PeopleTeam can use AI to help write adverts and job descriptions, and to summarise applications against your scorecard. Both are off until an organisation admin turns them on, and every feature works the same without them.
Find the switches in Organisation → Settings → AI assistance. Only organisation admins can change them. HR can see the card but not edit it.
The two switches
| Switch | What it adds | Who uses it | What gets sent to AI |
|---|---|---|---|
| Drafting help | A Draft with AI panel in the job advert editor and the job description builder | People who can already edit that advert or document | The notes the person types, plus the vacancy or template details. Never candidate information. |
| Candidate information | An AI review panel on each applicant's profile | HR, recruitment admins, hiring managers and recruiters on that vacancy | That one application's answers and its clean, scanned CV or cover letter, with email addresses and phone numbers removed |
Interviewers, employees and external accountants never see either panel.
Before you turn on candidate AI
Candidate information is personal information, so the switch stays locked until you've filled in two fields:
- Approved provider: the AI service your organisation has agreed to use. At the moment this is OpenAI, through its business API. OpenAI doesn't train on this data and responses aren't stored.
- Processing arrangement: a short note on how you've covered this, such as the privacy notice or collection statement that tells candidates AI may help review applications, and who approved it.
Check with whoever looks after privacy in your organisation before you switch it on. You can switch it off at any time. Reviews already created stay on the profiles for your records, and no new ones can be made.
What AI will never do
- Score, rank, recommend, shortlist or reject anyone
- Move an applicant between stages, change an outcome or add tags by itself
- Save over anyone's work. Each draft sits beside the current text until a person chooses Use draft and saves
- Change protected wording in a template, such as agreement clauses
- See the hiring team's scorecards, comments, pay ranges or internal notes
Monthly allowance
The card shows AI requests used this month against your organisation's allowance (200 a month unless PeopleTeam has agreed otherwise). Failed requests don't count. Each person can also make up to 40 requests an hour. When the allowance runs out, the AI buttons explain why and everything else keeps working. Contact PeopleTeam if you need a higher limit.
What is recorded
For every request PeopleTeam records who, when, which feature, which record (advert, document or application), the model used and whether it succeeded. It doesn't keep the prompt or the AI's reply in that log.
Candidate reviews are saved on the application so the hiring team can see them. The AI-generated part can't be edited afterwards. Reviewers can only change the summary, dismiss items or dismiss the review. Every review, edit and dismissal shows in the application's Activity.
People using View as can't make AI requests.
If something goes wrong
| Message | What it means |
|---|---|
| AI drafting / candidate AI is turned off | The switch for that feature is off |
| Your organisation has used this month's AI allowance | Wait until next month or ask PeopleTeam for a higher limit |
| You've made a lot of AI requests in the last hour | The per-person hourly limit was reached |
| The AI service isn't configured | PeopleTeam's AI connection isn't set up. Contact PeopleTeam support |
| Took too long, busy, or couldn't be used | A temporary problem. Nothing was changed. Try again |
For how your team uses these features day to day, see Use AI to draft and review.
Depends on your plan
AI assistance is included in the Full Platform plan. On other plans the AI settings card and drafting buttons don't appear, and AI requests are refused.