with a candidateBeforeStayed on one recruiter's phoneNowIs in the candidate's file, available to every colleague
A colleague taking overBeforeHad to ask what had been agreedNowReads the notes
When the last contact wasBeforeYou had to ask colleaguesNowIs visible straight away from the dates on the notes