AI Recruiting Agent Built on 45k+ Candidate Records

About People Link

People Link is a recruiting and executive search firm working with large volumes of candidate and talent data. Their team relies on structured candidate records, background information, and up-to-date LinkedIn data to match candidates with client needs quickly and accurately.

The challenge

People Link managed a large and growing candidate database in their custom recruiting system (Invenias). It contained 45k+ of records. Searching this data manually for relevant candidates or answering internal questions required time, context switching, and deep system knowledge.

The solution

We built a custom AI recruiting chatbot designed to work directly with People Link’s internal candidate data.

The foundation of the system is a structured knowledge base built from Invenias. Approximately 45,000 candidate records were cleaned, structured, and indexed to enable fast and accurate retrieval. The chatbot does not guess or generalize, but searches and retrieves relevant records before generating responses.

A retrieval-augmented generation (RAG) layer ensures that every answer is grounded in People Link’s CRM data. The chatbot understands recruiter-style questions and returns clear, structured answers based on actual records.

To keep candidate information fresh, the chatbot was integrated with LinkedIn. This allows the system to pull and analyze recent LinkedIn profile updates when needed, ensuring recruiters always work with the latest available information.

AI agent capabilities:

• Conversational search across 45,000+ candidate records

• Answers recruiter questions using structured CRM data

• Retrieves and summarizes candidate information

• Enriches responses with up-to-date LinkedIn data

Implementation process

Stage 1 – Knowledge base preparation
Candidate records from Invenias were cleaned, structured, and indexed. A scalable search and retrieval layer was created to support conversational queries.

Stage 2 – Chatbot development and integration
Core chatbot logic was implemented, including query understanding, data retrieval, and response generation. The chatbot was trained to follow People Link’s preferred format and style.

Stage 3 – LinkedIn integration
The chatbot was connected to LinkedIn APIs to retrieve and analyze candidate profile updates, adding real-time context to responses.

Stage 4 – Ongoing support
Hosting, knowledge base updates, and response quality monitoring were set up to ensure long-term reliability.

Tools & infrastructure used

• Invenias CRM (primary candidate database)

• Invenias API for data access

• RAG-based AI chatbot architecture

• LinkedIn API for candidate data enrichment

• Custom data processing, indexing, and hosting infrastructure

The results

• Instant access to insights across 45,000+ candidate records

• 5 hours per week saved for recruiters during candidate search and evaluation

• More consistent candidate evaluations across the team

• Scalable foundation for future recruiting automations