Candidate Screening Bot for Computer Training Institute

It's 10:40 AM at a computer training institute in a Tier-2 city. The front desk phone hasn't stopped since the "Faculty Required — Tally & GST" post went up on a local job group last night. Forty-three replies, and counting. The admin is supposed to be preparing today's batch attendance sheet, but instead she's typing "Please share your resume on this number" forty-three times, then waiting, then following up with people who never respond, then finally reading resumes that say things like "10 years experience" for someone who graduated last year.

By evening, the owner has three interviews lined up. One candidate doesn't know the difference between Tally and Busy. Another wants a salary that's double the sanctioned budget. A third simply doesn't show up — no message, no call. Two full days gone, and the vacancy that was supposed to be filled before the new batch starts on Monday is still open. This is the exact leak: not a shortage of applicants, but a shortage of time to filter them before they reach a person who could be teaching a class instead.

A candidate screening bot for computer training institute hiring fixes this specific gap — it asks applicants the same 6 questions on WhatsApp automatically, before your phone ever rings, so the people who reach you have already answered the ones who ask "sir job hai kya" and vanish. This guide walks through what it does, how a real conversation looks, what a week changes into, what it costs, and how to get one running. You can see the exact setup on the offer page.

What a Hiring Bot actually does for a Computer Training Institute

Computer institutes hire for a narrow, repeating set of roles — Tally/GST faculty, spoken English trainers, DTP/graphic design instructors, hardware & networking faculty, front-desk/counsellor staff, and occasionally a branch coordinator. The screening questions that actually matter are different for each role, and different from what a generic HR bot would ask. This bot is built around that reality:

• Filters by subject expertise, not just "computer knowledge." A candidate who says they can teach "MS Office and Tally" gets asked to specify which — many institutes have lost a full week to a faculty hire who could do Word and Excel but had never opened Tally.
• Checks batch-timing availability upfront. Institutes run morning (7–9 AM), college-hours, and evening (6–9 PM) batches. A candidate available only 10 AM–4 PM is not a fit for an evening-faculty vacancy — the bot asks this as question 2 or 3, not after an interview is booked.
• Confirms location and commute realistically. "Walking distance" and "20 minutes by bike" mean different things to different people; the bot asks for the candidate's locality by name so you can judge distance before scheduling anything.
• Screens salary expectation against your sanctioned budget, so you're not spending 30 minutes explaining your pay structure to someone who was expecting double.
• Auto-shortlists to a sheet your admin can glance at between classes, instead of scrolling a WhatsApp thread with 40+ unread messages.
• Books interview slots directly, so faculty who qualify pick a time themselves — no back-and-forth "sir kab aana hai" calls.

How it works, step by step

1. You share the vacancy details with us once — role, subject/skill required, batch timing, salary band, location.
2. We create the job post and a WhatsApp application link. You post this link anywhere — local job groups, Naukri/Indeed reposts, a poster outside your institute, your Instagram.
3. A candidate clicks the link and starts a WhatsApp chat. The bot introduces the role and begins the 6-question flow.
4. The bot asks about subject expertise, teaching experience, batch-timing availability, location, salary expectation, and earliest joining date — in that order, adapting slightly based on answers.
5. Candidates who don't meet the basic bar (wrong subject, unavailable timing, salary mismatch) get a polite closing message and are logged, but don't reach your phone.
6. Candidates who clear all 6 questions are auto-shortlisted into a sheet, and offered available interview slots to pick from directly in the chat.
7. You open the sheet each morning (or whenever), see only qualified candidates with their answers already filled in, and walk into each interview already knowing the basics.

Sample conversation — English, spoken English trainer role:

Customer: Hi, I saw your post for spoken English faculty Bot: Thanks for reaching out! A few quick questions before we set up an interview. First — how many years have you taught spoken English or communication skills? Customer: 2 years, at a coaching center Bot: Good. Our batches run 6 PM to 9 PM on weekdays. Are you available in that window? Customer: Yes, that works for me Bot: Great. Which area do you stay in, so we can check the commute? Customer: Patia Bot: That's about 15 minutes from our branch. What's your expected monthly salary? Customer: Around 15,000 Bot: That's within our range. When could you join if selected? Customer: Within a week Bot: Perfect, you're shortlisted! Please pick an interview slot: Tomorrow 5 PM or Thursday 4 PM?

Sample conversation — Hinglish, Tally/GST faculty role:

Customer: Sir job ka bola tha, Tally wala Bot: Haanji, dhanyavaad message ke liye! Kuch questions puchte hain pehle. Aap Tally ke sath GST bhi teach kar sakte hain ya sirf Tally? Customer: Dono, GST return filing bhi sikhaya hai maine Bot: Badhiya. Hamare batches subah 7-9 aur din mein 11-1 chalte hain. Kaunsa time aapko suit karega? Customer: Subah wala theek hai Bot: Aap kis area mein rehte hain? Customer: Chandrasekharpur Bot: Theek hai, distance manageable hai. Salary expectation kya hai aapki? Customer: 18-20k Bot: Ye hamare budget ke andar hai. Kab tak join kar sakte hain? Customer: 10 din mein Bot: Aap shortlist ho gaye hain! Interview ke liye slot chunein: Kal shaam 5 baje ya Shukrawar subah 9 baje?

A typical week, before and after

What it costs and what is included

The payback logic is simple, not inflated: if this saves your admin even one full day of manual message-replying per hiring cycle, or catches even one subject/salary mismatch before it eats an interview slot, it's usually paid for itself. You're not buying a big transformation — you're buying back the hours currently spent typing the same six questions by hand.

Setup timeline

Day 0

You have a 20-minute call with us. We ask about your current vacancy — role, subject, batch timing, salary band, location — and confirm the 6 screening questions that make sense for this specific hire.

Day 1

We build the WhatsApp flow, connect the auto-shortlist sheet, and set up the interview slot options. You review the job post draft and the exact wording of the 6 questions, and approve or tweak them.

Day 2

The bot goes live. You get the application link to post wherever you already post vacancies. Your admin gets access to the shortlist sheet. First qualified candidates typically start appearing within hours of the link going out.

What you need to have ready

• The exact role and subject(s) you're hiring for (e.g., "Tally + GST faculty," not just "computer faculty")
• Your batch timings for that role (morning/college-hours/evening)
• A rough salary band you're willing to offer
• Your institute's location/locality name, for the commute-check question
• Interview availability — days and time slots you're generally free to interview
• Wherever you currently post vacancies (job groups, Naukri, Instagram, a physical poster) so we know where the link needs to work

Doing it yourself vs done-for-you

If you hire rarely — once or twice a year — a Google Form is probably fine and this setup is overkill. If you're hiring across multiple roles through the year, especially with seasonal spikes before new batch cycles, the manual cost adds up fast enough that a dedicated flow pays for itself quickly.

Mistakes computer institutes make with this

• Posting one generic link for every role. A Tally faculty and a hardware faculty need different screening questions — set up separate flows (or a role-select first question) rather than one-size-fits-all.
• Skipping the salary question to "not scare candidates away." This just moves the awkward conversation to the interview stage instead of preventing it. Ask early; it saves everyone's time.
• Not updating batch timings when they change. If your evening batch shifts from 6-9 to 5-8, the bot needs to know — otherwise it keeps qualifying candidates on outdated availability.
• Ignoring the shortlist sheet for days. The bot filters candidates, but someone still needs to check the sheet and actually contact shortlisted people before they take another offer.
• Treating the interview slots as fixed forever. During busy admission season, add more slots; during a lull, remove unused ones — the flow should track your actual calendar, not a static default.

FAQ

Does this work for institutes that hire rarely, not every month?

Yes — the setup and care plan don't require constant hiring activity. You can pause posting the link when you're not hiring, and use it again whenever the next vacancy opens, without rebuilding anything.

Can the 6 questions be different for each role we hire for?

Yes, that's the point — Tally faculty, spoken English trainers, and front-desk staff should be screened on different criteria, and we set up the question flow to match each role you're currently hiring for.

What happens to candidates who don't qualify?

They receive a polite closing message inside the same WhatsApp chat, and their answers are still logged, so you have a record if you want to revisit them for a different role later.

Do we need a business WhatsApp number for this?

Yes, a dedicated WhatsApp Business number is needed to run the bot; if you don't already have one set aside, we'll guide you through getting it during the Day 0 call.

Can we change the screening questions after it's live, say next hiring cycle?

Yes, that's part of the ₹2,000/month care plan — question and flow changes for new roles or updated criteria are included, not billed separately.

What if we want to stop the monthly care plan later?

There's no lock-in — you can cancel the care plan anytime, and the existing setup continues running as-is; you'd just lose ongoing tweaks and monitoring support.

Next step

Message us on WhatsApp with your institute type, city, and what's currently leaking — slow replies, subject mismatches, no-shows, or all three. Check the exact scope on the offer page, and see how the engagement runs on How We Work. Built by Bharat AI Saathi.