Welcome to episode five of Pinpoint's How-To Series, where we discuss how to save hours a week on recruiter tasks across your entire hiring workflow using AI Hiring Copilot
Recruiters spend hours a week on scheduling, chasing feedback, and digging for information that should be at their fingertips. Those tasks are part of the job. But they're not where recruiters make the biggest impact.
In episode five of the Pinpoint How-To Series, I walk through two practical scenarios using AI Hiring Copilot (Pinpoint's agentic AI assistant): managing roles you're already working on, and setting up a new role from scratch. The aim is to show how Copilot takes the admin off your plate so you can spend more time on candidates and decision-making.
To help you put it into practice, we've created a prompt guide you can start using right away. The Pinpoint Hiring Copilot Prompt Guide covers every use case below and more, organized by task type.
Whether you have one active role or fifty, there's a constant stream of admin running alongside the actual recruiting: emails to write, interviews to prep for, decisions to action. Here's how Copilot handles that.
Interview invites, status updates, rejections. Most recruiters write the same handful on repeat, and each one takes a few minutes. Across a week of active roles, that adds up.
Why this matters: Delays in candidate communications lead to drop-off, slower time to hire, and a bad candidate. Copilot drafts them in seconds, personalized to the candidate and role. You review and approve before anything goes out. It won't send anything without your say-so.
You can be fairly vague with your prompt and Copilot will still find the right candidate and role. It looks up the application, checks the stage, pulls your details, and drafts the email. You just approve.
Try it yourself
"Reject [candidate name] from the [role] and draft a polite rejection email."
Before a candidate call, most recruiters are pulling things together across multiple tabs: resume here, notes there, trying to remember where things are up to.
Why this matters: Walking in underprepared means generic questions, missed signals, and a weaker candidate experience. Copilot pulls it all together: resume, application answers, notes, and interview questions tailored to the role and the specific candidate. What used to take 10 to 30 minutes becomes a five-minute job you can do right before the call.
Try it yourself
"Give me a pre-interview briefing on [candidate name] for the [role], and suggest five questions to ask."
Once you've made a decision on a candidate, the admin that follows usually means four separate steps: moving them on, drafting a follow-up, adding a task, leaving a note for the hiring manager. Each one is quick. Together they're 15 minutes every time you make a move.
Why this matters: Post-decision admin is one of the biggest hidden time drains in recruiting, and it multiplies across every hire. One Copilot prompt handles all of it, with your approval at each step. It finds the candidate, works out the next stage from your hiring workflow, drafts the email, creates the task, and adds the comment, then asks you to confirm before doing any of it.
Try it yourself
"Move [candidate name] to the next stage, draft a follow-up email, add a task to chase references by Friday, and leave an internal comment."
When a hiring manager asks for a pipeline update, most recruiters have to go away, pull the data, format it, and come back with it later. That means knowing which filters to use, which numbers matter, and how to package it for whoever's asking.
Why this matters: Not being able to answer in the room slows decisions and makes it harder to keep hiring managers engaged. Ask Copilot in plain language and it builds the Insights Hub dashboard from your live data.
One important note: Copilot isn't generating or summarizing the data itself: that's where AI can go wrong. It creates the dashboard structure using the filters and attributes it knows about, and the report runs normally using your actual data. No hallucinated numbers.
Try it yourself
"Show me time to hire, top application sources, where candidates are in the pipeline, and how long they've been in each stage for [role]."
New headcount comes in. Before you've posted anything, there's work to do: writing the JD, checking your existing database, setting up how you'll evaluate candidates. Here's how Copilot helps from day one.
Most job descriptions are a version of the one from last time you hired for the role. The hiring manager sees it and has 10 corrections.
Why this matters: A JD that doesn't reflect what the hiring manager asked for leads to the wrong candidates applying, more time screening, and frustration on both sides. When the intake note is filled in first, Copilot reads it, understands your company structure (departments, locations, custom groups), and creates a draft job grounded in the conversation you had at the start. You get from intake note to live job faster, with a description that actually reflects what was asked for.
If your team isn't using Hiring Intake Notes yet, this is a good reason to start. The better the brief, the better everything downstream. Learn how to add them here.
Try it yourself
Ask Copilot what intake notes you have, then: "Draft a job from the [role] intake note."
Before a role goes live, most recruiters go straight to posting and sourcing. But the right person might already be in your database: a candidate who nearly made it six months ago, someone who applied for something similar last year.
Why this matters: Sourcing takes time and budget. A strong candidate already in your talent pool means a faster hire and money you didn't have to spend. Copilot searches your entire database in plain language, without Boolean search or filter configuration. Once it finds people, you can dig into their details, narrow by location or skills, and action them, all without leaving the Copilot.
Try it yourself
"Search our candidate database for people who'd be a good fit for a [role]."
When a role attracts a lot of applications, reading every resume takes hours before you've made a single decision.
Why this matters: High volume creates a bottleneck at screening. The strongest candidates slip through or get to you too late. Copilot reads every application against the job brief, tells you who to look at first and why, and always explains its reasoning. So you can trust it and dig deeper where you want to. You're starting from a shortlist, not 50 open tabs.
Try it yourself
"Review the applicants for the [role] against the job brief and tell me who to prioritize, with a reason for each."
Scorecards are one of those things everyone knows they should use but are onerous to set up. You open the form, it's a blank slate and it's not always clear where to start.
Why this matters: When every interviewer is evaluating differently, you don't get a decision at the end, you get a debate. Copilot generates a scorecard from the job description: sections, questions, rating criteria. A complete template anchored in the actual role requirements. You can edit it or use it outright, but either way the whole panel walks in aligned on what good looks like.
Try it yourself
"Create a scorecard for the [role] based on the job description."
We've put together two prompt guides: one for TA teams, one for hiring managers. Each covers the most useful prompts organized by task type, ready to use right now.
Download the TA teams guide · Download the hiring manager guide
Bill Rogers is Co-Founder and Chief Innovation Officer at Pinpoint. He's been building the product since 2017, first as CTO and now leading innovation, and brings a strong mix of technical expertise, product thinking, and a knack for solving tricky problems.
