Sourcing

HeyMilo gives you multiple ways to fill your pipeline. Whether it's rediscovering people you already have, finding fresh candidates from external databases, connecting your ATS, or setting up AI receptionists to handle inbound calls.

Overview of How to Source in HeyMilo

Under Source Candidates in your HeyMilo dashboard (sidebar), there these options to source:

From Here: Browse and manage everyone in your workspace, then invite qualified candidates to a screening interview in one click.

From Outside: Search external candidate databases using natural language or advanced filters to find fresh talent beyond your existing pipeline.

From ATS: Connect your existing ATS to re-engage and enrich candidates, reducing job board spend and accelerating placements.

AI Receptionists: Set up AI phone agents to handle inbound calls 24/7, qualify candidates, and automatically route them to the right opportunities.

Apply via Email: Share a unique email address on job postings — candidates who email it are automatically added to your pipeline.

Which Should I Use?

I want to...	Use this
Re-engage candidates already in HeyMilo	From Here
Find fresh candidates from external databases	From Outside
Pull in candidates from my existing ATS	From ATS
Capture inbound calls from job postings, flyers, or signage	AI Receptionists
Let candidates apply via email from job postings	Apply Email

From Here

Use the Candidate Directory to work with people already in your HeyMilo workspace: past applicants, previously sourced talent, or anyone who's joined through other flows.

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Step 1 Click From Here in the sidebar under Source Candidates

• Your Candidate Directory will open up for you to see everyone in your workspace.

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Step 2 Search for Candidates

Use the search fields to quickly locate candidates by:

• Name: Search by candidate name

• Email: Search by email address

• Joined After / Joined Before: Filter by date range

You'll see results update instantly as you search.

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Step 3 Sort and Customize Your View

Use the sorting options to organize your results:

• Most Recently Joined: See newest candidates first

• Least Recently Joined: See oldest candidates first

• Name (A-Z): Sort alphabetically by candidate name

• Name (Z-A): Sort reverse alphabetically by candidate name

Click View to show or hide columns like Phone Numbers.

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Step 4 Review Candidate Profiles

Each row shows key details:

• Candidate Name • Email • Joined Date • Interviews • Actions

Click a candidate's name to view their full profile, including past interviews, notes, and contact information.

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Step 5 Take Action

Use the Actions menu to:

• Invite to Agent: Send the candidate an invitation to complete a HeyMilo screening interview (via SMS, email, or your configured outreach method)

• View candidate details: See full candidate details including experience, skills, interview performance, and history

What happens when you invite a candidate?

The candidate receives an outreach message (text, email, or form link depending on your workflow settings) inviting them to complete a screening interview with your HeyMilo AI agent. Once they complete it, their results appear in your main dashboard just like any inbound applicant.

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Step 6 Track Progress

Any candidate you invite moves into your configured workflow automatically: it’s just like inbound applicants, so you can follow their progress in the main HeyMilo dashboard.

From Outside: External Sourcing

Use External Sourcing to find fresh candidates from external databases. Search using natural language queries or advanced filters to discover talent that matches your exact needs, then invite them directly into your HeyMilo screening workflows.

When to Use External Sourcing

External Sourcing is ideal for:

• Finding candidates beyond your existing pipeline

• Sourcing for hard-to-fill roles

• Building talent pools for future openings

• Discovering passive candidates who aren't actively applying

Cost Information

Each candidate pulled from external sourcing takes costs off your workspace credits. Be strategic with your searches to maximize ROI:

• Use specific keywords and filters

• Start with smaller result sets (10-20 candidates)

• Refine your search before pulling larger batches

How to Search for Candidates

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Step 1 Navigate to From Outside under Source Candidates

Click From Outside in the sidebar to open the External Sourcing page.

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Step 2 Enter a Natural Language Search

Type your search query in plain English. Examples:

• "Senior React developers in USA"

• "Registered nurses in California with 5+ years experience"

• "Sales managers who worked at Fortune 500 companies"

• "Software engineers skilled in Python and AWS"

Click Search to run your query.

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Step 3 Use Advanced Filters (Optional)

Click Advanced Filters to add structured filters for more precise results:

• Field: Select what to filter by (job title, company, location, skills, seniority, etc.)

• Operation: Choose how to match (equals, contains, greater than, etc.)

• Values: Enter the values to filter on

You can add multiple filters and combine them with your natural language search.

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Step 4 Review Results

Results appear in a table showing:

• Name: Candidate name with email, phone, and LinkedIn links

• Title: Current job title

• Company: Current employer

• Location: Geographic location

• Skills: Key skills (hover to see all)

Click View Details to see the full candidate profile including work history, education, and all contact information.

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Step 5 Invite Candidates to Interview

For individual candidates:

• Click Interview next to any candidate to invite them to a HeyMilo screening interview

For bulk invites:

• Select multiple candidates using the checkboxes

• Click Invite to Agent to send all selected candidates to an interviewer at once

Search Tips for Better Results

• Be specific: "Senior backend engineers in Austin with Go experience" works better than "developers"

• Include location: Geographic filters help narrow results significantly

• Use skills: Mention specific technologies, certifications, or competencies

• Try different queries: If results aren't what you expected, rephrase your search

• Combine methods: Use natural language search with advanced filters for precision

What happens when you invite a candidate?

When you invite an externally sourced candidate:

1. Their profile data (name, email, phone, skills, experience) is imported into HeyMilo

2. They receive an invitation to complete a screening interview

3. Once completed, their results appear in your dashboard like any other candidate

4. All candidate data is stored in your workspace for future reference

From ATS

Connect your existing ATS to HeyMilo to turn your applicant tracking system into a hiring engine. Get enriched candidate data that helps you close roles faster.

Why Connect Your ATS?

• Access candidates you've already paid to source

• Re-engage passive candidates without additional job board spend

• Keep candidate data in sync between systems

Available Integrations

Connect seamlessly with your existing recruitment tools:

• Ashby: Recruiting software / ATS

• Avionté: Staffing and recruiting software

• Bullhorn: Built for high-volume and agency workflows

• Ceipal: Recruiting software / ATS

• Greenhouse: Recruiting software / ATS

• JobDiva: Recruiting software / ATS

• Lever: Recruiting software / ATS + CRM

• Manatal: AI-powered ATS for data-driven hiring teams

• Salesforce: End-to-end workflow automation

• TeamTailor: Employer branding and recruiting

• Tracker: Staffing and recruiting software

• Workable: Flexible ATS integration

How to Connect

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Step 1 Navigate to From ATS under Source Candidates

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Step 2 Find your ATS from the available integrations

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Step 3 Click Connect Now

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Step 4 Follow the prompts to authenticate and sync your data

What happens after you connect?

Your ATS candidates sync to HeyMilo based on your integration settings. You can then search, filter, and invite these candidates to screening interviews just like candidates in your Candidate Directory.

AI Receptionists

AI Receptionists (represented by our mascot Chloe the Concierge) are phone agents that answer inbound calls 24/7, qualify candidates with screening questions, and route them to the right opportunities and never miss a candidate.

When to Use AI Receptionists

AI Receptionists are ideal for:

• High-volume hiring where candidates call in from job postings

• Staffing agencies receiving calls from flyers, signage, or ads

• Capturing after-hours inquiries when your team isn't available

• Qualifying candidates before they reach a recruiter

Creating an AI Receptionist

Click New Receptionist to set up your AI phone agent in 4 steps:

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Step 1 Basic Information

Set up the agent's identity + contact settings:

• Phone Number: Select an available phone number (each receptionist needs its own dedicated number)

• Voice: Choose the agent's voice

• Agent Name: How the agent introduces itself to callers (e.g., "Hi, I'm Chloe from ABC Staffing")

• Intro Message: The opening message when the agent answers (up to 800 characters). Example: "Thanks for calling ABC Staffing! I'm here to help you find the right opportunity. Can I get your name to start?"

• Language Mode: Choose between English only or Multilingual (auto-detects caller's language)

• Manual Approval: Turn this on if you want to review candidates before they're added to screening workflows

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Step 2 Disclosure Settings

Configure compliance and call handling:

• Disclose AI Nature: Let callers know they're speaking with an AI assistant

• Disclose Recording: Inform callers the call is being recorded

• Disclose E-Verify: Mention your company's E-Verify participation

• Collect Location: Ask candidates for their city or location

• Enforce Job Location Match: Only suggest jobs that match the candidate's location

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Step 3 Custom Context

Add information your AI receptionist can reference during calls. This helps the AI answer candidate questions accurately.

Examples of what to include:

• Open positions and job descriptions

• Shift times and schedules

• Pay rates and benefits

• Office locations and directions

• Company background

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Step 4 Questions

Set up screening questions the AI will ask callers to qualify them.

Example questions:

• "Are you authorized to work in the United States?"

• "Do you have reliable transportation?"

• "Are you available to work weekends?"

• "Do you have experience in [industry/role]?"

After completing these steps, click Review & Create to launch your receptionist.

Managing Your Receptionists

View all your AI Receptionists with status filters:

• All Receptionists: See every receptionist you've created

• Live: Currently active and receiving calls

• Inactive: Paused or not yet activated

Candidate Pipeline

Track candidates who call your AI receptionist phone lines:

• All Candidates: Everyone who has called

• Evaluated: Candidates the AI has screened

• Needs Review: Candidates awaiting your manual review (if Manual Approval is on)

• Approved: Candidates you've approved to move forward

• Rejected: Candidates who didn't meet your criteria

Each candidate row shows

• Candidate name and receptionist: Who called and which AI receptionist handled the call

• Phone number: With quick copy and call buttons

• Email: With quick copy and email buttons

• Status: Awaiting Confirmation, Confirmed, Processing, or Evaluated

• Date: When they called

• Call Info: Call duration, number of evaluations, and whether a recording is available

• Actions: View details and Ingest

Use the search bar to find candidates by name, email, or phone. Filter by receptionist and sort by newest first.

Ingesting Candidates to Interviewers

Once a candidate has been qualified by your AI receptionist, you can Ingest them. This sends them to a HeyMilo interviewer for a full screening interview.

To ingest a candidate:

1. Find the candidate in your Candidate Pipeline

2. Click the Ingest button in the Actions column

3. Select the target interviewer from the dropdown (only interviewers configured for this receptionist will appear)

4. Click Ingest to confirm

The candidate will be approved and sent directly into that interviewer's pipeline, where they'll receive an invitation to complete their screening interview.

What happens when a candidate calls?

1. Your AI receptionist answers and greets the caller

2. The AI asks your configured screening questions

3. Qualified candidates are either auto-routed to a screening interview or held for your manual approval

4. All candidates appear in your Candidate Pipeline with call recordings and qualification status

5. Approved candidates can be invited to full HeyMilo screening interviews

Tip: Add your AI receptionist phone number to job postings, flyers, business cards, or signage. Candidates will appear in your pipeline as soon as they call.

Sally Sourcing

COMING SOON

Sally Sourcing (represented by our mascot Sally the Sourcer) brings AI-powered sourcing assistance to your workflow. Let Sally help you find, evaluate, and engage candidates faster.

Stay tuned for updates on this feature.

Apply via Email

Let candidates apply by emailing a dedicated address. When they send an email, they're automatically added to your candidate pipeline.

Where to Find It

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Step 1 Go to your Agent

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Step 2 Click Integrations

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Step 3 Click Apply Email

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Step 4 Click Configure

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Step 5 Copy the email for automated application flows

You'll see a unique email address generated for this agent.

How It Works

• Each agent gets a unique email address

• Share this email on job postings, flyers, or signage

• When candidates email that address, they appear in your candidates list

• Interview invitations are sent automatically based on your workflow settings

Use Cases

• Add to job board postings as an apply method

• Print on recruitment flyers or signage

• Include in outreach campaigns

• Offer an alternative to online applications

Best Practice

Pair Apply Email with a custom sender domain so candidates see your company branding instead of the default HeyMilo address.

Current Limitations

• Does not parse resumes: attachments are not processed

• Does not analyze email content: only captures sender info

This feature captures candidate contact information only. For resume parsing, use Candidate Ingestion instead.

Tips for Better Sourcing

✅ Re-engage before you re-source

Check your Candidate Directory for past applicants before spending on new job board postings

✅ Use External Sourcing strategically

Be specific with searches to maximize ROI on credits

✅ Connect your ATS early

Unlock your existing candidate database to maximize ROI on past sourcing efforts

✅ Use AI Receptionists for inbound

Capture candidate interest 24/7, even when your team is offline

✅ Enable Manual Approval strategically

Use it for roles where quality control matters; disable it for high-volume roles where speed is priority

Additional resources

For additional information not covered here, or if you need live assistance, reach out to [email protected].