Pre‑screening Interview Process

The pre‑screening interview is conducted asynchronously through a conversational interface designed to allow the candidate to carry out the conversation either in written mode or in voice mode, depending on their preferences.

NB: Interviews can be carried out even if they are associated with a vacancy that has been unpublished.

Once the invitation* has been received, the candidate can access the interview in two ways:

• from their personal candidate area where, after logging in, they will find a dedicated widget that guides them through the conversation and into a new dedicated section;
• through the direct link received in the pre‑screening invitation email, which allows immediate access to the interview without requiring a login, while still ensuring secure candidate identification via token.

* NB: the invitation link is valid for 7 days. After this period, the candidate will need to be invited again.

When opening the page dedicated to the interview, the candidate receives a short informational introduction that guides them in preparing. Specifically, it indicates:

• the estimated duration of the interview;
• the number of questions expected;
• the possibility to select the language in which they wish to conduct the conversation among the following: Afrikaans, Azerbaijani, Bosnian, Bulgarian, Chinese (Mandarin/Cantonese), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hindi, Hungarian, Icelandic, Indonesian, Italian, Japanese, Kazakh, Korean, Latvian, Lithuanian, Macedonian, Malay, Marathi, Nepali, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Slovenian, Spanish, Swahili, Swedish, Tagalog/Filipino, Tamil, Thai, Turkish, Ukrainian, and Vietnamese.
• a preliminary test to verify that the microphone and audio are working correctly.

N.B. To achieve the best audio quality during the interview, the candidate should use headphones with an integrated microphone or an external microphone. These options help reduce background noise and ensure that their responses are recorded clearly. If neither option is available, we recommend switching to keyboard input for a smoother experience.

By proceeding with the interview through Start conversation, the candidate will see the following elements:

• the Introductory Chat Message (text customizable by the company during interview configuration or from System Settings > Inda Conversa > PreScreen Conversation Settings);
  

• the Information Box, which provides essential guidance on how the voice conversation works within Conversa.
  It first specifies the language in which the interview will take place, although some questions may be asked in another language to assess the candidate’s language skills; in this case, the candidate must answer in the same language as the question.
  The box then explains how to use voice recording: after starting the conversation, the user must tap the microphone icon to record their response. Everything said will be automatically transcribed into the chat by the AI. The recording can be stopped by tapping the square iconFinally, it includes a notice informing that the voice transcription may contain minor inaccuracies due to automatic speech recognition, but the content of the responses will still be evaluated by a human recruiter.
  

• the guidelines on how the interview works: the panel explains that the virtual assistant will ask a series of questions, and the user can ask for clarifications, skip a question, or add details to their answers. They can also resume the interview by saying “continue the interview” or end it at any moment with “end the interview” or “conclude the interview”.
  

• the questions configured by the company user, plus any follow‑up questions suggested by Inda Conversa to deepen the topics of the interview.
  NB: starting from this step, the system begins calculating the minutes associated with the interview duration defined during configuration.

• the Final Chat Message (customizable by the company during the interview configuration from System Settings > Inda Conversa > PreScreen Conversation Settings).

If the microphone is used, the transcription will be shown step‑by‑step as it is generated by the model; this approach makes the experience more dynamic and intuitive, reducing confusion and clarifying what happens as the candidate provides their responses.

Copy‑and‑paste within the conversation chat is also disabled for candidates.

If the candidate interrupts the session (e.g., by closing the browser or tab), the system allows them to resume the conversation from where it left off, preserving the content already collected and ensuring continuity.

Report Generation and Consultation

At the end of the pre‑screening interview, the system automatically starts generating the summary report, whose purpose is to collect and organize in a structured way the information that emerged during the conversation with the candidate.

The report is generated in the language used by the company user; if the candidate completed the interview in a language not familiar to the user, it can be translated into the desired language.

Report generation is managed by the INDA system, which processes the received data, including:

• the vacancy text;
• the candidate’s CV, if available;
• the analysis criteria defined during configuration;
• the interview transcript containing the responses provided. If the conversation occurred in a language unfamiliar to the user, it can be translated into the desired language.
  The report also shows the date and time for each question/answer and specifies whether responses were provided by voice or via chat;
• the system never discards candidates and never assigns automatic scores, preventing any risk of bias or discrimination;
• no voice information is stored or analyzed: audio is used only for the conversation and is neither saved nor evaluated;
• video is not used;
• decisions always remain in the hands of the recruiter: the AI observes, listens, and supports — it does not judge.

Reports can be viewed from various sections of the ATS to provide a complete, contextualized view of the pre‑screening process:

• in the “Applicants” tab of the vacancy, a new “Pre‑screening” column shows the interview completion status;
  

• in the vacancy detail page, a new “Pre‑screening” tab lists invited candidates and those who have completed the interview, with direct access to the report when available;
  

• in the candidate profile, a dedicated tab collects the history of completed pre‑screening interviews and their respective reports.
  

The report contains the following elements:

• summary of the main elements of the vacancy;
• pre‑screening interview status;
• interview transcript;
• detail of the answers to the questions (completed, skipped, unanswered);
• language assessment of any foreign languages (CEFR levels A, B, C or Unknown);
• any inconsistencies between answers and CV content;
• analysis categories and their results (each can be expanded to view the associated questions and the interview/CV elements that contributed to the output).

For each analysis category, the output is a label indicating how much the candidate’s response matches what the category requires, based on its name, description, and associated questions.
The goal is not to express a judgment, but to identify whether the response includes the required informational elements, thus structuring and organizing the information gathered during the interview.

Invalidation and Deletion of Pre‑screening Interview Data

The system provides mechanisms for managing and controlling completed pre‑screening interviews, giving the company user the possibility to invalidate an interview when necessary — for example, due to configuration errors, technical issues, or to repeat the interaction with the candidate.

Invalidation can be carried out directly from the “Pre‑screening” tab in the vacancy detail page by selecting the “trash bin” button.

Once invalidated, the interview is no longer considered valid for evaluation purposes, but the transcript remains available for internal consultation by company users.

The candidate can also be invited again to complete a new interview, without limitations related to the previous session.

The invalidation event is logged, just like the invitation itself, in the candidate timeline.

NB: if a company user removes a candidate from the vacancy, any pre‑screening invitation stops working.
If the pre‑screening has already been completed, it remains available in the vacancy’s “Pre‑screening” tab.
In this tab, deregistered candidates (either autonomously or by a company user) are marked with an alert icon and a tooltip indicating that the candidate is no longer registered.

Regarding data deletion, the system applies a retention logic that ensures traceability and availability of information even if the candidate is removed from a single vacancy.
In other words: if a candidate is removed from a specific vacancy, pre‑screening data remains stored.

The definitive deletion of all data associated with the pre‑screening interview occurs only when the candidate is fully removed from the ATS — either for retention reasons, by initiative of the company user, or at the explicit request of the candidate.