Overview
Anna (AI Recruiter) helps teams conduct structured interviews at scale. Because Anna uses AI in a hiring workflow, customers should configure their candidate experience with transparency, consent, and human review in mind.
This article explains recommended practices. It is not legal advice. Work with your legal or compliance team to confirm requirements for your organization and locations.
Tell Candidates When Anna Is Used
Candidate-facing instructions should clearly explain that:
The interview is conducted by Anna, an AI interviewing agent.
Anna will ask questions about the candidate's background and qualifications.
The hiring team will review the interview results.
Anna does not make the final hiring decision.
The interview may be recorded, and video may be recorded if that setting is enabled.
The candidate should follow the link or phone instructions to complete the interview.
Example:
As part of your application, you'll complete a short interview with Anna, an AI interviewing agent. Anna will ask questions about your background and qualifications for this role. Our hiring team will review your responses and follow up with next steps.
Check Your Sharing Templates
Anna provides ready-made sharing templates for the interview link and phone number, including candidate messages and job posting notes. Review these before you use them. A template that only says "interview" does not tell the candidate they will be speaking with an AI agent. Edit the template text so your disclosure language is present wherever the interview is offered.
Check Your Welcome and Outro Messages
Welcome and outro messages can be set in organization settings or customized for a single job opening. These are the last thing a candidate reads before the interview starts, so they are a good place to confirm what Anna is, how long the interview takes, and what happens next.
Offer an Alternate Path When Appropriate
Depending on your organization's policy or local requirements, you may want to offer an alternate interview path.
Example candidate choice question:
"How would you prefer to complete your interview?"
Example options:
Interview with Anna now
Complete an alternate recruiter-led interview
Use workflow rules to route candidates based on their selection.
Example stage sequence:
Data Collection (ask interview preference) > Rule (determine next stage based on preference) > Anna Interview OR Recruiter-led Interview
Automate Routing, Not Outcomes
Anna produces scores, summaries, qualification assessments, transcripts, and recordings. Automated applicant movement based on those results is configured with rules in the Fountain workflow editor.
Use rules to fast-track
Rules are well suited to prioritization. Routing high scorers into a priority review queue lets your team spend its review time where it matters most, and gives strong candidates a faster experience.
Do not use rules to decide outcomes
Do not build rules that move a candidate into the Approved stage or the Rejected stage.
In Fountain Hire, Approved means the candidate is considered hired. Rejected ends their candidacy. These are final outcomes, and a person should make them after reviewing the interview.
The rule of thumb: automation can decide which review queue a candidate lands in. A human decides what happens in that queue.
Keep Humans in the Decision Process
A recommended process looks like this:
Anna conducts the interview.
Anna returns structured results to the applicant profile.
A workflow rule routes the candidate to a review or triage stage.
A recruiter or hiring manager reviews the results.
A human determines the next steps for the applicant.
Explain How Scores Are Reviewed
Recruiters can review:
Overall score
Promoter reasons and detractor reasons
Qualification-level assessment, with a written comment for each qualification
Transcript, with translation and playback speed controls
Recording
This makes Anna's output explainable and reviewable. Recruiters should use this context when deciding whether to move candidates forward.
Automated Workflow Rules and Anna
Anna is one part of the hiring workflow. Other Fountain workflow rules may also move candidates based on application data, screening answers, or customer-configured criteria.
Your transparency and consent approach should account for the whole workflow, not only Anna.
If you use automated rules outside Anna, work with your legal or compliance team to decide what candidate-facing disclosure is required.
Responsible AI Safeguards
Anna is designed to support responsible use by:
Using structured, role-specific questions
Evaluating against configured qualifications
Providing transcripts and recordings for review
Providing score rationale for every qualification
Keeping final hiring outcomes with human reviewers
Supporting opt-out or alternate paths when configured
Supporting audit and fairness monitoring processes