Auto-invite
Set a bar for a job and ProBB queues the candidates who clear it for your OK, or, if an admin chooses, invites them after a short wait you can cancel. Preview the rule, work the queue, and use it from the API and an AI assistant.
Strong candidates should not wait days for an invitation because nobody had time to filter the list. Auto-invite lets you write down the bar for a job once. When a report on that job finishes, ProBB checks it, and a report that clears the bar waits in a Ready to invite list for you to approve. A report that falls short looks exactly as it does today.
Set a rule
Open a job and stay on the Candidates tab. At the top, the Auto-invite row of the automations strip says what the rule is for and has a Set up button. A Member or Admin chooses:
- Minimum fit score. A slider from 0 to 10, in steps of 0.5. This is the same resume fit score the report shows, and the slider is drawn on the same scale as the score chips: ticks mark where the Limited, Mixed and Strong bands begin (at 6 and 8), and the band the bar sits in is named beside the number, such as 7.5 / 10 · Mixed. A bar in the Limited band shows a note that candidates in that band will be queued too.
- Must-haves. Whether every must-have of the job has to be at least partly shown on the resume (the default), fully shown, or ignored. Only reports that include a requirements check can be judged this way, which today means the newer report version. On a report without one, the rule cannot tell, and you choose what happens: queue it for a person to look at (the default) or leave it out. A rule never invites on a check it could not make.
- Open integrity reviews. On by default. A candidate with an open integrity finding is queued with a note, so someone looks at it before anyone is invited. Off, they are queued like anyone else, without the note.
As you move the slider, ProBB shows how strict the bar is for this job, such as At 7.5, 12 of this job's 40 finished reports would have cleared the bar. It is a guide only: those reports are not queued, because the rule looks at reports that finish from now on, unless you tick Also check the N reports already on this job (see below). Reports whose must-haves cannot be checked are mentioned beside the count. If none of the job's reports include a requirements check, the must-have choice is turned off, with the reason beside it.
Choosing Turn on auto-invite saves the rule. It applies to reports that finish from now on, not to the ones already on the job. In queue mode it sends nothing. Editing the bar later leaves the candidates already queued as they are.
When a rule is on, the row shows its mode and what it has done so far. Select it to open the rule's details, which say who last saved it and when, such as Set by Priya · 3d ago, and what it has done so far: 4 queued · 2 invited · 1 dismissed. In the details, Edit changes the rule and Turn off switches it off after a confirmation. Candidates already waiting stay in the list, and invitations already sent are not touched. A closed job pauses the rule, because ProBB sends no new invitations for a closed job.
Queue for approval or invite automatically
The editor asks how the rule should act. Queue for approval is the default for everyone: candidates who clear the bar wait in Ready to invite for your OK. Invite automatically makes the rule send the invitation itself. Only Admins can choose it; for everyone else the option is greyed out with the reason, Only admins and owners can turn on automatic invites.
When you choose Invite automatically, two more settings appear:
- Wait before inviting. None, 15 minutes, 30 minutes (the default), 1 hour, 4 hours or 24 hours. During the wait you can cancel the invite. With no wait, the invitation goes out on the next check, which runs every five minutes.
- Working hours. Automatic invitations only go out between 09:00 and 18:00 in your organisation's time zone, the same one the interview reminders use (UTC until you set one in the interview settings). A wait that ends at night sends the next morning at 09:00, and a check that runs outside those hours holds the invitation until the window opens. The editor and the Inviting soon list say so, and give the time zone and, for a member, the admins to ask.
- Stop after N automatic invites on this job. From 1 to 500, 20 by default. The cap counts invitations, not credits, so it works the same whether your workspace is billed by monthly limit or by credits.
ProBB says plainly what this does: ProBB will invite candidates who clear the bar without asking. You can cancel during the wait. Saving asks you to confirm, with the bar, the wait, the cap and a reminder that each automatic invite uses credits or interview quota and emails the candidate. Switching a rule to invite mode, changing the wait or raising the cap are Admin actions, and so is editing a rule that already invites, because loosening it spends more. A Member can switch such a rule back to queue mode, lower its cap or turn it off.
In invite mode the Inviting soon list appears above Ready to invite. Each row shows the same signals as Ready to invite (the fit score, the candidate's role and report date, risk signals, must-have counts, why they cleared the bar and anything worth a look first) and when the invitation goes out, such as Inviting today at 2:30 PM (in 20m). Cancel is the main action while a candidate is held; Invite now is the quieter second choice, and sends the invitation straight away with the usual cost confirmation. Cancel all asks first. Cancelling sends nothing to the candidate and leaves them in the job. A person's cancel always wins, even if the invitation was due a moment ago. If the invitation had already gone out, ProBB says so. A message after cancelling offers Undo for a few seconds, and for 10 minutes you can put a cancelled invite back: it is held again and goes out at its original time if that is still ahead, otherwise after a fresh wait, always inside the working hours. It is put back only while the rule still invites automatically and nobody has interviewed or decided on the candidate.
Not everyone who clears the bar is invited. The rule queues them for your OK instead, and the row says why:
- the cap on automatic invites for the job is reached (admins and the person who set the rule get a notification, Auto-invite stopped at 20 invites, once for each cap);
- an integrity review is open, or a check could not be made on the report;
- your workspace does not have enough credits (Not enough credits. Approve when you've topped up) or the monthly interview limit is used up;
- the rule changed while the candidate was waiting, for example the bar was raised, or automatic invites were switched off.
Just before each invitation goes out, ProBB checks again that the job is still open, that the rule is still on in invite mode with the same bar or a looser one, that the candidate has no hiring decision on the job, no interview already, and that the cap has room. A candidate you decided on, interviewed or whose job closed is left out with the reason. Switching the rule to queue mode or off returns everyone still held to Ready to invite, and so does tightening the bar: anyone inviting soon who no longer clears it moves back to Ready to invite; raising the cap does not invite anyone retroactively.
The card shows the mode (Invites automatically after 30 minutes or Queues for your OK) and, in invite mode, how many automatic invites are used (7 of 20 automatic invites used). At the cap it says Stopped at 20 automatic invites. New matches wait for your OK. and Admins get Raise the cap.
Ready to invite
When candidates are waiting, the Ready to invite list appears under the strip. Each row has what you need to decide without opening the report:
- the name (a link to the report), the fit score, the candidate's current role and the date of the report;
- the same chips as the Candidates table: risk signals and must-have counts;
- why the candidate cleared the bar, in plain words, such as Fit 8.1, above the 7.5 bar and Every must-have at least partly shown;
- anything worth a look first, such as An integrity review is open or Must-haves can't be checked on this report, and Already interviewing for this job when the same person has an interview through another report.
In the Candidates table, a queued report reads Queued to invite in the Interview column.
- Approve opens the usual invite dialog for that candidate, with the cost and confirmation every invitation has. Nothing is sent until you confirm there.
- Tick rows (or Select all) to get an action bar with Approve 3 and Dismiss 3. Approve all still approves everyone shown. Invitations go out 20 at a time, so each batch gets its own price check; approve or dismiss these to see the next ones.
- Dismiss takes a candidate off the list. Nothing is sent to them and no decision is recorded. They stay in the job, and you can still invite them by hand. A message offers Undo for a few seconds; ProBB also lets you put back candidates you dismissed in the last 10 minutes.
A candidate you invite another way, from the report or the bulk invite, leaves the list by itself. A report is never queued when the candidate already has an interview, has no email address on file, was held as a role mismatch, or already has a hiring decision on this job, because a decision made by a person wins over the rule. The job's card in the Jobs list shows how many candidates are waiting, and the chip takes you to the list.
On a candidate's report, the Interview tab says what the rule did: Inviting at 2:30 PM with Cancel while an invite is waiting, Invited by the auto-invite rule once it went out, Automatic invite cancelled, why a candidate waits for your OK instead of an automatic invite, and: Queued by the job's auto-invite rule with the reason, Didn't match the auto-invite rule: Fit 6.2 is under the 7.5 bar, Invited from the auto-invite queue, or Dismissed from the auto-invite queue. While a report is queued, the Interview tab's one button reads Approve invite instead of Invite candidate, and the report's header says Interview: Queued to invite (Inviting soon while an automatic invite is waiting). The tab shows nothing about the rule when the job has no rule. ProBB stores the values the rule read for every report, so "why was this person queued?" and "why wasn't this person?" both have an answer. Nothing is ever sent to a candidate about a rule.
Apply to existing reports
A rule normally looks at reports that finish from now on. When you turn a rule on, switch it back on or loosen it, the editor also counts the job's finished reports it would queue or hold right now, and offers Also check the N reports already on this job, off by default. Those are reports with no waiting or settled evaluation from this rule, nothing the bulk invite would skip (an interview, no email, a held role mismatch) and no hiring decision on the candidate. Saving with it on sends each of them, up to 1,000, through the usual check at the new revision. In queue mode nothing is spent. In invite mode the confirmation shows the most it could spend, up to 12 invites at 5 credits each: the lower of the matches and the room under the cap, times the price of one interview. Anything past the cap is queued for your OK, and so is anyone whose must-haves can't be checked (the editor says N will wait for your OK because their must-haves can't be checked). The invites count toward the cap; they don't add to it.
A candidate you dismissed or cancelled, or invited, under this rule is never queued again by a later change to it. People win.
When the bar moves
Queued candidates are checked against the rule as it stands whenever the list is read. After you raise the bar, a candidate who no longer clears it reads No longer matches the rule with what fails now, such as Fit 6.8 is under the 7.5 bar now, and the list offers Dismiss N that no longer match. Dismissed candidates won't come back if you loosen the rule later. Nothing is moved or dismissed on its own, and loosening the bar again clears the label.
Daily digest
When candidates have joined a job's queue, ProBB sends one in-app notification a day, after 09:00 in your organisation's time zone: 3 candidates are ready to invite for Staff Security Engineer. It goes to whoever last saved the rule and to the person who created the job, while they are members, and it links to the list. The count is live, and the notification disappears once nobody is waiting. API and assistant users read the same signal from the queue.
History and how the rule is doing
Download history in the rule's details gives a CSV with every evaluation of the job, newest first: when (times in UTC), the candidate, the report, the rule revision and its bar, the fit score, the outcome and reason, every condition checked, who decided and when, and whether the rule sent the invitation. The API's evaluations carry the same facts (conditions and criteria, with matchesCurrentRule for queued items), and the assistant's queue action can list any outcome. A candidate's data export lists the evaluations of their reports.
How the rule is doing shows, for each report version, how many reports the rule read and how many cleared the bar (versions are not calibrated alike), and what people did with what it queued or held: approved, invited by the rule, dismissed, cancelled. There are no groups of candidates to compare, and names are never used to infer any. The API's rule has the same under stats, and so does the assistant's show.
AI assistants
probb_auto_invite shows or changes a job's rule and works its queue: show, preview (counts the job's existing reports a draft rule would match, saves nothing), set (with apply_to_existing, quoted before you confirm in invite mode), disable, queue (any outcome with outcome), approve, dismiss, restore (an undo for candidates you just dismissed or cancelled) and cancel (stops held invites). queue lists each candidate with their role, report date, risk and must-have counts and whether they already have an interview on the job. After you create a job, the assistant offers to set a rule. Approving candidates is a spend and works like inviting several candidates at once: the assistant lists who would be invited, the total cost and who is skipped, and only after your yes does it send. queue also lists the invites held to go out, each with when and the same signals as the queued candidates. Invites go out between 09:00 and 18:00 in the organisation's time zone, which the rule view shows as timeZone. Switching a rule to invite mode, changing its wait or raising its cap is refused unless you are an Admin, and it takes two steps like approving: the assistant lists the bar, the wait, the cap and the price per invite, and only after your yes does it save. Setting or switching off a rule is recorded in Activity under the assistant. See the MCP server guide.
API
The customer API offers the same under /v1/jobs/{id}/auto-invite:
| Request | What it does | Scope |
|---|---|---|
GET | The rule, with its description, revision, mode, holdMinutes, timeZone, inviteCap, autoInvitedCount, how many candidates wait, are held, were invited and were dismissed, how many queued ones noLongerMatchingCount and stats. auto_invite_rule_not_found when the job never had one | auto_invite:read |
PUT | Create or replace the rule (criteria with minFitScore, mustHaves, whenUnknown, excludeIntegrityReview, plus mode queue or invite, holdMinutes 0 to 1440 and inviteCap 1 to 500) and switch it on. applyToExisting also sends the job's existing reports through the rule when the save switches it on or loosens it (auto_invite_apply_not_allowed otherwise); in invite mode send maxCredits, at least the preview's applyQuote.credits (max_credits_required, quote_exceeds_max_credits). invite, a changed wait and a raised cap answer auto_invite_admin_required without the manage scope | auto_invite:write, and auto_invite:manage for those |
DELETE | Switch the rule off. Queued candidates stay | auto_invite:write |
POST …/preview | Count the job's existing reports a draft rule would match, by report version, plus newMatches and, for a draft in invite mode, the applyQuote. Saves nothing | auto_invite:read |
GET …/evaluations | What the rule decided for each report, newest first, with the candidate's role, report date, riskSignalCount, mustHaves counts and otherInterviewOnJob. outcome=queued is the queue and outcome=held the invites about to go out, with inviteAt; held items carry the same evidence fields as queued ones | auto_invite:read |
POST …/evaluations/approve | Invite the candidates of up to 20 queued items. Send maxCredits and an Idempotency-Key | interviews:write and auto_invite:read |
POST …/evaluations/dismiss | Take items off the queue | auto_invite:write |
POST …/evaluations/cancel | Cancel held invites before they go out | auto_invite:write |
POST …/evaluations/restore | Put back items the same key owner dismissed (back to queued) or cancelled (back to held) in the last 10 minutes | auto_invite:write |
Approving invites candidates and spends credits, so it needs interviews:write as well as auto_invite:read; auto_invite:write on its own never invites anyone. It runs the same bulk invite as POST /v1/interviews/batch, with the same price and limits. Switching the rule to invite mode needs the auto_invite:manage scope, which only a key created by an Admin can hold; the owner's role is checked on every call, so a demoted owner's key stops working for it at once. An automatic invitation sends the interview.invited webhook with trigger: "rule" and the rule's ruleId; invitations from a person or a batch say manual or bulk. See API authentication for the scopes and Webhook events.
AI voice interviews
Invite a candidate, monitor the session, and review transcript-backed interview scoring.
Prepare a final round
Choose what your panel still needs to ask a candidate, share the questions between interviewers, collect each interviewer's scorecard, and see who thinks what once everyone has weighed in.