How to Configure, Run, and Review AI Screening in NinjaHire

NinjaHire's AI Screening allows you to automatically screen candidates through phone or video-based AI interviews. You can configure the interview questions, provide job-specific information through the Knowledge Base, configure phone screening settings, and use AI Outreach to engage candidates.

Once a candidate completes the screening, NinjaHire provides structured insights such as AI Analysis, Assessment Rubric, Sentiment Analysis, Interview Q&A, scores, recordings, transcripts, activity, and comments to help you evaluate the candidate.

The AI Screening workflow is divided into three stages:

Before candidates can be screened, configure the interview questions, job-specific information, outreach sequence, and screening settings.

The Interview Questions configured here will be used during both phone-based and video-based AI Screening.

The AI Agent will ask the configured Interview Questions during the screening, ensuring candidates are evaluated against the same set of questions.

Next, provide the AI with additional information related to the job.

For example, you can add information about:

The AI can use this information when responding to candidate questions during the screening conversation.

Once your interview questions and Knowledge Base are configured:

The selected sequence determines how candidates will be contacted and how the configured outreach steps will be executed.

If you want candidates to be screened through phone calls, navigate to Outreach → Setup.

Here, you can configure the settings that control how AI phone screening is conducted.

If you want to use phone-based AI Screening, keep Calling Enabled enabled.

If you only want candidates to complete a Video AI Screening, disable Calling Enabled.

Disabling this option prevents outbound phone screening calls for candidates enrolled in the job.

Set the Start Time and End Time for the phone call window.

This determines the time period during which the AI Agent can place screening calls to candidates.

Configure the settings that determine when the AI Agent should contact candidates.

Phone Call Schedule

Select the amount of time after a candidate applies before the AI Agent should initiate the screening call.

Schedule Days

Select the days on which the AI Agent is allowed to make screening calls.

You can control how the AI Agent handles repeated call attempts.

Configure:

Total Calls per Candidate
Defines the maximum number of call attempts that can be made to a candidate.

Number of Calls per Day
Defines the maximum number of call attempts that can be made to a candidate in a single day.

Call Interval
Defines the time gap between consecutive call attempts.

If a candidate does not answer the screening call, you can configure the voicemail that should be left for them.

Enable AI-Generated Voicemail to allow NinjaHire to automatically generate the voicemail.

Alternatively, disable the AI-generated voicemail option and provide a custom voicemail template.

You can customize the initial message the AI Agent uses when starting a screening call.

NinjaHire provides default messages for:

You can edit these messages according to your requirements or use AI to generate a new message for both the Outbound and Inbound calls

Finally, configure Upcoming Calls to determine which candidates should receive calls based on their application and job status.

Once these settings are configured, NinjaHire will use them when determining when and how candidates should receive phone-based AI Screening calls.

Once the configuration is complete, candidates can move through the AI Screening workflow based on the selected outreach sequence and screening settings.

If you are screening sourced candidates:

Select the candidates you want to screen and add them to Outreach.

These candidates will then enter the outreach workflow configured for the job.

Once added to Outreach, NinjaHire will follow the selected sequence and the screening settings configured for the job.

Navigate to the AI Outreach tab.

Here, you can view the candidates who have been added to Outreach and are progressing through the AI Screening workflow.

Click on a candidate to open their Candidate Details page.

If phone screening is enabled and you want to screen a candidate immediately, open the candidate's profile.

Click Call Now at the top of the Candidate Details page.

NinjaHire will initiate the AI Screening call with the candidate based on the configured screening settings.

Note: Using Call Now allows you to initiate the phone screening immediately rather than waiting for the scheduled call workflow.

If video screening is part of the workflow, the candidate will receive an email according to the steps configured in the selected sequence.

The email will contain the AI Screening link.

The candidate can open the link and complete the AI Video Screening.

During both phone and video AI Screening, the AI Agent uses the Interview Questions configured for the job.

The AI Agent will ask the configured Interview Questions during the screening and evaluate the candidate's responses.

The AI can also use the information provided in the Knowledge Base to answer candidate questions during the conversation.

Candidates can click Transcript at the top-right corner of the screening screen to view the live transcription and follow the questions being asked during the screening.

Once a candidate completes the AI Screening, you can review the results and insights generated from the screening.

Select a candidate to review their complete screening results.

The AI Analysis provides a structured overview of the candidate's screening performance.

Review the available insights to understand how the candidate performed during the screening.

The Assessment Rubric provides structured insights into different aspects of the candidate's performance.

Depending on the screening configuration, this can include areas such as:

Use these insights to better understand the candidate's strengths and areas that may require further evaluation.

Review the Sentiment Analysis generated from the screening conversation.

This provides an additional AI-generated signal that can support your overall candidate evaluation.

Note: AI-generated analysis and sentiment should be used as supporting information during candidate evaluation and not as the sole basis for a hiring decision.

Review the Interview Questions and Answers from the screening.

You can see:

This allows you to evaluate the candidate's responses question by question.

You can review the recording of the completed AI Screening based on the screening method used by the candidate.

For example:

The recording allows you to revisit the candidate's actual screening conversation when needed.

Review the complete transcription of the AI Screening conversation.

The transcript provides a written record of the questions asked and the candidate's responses, making it easier to review the conversation without replaying the entire recording.

You can also review the candidate's Activity to understand their journey through the outreach and screening workflow.

This provides visibility into the actions and events that occurred after the candidate was added to Outreach.

Review the associated Comments as well to see any additional notes or context added by your recruiting team.

After reviewing the AI Screening results, use the available insights to determine whether the candidate should move forward in your hiring process.

You can consider:

These insights give recruiters structured evidence to support their evaluation and decide whether to move the candidate to the next stage of the hiring process.

NinjaHire handles the repetitive first-level screening work, while recruiters remain in control of the final hiring decision.

Configure → Source → Engage → Screen → Analyze → Decide

This keeps the entire screening workflow connected—from candidate sourcing and outreach to AI screening and recruiter review. The overall flow is consistent with NinjaHire's intended Source → Match → Engage → Screen → Analyze → Recruiter Decision model.