SRS

AI-Powered Recruitment Automation System

Version: V1.0
Date: 09 Oct 2025

Document Revision History

Table of Contents

1. Introduction
2. Business Goals
3. Business Requirements
4. System Requirements
5. Non-Functional Requirements
6. Technology Stack
7. Flow Diagram

1. Introduction

The purpose of this system is to automate the recruitment process from collecting resumes to ranking candidates, making hiring faster, accurate, and less manual. Using AI, NLP, and semantic search, HR teams can focus on the right candidates rather than manually screening hundreds of resumes.

2. Business Goals

• Reduce time-to-hire by automating resume collection and processing.
• Increase accuracy of candidate-job fit using AI-powered ranking.
• Enable HR to easily view, filter, and manage candidates through a dashboard.
• Keep all candidate data structured and searchable, while avoiding duplicates.

3. Business Requirements

Job Management

• HR can create, update, or close jobs.
• Each job has a title, description, start & end date, and minimum match score.
• The system automatically generates an embedding of the job description for matching candidates.

Resume Collection

• The system fetches resumes from Gmail automatically every 4 hours.
• Only new resumes are processed (deduplication using hash).
• Resumes can be PDF or DOCX.

Resume Processing

• Extract candidate info: Name, Email, Phone, Skills, Experience, Education.
• Calculate total years of experience.
• Store data in structured JSON format in the database.

Candidate Ranking

• Find candidates most similar to a job using AI embeddings.
• AI re-ranks the top candidates using GPT for precision.
• HR sees top candidates along with match score and AI reasoning.

Dashboard & Interaction

• HR can view candidates by status: New Job creation, Contacted, Active Job, Interviewed, Rejected, Candidate List, Job List, Open Roles, Hired.
• HR can update status.
• Metrics: total candidates, average match score, top skills.

Duplicate Handling

• System automatically skips resumes that are already processed (deduplication).

Notifications & Logs

• Logs errors for debugging.
• Retry failed processes automatically.

4. System Requirements

Job Module

• Create, read, update, delete jobs.
• Generate job embeddings automatically.

Gmail Integration Module

• Authenticate with Gmail API securely.
• Fetch emails with resumes attached.

Resume Parser Module

• Extract structured candidate data.
• Support both rule-based parsing and optional AI-based parsing.

Embedding Module

• Generate embeddings for resumes and job descriptions.
• Store vectors in PostgreSQL using pgvector for semantic search.

Ranking Module

• Stage 1: Find top candidates using vector similarity.
• Stage 2: AI re-rank top candidates using GPT-4o-mini.
• Combine vector and AI scores for final ranking.

Candidate Management Module

• Update candidate status.
• Add notes.
• Log communications.

Dashboard Module

• View jobs, candidates, pipeline stats, and AI reasoning.
• Export candidates in CSV.

Error Handling

• Retry failed API calls 3 times with exponential backoff.
• Continue processing other resumes even if some fail.

HireGenius_SRSV1.0.docx