Ashby for ADP Workforce Now®

How we use AI

• Ashby uses AI in various features across the entire candidate journey to help teams accelerate their hiring process. Below, we list the AI features and our guiding principles for how we build AI in the product.
  
  AI-Assisted Application Review: Ashby’s Criteria Evaluation model evaluates job applicant resumes against user-defined job criteria for a given role and determines whether the applicant meets each criterion. Users review Ashby model outputs for a given applicant at the criterion level.
  
  AI Candidate Assistant: Ashby uses AI to summarize feedback on individual candidate profiles. Every use of AI is cited and linked back to the original feedback.
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  AI-Generated Filters for Candidate Search: Users can query Ashby with plain language and AI will build filters for that specific search query.
  
  AI-Generated Personalization and Feedback Tokens: Ashby uses AI to generate personalized content that is context-aware. The tokens consider the context of an email and users must review and accept the token in order to share the communication.
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  In-App Warnings: Ashby gives you citations for all AI outputs, so you can verify, flag and override analyses if needed. Our in-app warnings, or model cards, aim to increase transparency and accountability by summarizing our AI features’ intended use, performance characteristics, limitations, and potential biases in a clear, concise format accessible to both technical and non-technical stakeholders. The AI never “ranks” or gives numerical ratings to applicants — a human must always be involved in decision-making.
  
  Privacy: Ashby does not train any AI models on customer data. PII (personally identifiable information) is redacted from all resumes sent to AI models.

Ashby’s Guiding AI Principles Include:

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  AI that's assistive in nature: AI in Ashby is built to assist you in making better decisions, faster. Not to replace your team's decision-making.
  
  Full control over your process: Our AI features always allow you to review, tweak, toggle on/off, and control your process.
  
  We believe in the power of AI to make the entire recruiting process better; we’ve taken steps to make sure that we implement AI responsibly, based on 5 core pillars.
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  Accountability: We build AI features with clear governance in place. That includes internal oversight, risk assessments, and working with third-party experts like FairNow to audit our systems. We define clear ownership across Engineering, Legal, and Product for every AI initiative, from evaluation and testing to post-launch performance and risk monitoring.
• Transparency: Ashby does not ship or buy products without explicitly citing our sources. Any AI-generated recommendation must be explainable, either by exposing the reasoning behind it or enabling user review and override. For example, our application review tool shows why a candidate is surfaced and links directly to the evidence behind it. AI-generated tokens always allow the user to review and override.
• Fairness: We regularly evaluate and audit our models for fairness, ensure reputable third parties assist with the audit of AI systems we use (FairNow in the case of Ashby), and test outputs (e.g., job descriptions, summaries, outreach) for clarity and inclusion across diverse audiences. We’ve also built several features into the product to help protect against bias, both implicit and explicit. These include in-app warnings about specificity and best practices for prompting AI-Assisted Application Review and more direct warnings about potential Equal Employment Opportunity (EEO) violations.
• Safety: Our AI systems are designed to operate within clear, tested boundaries. We monitor performance in production, check for predictable failure modes, and have response plans ready if something doesn’t work as expected. We log model performance, user feedback, and feature usage across the system. This allows us to audit how AI is working and intervene quickly if something goes wrong. We’ve implemented real-time monitoring, direct user feedback tools, and periodic reviews of flagged outputs.
• Privacy & Security: We do not train AI models on customer data and operate on the principle of data minimization. All candidate information is handled in compliance with GDPR, NY Local Law 144, and SOC 2 standards. Encryption and retention settings must be configurable by our team. Privacy and compliance are built into every part of our AI development process, not retrofitted later.
  
  If you have questions about how Ashby uses AI, please contact us.

User-friendly and scalable

• By combining flexibility and ease of use, you can set up your recruiting process to fit your organization’s needs.

Real-time pipeline visualizations

• Easily see candidates in your pipeline across jobs with pending next steps at a glance.

Job setup

• Create and manage jobs that are flexible to your process. Utilize templates and granular settings.

Interview plans

• Create structured interview plans that drive consistency in your evaluation process.

Activity automation and templating

• Design your perfect hiring process using scheduled interviews, templated email, take-homes, and more.

Data privacy controls

• Anonymize candidate data when needed. Capture consent and set custom rules to ensure compliance.

Openings management

• Create and track your headcount planning directly in Ashby. Utilize approvals, reporting, and structured data for your openings.

Candidate experience surveys

• Create custom candidate experience surveys. Get full visibility into where you're doing great and where you can improve.

AI-powered workflows

• Automatically generate feedback summaries, leverage AI-assisted application review for high-volume inbound, and get up to speed by asking the AI Candidate Assistant anything about all the activities you’re tracking.

AI-powered efficiency

• Generative substitution tokens, email response classification, and AI-assisted search give you next-generation tooling to amplify your sourcing strategies.

Native sourcing extension

• Source candidates directly from the Google Chrome extension and quickly add them to Ashby. Kick off outreach sequences while staying in your sourcing workflow.

Projects

• Create talent pools to help organize your candidates. Custom fields, confidential settings, and more to support your sourcing strategy.

CRM filtering & search

• Target the right set of candidates across your entire database. Use simple or advanced search queries with powerful search operators.

Multichannel outreach sequences

• Implement your outreach sequences over email and LinkedIn.

Sourcing forms

• Create customizable forms to collect talent information without needing to tie them to a specific job.

Event management

• Manage event registration, communication, RSVPs, and follow-up actions. Connected to the rest of your recruiting process.

Send on behalf of

• Send outreach on behalf of different hiring team members while easily transferring conversations.

Candidate Reviews

• Align early on what “good” looks like with your hiring partners by requesting reviews on custom lists of candidates so you can ensure a streamlined sourcing process.

Calendar scheduling view

• Navigate complex schedules across many interviewers, candidate availability, and time zones.

Native debriefs

• Easily schedule your debriefs directly through Ashby, including all previous interviewers and context from earlier rounds.

Advanced auto-scheduling

• Automatically generate multiple schedules for your team.

Candidate availability links

• Collect availability from candidates to streamline scheduling. Set minimum day requirements.

Direct booking links

• Allow candidates to quickly book time on interviewer calendars, completely self-serve.

Interview reminders

• Ensure candidates and interviewers start on time and in the right frame of mind by automating interview reminders.

Interviewer preferences and limits

• Specify daily and weekly interviewer limits. Allow employees to describe preferences that appear when booking interviews.

Scheduling keywords

• Specify “free” and “soft-conflict” events by matching keywords on your interviewer’s calendar events.

Embedded interviewer tokens

• Automatically pull in interviewer job titles and social links to invite templates and provide context to candidates.

Interviewer warnings

• Surface warnings during scheduling to indicate whether or not interviewers have referred or already met with candidates.

Interviewer pools

• Group interviewers into pools and dynamically pull them in during the scheduling process.

Custom meetings hours

• Granular control over interviewer availability at the global, interview, and individual level.

Unified data

• Rich data that is easily reportable across the entire recruiting lifecycle.

Ready-made templates

• Report templates and core dashboards allow you to quickly explore your data and gather insights.

Drill into your data

• Click into your reports to view underlying data points for an extra layer of insight and confidence.

Dashboard filters

• Dashboard-level filters provide your team with a convenient way to slice and analyze high-level data in multiple ways.

Calculated fields

• Remap your data by grouping and filtering fields to create customized reports.

Default job dashboards

• Out-of-the box dashboards for your jobs provide an anchor point for collaboration with stakeholders.

Recruiting planner

• Track your hiring plan progress and forecast the amount of activity it will take to hit your plan.

DEI goals and initiatives

• Track DEI goals at every step of the funnel with options to infer, use self-reported data or a mixture of both.

Alerting on your data

• Leverage alerts delivered via email or Slack to enforce SLAs on your hiring team and keep everyone informed on hiring progress.

Hiring manager experience surveys

• Iterate and improve your overall process by measuring and tracking feedback from hiring managers.

AI-assisted report builder

• Use natural language to create reports and ask questions about your data in Ashby.

Post-hire surveys

• Collect, analyze, and improve your quality of hire and hiring manager experience. Customizable forms and frequency controls help you define your measure of these metrics.