Catalisa Solution · Recruiting & Hiring

Candidates, clients and recruiters. One number.

Recruiting conversations on WhatsApp — the messaging app Brazil runs on — with screening, video interviews and written assessments, on top of the ATS your agency already uses.

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Replies the minute someone applies

Reads and writes to your ATS

Assessments go out only once approved

What we keep hearing

The pain points, in the words of those who live them

My whole day is rescheduling.

Calendars checked, slots booked on both ends and follow-ups for whoever went quiet — without anyone having to remember.

Everyone promises detailed feedback. Nobody delivers.

Real progress for the client whenever they ask; feedback for the candidate at the end, released by a recruiter before it goes out.

The right tool is the one people already carry in their pocket.

Nobody installs anything: candidates, clients and recruiters stay on the channel they already use every day.

Clients and candidates send voice notes, and nobody can skim a voice note.

Voice notes become text in the same flow, transcribed in Portuguese on our own servers — and count as part of the record.

Who talks to the number

Three audiences, one conversation each

CandidateStatus, stage and interview scheduling

Client companyJob progress and résumé delivery

RecruiterMoves stages and logs to the ATS from the chat

Whoever writes in is identified from your records before any reply goes out.

Where the data lives

Your ATS, or ours

Already have a system

The conversation works inside it

It looks things up, moves stages and adds notes in the ATS your agency already uses. In this demo, Recruit CRM.

Still on spreadsheets

Your ATS starts here

Candidate types, custom fields and a stage-by-stage pipeline inside Catalisa, with no migration project.

One process, one day

From application to assessment

Candidate receives a message on her phone

09:12

Application comes in

The conversation starts on their WhatsApp.

09:14

Question answered

Benefits and work model come straight from your policy.

16:00

Video interview

Link in the chat, room in the browser.

16:21

Assessment in the ATS

A draft with evidence and gaps.

Where the team works

The whole process in plain sight

Candidate pipeline in columns on the Catalisa dashboard

Every application becomes a card in the pipeline, with stage, owner and history.

Conversations

Process workflow

Agents

Piece by piece

Use all of it, or just the piece that solves your problem

Mode 01 Messaging only

WhatsApp replies, answers questions and schedules. No video, no switching systems.

You need: a number and your policy as a PDF.

Mode 02 Interviews only

The room, the transcript, the copilot and the assessment. Screening stays exactly as it is.

You need: nothing but a browser.

Mode 03 Knowledge only

The knowledge base answers for you — on WhatsApp, in the interview room, or both.

You need: the documents you already have.

Mode 04 The full journey

Application, conversation, interview and assessment in a single line — what the demo shows.

You need: the three above, switched on.

Each piece stands on its own. What connects them is configuration, not a prerequisite — switch one on today and the next one next month, without redoing anything.

Flexibility

The same foundation serves other teams in the company

What you build for recruiting — agents, knowledge base, workflows and the number — isn't locked into recruiting. The pieces are the same, and they plug into the same workflow.

Offer accepted, contract signed

When the candidate accepts, the same workflow sends the document out for signature and notifies both sides. Nobody leaves the conversation to open another system.

A placement becomes an invoice

Once the role is filled, the workflow bills the client, and the payment reminder goes out from the same number that was already talking to them.

Calendar and email along the way

A booked interview lands on the recruiter's calendar; the summary goes by email to whoever wasn't in the room. It's a workflow action, not an integration for someday.

Team goals update themselves

What the conversation logs — candidate moved, interview done, role filled — feeds the team's metrics without anyone filling in a spreadsheet at month-end.

Another team, same recipe

Sales, finance and support use the same pieces with different content. Whoever learned to build the recruiting workflow builds the next one without starting from scratch.

Marketplace of agents, workflows and actions

Agents, workflows and actions ready to install in one click.

The building blocks any workflow can call — from documents and billing to calendar and email.

None of this is "we could integrate that someday." These pieces already exist in the catalog and plug into the workflow like any other — the work is choosing and configuring, not building.

Open demo

Enter your number and live the journey

You come in as a candidate. Alongside, the page shows what the recruiter would see at that very moment.

Value creation

Three journeys. One direct line.

Candidates, client companies and recruiters want different things from the same process. Today each one sits at a separate end — and the recruiter pays the price of connecting all three.

Three ends, one line. The product is the line.

What we keep hearing

Four pain points, in the words of those who live them

“My whole day is rescheduling.”

The conversation checks the recruiter's calendar, books an open slot and confirms with both sides. Whoever didn't reply yesterday gets a nudge today without anyone having to remember, and a summary of what's still open arrives at the start of the workday — not at month-end close.

“Everyone promises detailed feedback. Nobody delivers.”

During the process, the client asks and gets the role's real progress instead of an answer that has gone stale. At the end, the candidate gets feedback on what they demonstrated and what was missing — written from the interview and released by a recruiter before it goes out.

“The right tool is the one people already carry in their pocket.”

Candidates install nothing, clients learn no new system, and recruiters work from inside the chat itself: move a stage, add a note, request a résumé. When another channel makes sense — email, calendar, Slack — it joins the same workflow, not a separate project.

“Clients and candidates send voice notes, and nobody can skim a voice note.”

Here, voice notes become text inside the same workflow, in Portuguese. Transcription runs on our own service, in our own infrastructure — not on a third-party API. What arrived as speech becomes searchable, feeds the assessment and counts as a record just like any written message.

Profile by profile

What changes for each of them

Profile 01

Candidate

Today

Sends a résumé and hears nothing back. Finds out they lost the role after the process is already over, without ever learning what was missing — and tells their friends about it.

With Catalisa

Gets a reply the minute they apply, asks about benefits and stages without feeling awkward, and books the interview over WhatsApp.

What the agency gains: fewer good candidates dropping out midway, and a reputation that shows up in the next search.

Profile 02

Client company

Today

Emails to ask how the role is going, waits for the recruiter to open the system and gets an answer that has already gone stale. Detailed candidate feedback, when it comes at all, comes late.

With Catalisa

Asks on the same WhatsApp and gets the role's real progress, the candidate's résumé and the interview assessment, right away.

What the agency gains: it stops being chased for status updates and starts being remembered for results.

Profile 03

Recruiter

Today

Spends the day rescheduling, repeating the same explanation and typing into the ATS what they already discussed. Listens to ten-minute voice notes to find one detail. Makes decisions with whatever is left of the day.

With Catalisa

Gets the screening done, the record written and the interview assessment in draft — with evidence and gaps flagged for follow-up.

What the agency gains: recruiter hours go back to judgment calls, which is what the client actually pays for.

Where it shows up on the bottom line

Three places, and none of them is magic

Dead time between stages

The waiting disappears because the reply no longer depends on someone having a free moment. It's the easiest gain to measure: compare the application date with the first-contact date, before and after.

Retyping the same thing

What was discussed goes straight into the system. The recruiter stops being the courier between the conversation and the records.

Candidates who don't vanish

People who get answers stay in the process. The role reaches the finish line with more good people still standing — not just the ones who had the patience.

Where to start

Every agency starts somewhere different

Three setup scenarios — not named clients. None of them switches on the whole platform from day one, and none needs to.

Small agency that loves its ATS

Six people, an organized process, a recruiting system nobody wants to replace. They switch on messaging only: the number answers candidates and clients and writes to the current ATS. Video and knowledge can wait.

A team that already screens well

Screening is the team's pride and nobody is touching it. They switch on interviews only: a room behind a link, a transcript and a written assessment. The win is same-day feedback to the client.

Running on spreadsheets

There's no ATS, and switching tools is a project nobody has the energy for. They build the ATS here with types and a pipeline, and switch on messaging on top. Interviews come in once the house is in order.

The reverse works too: switch everything on and turn off what didn't help. Whatever is off asks for nobody's attention.

How it works

Four pieces, one conversation

For the candidate there's just WhatsApp and a link. Everything else happens before the message arrives.

Purple — what comes in from, and goes out to, a person Dashed line — everything rests on your recruiting system

Why you can trust the conversation

What keeps you from embarrassing yourself in front of a candidate

Nobody gets mixed up

Whoever writes in is identified from your records before any reply goes out. Candidates never get a message meant for the client, and clients never get one meant for the candidate.

You decide what it can change

Looking things up is open. Changing stages, adding notes and attaching résumés only happens where you allowed it — and it's logged, with date and source, for any later review.

Résumés arrive intact

The file is fetched and attached by the system, not retyped by the AI. No half-broken links landing in your client's inbox.

Standard answers where it matters

Routine situations — résumé not found, role closed, stage completed — use wording you define. Creativity is saved for what is genuinely conversation.

Every topic goes to the right specialist

Job questions, résumé delivery, scheduling and behavioral profiles are each handled by a different specialist. A generic assistant gets it wrong exactly where the process hurts.

When it doesn't know, it hands off

If the answer isn't in your policy or your system, the conversation says it will check and hands over to a recruiter with the full history. Making things up is the one mistake that costs you the client.

Recruiter on a video call at the office — The same conversation crosses channels and formats without starting over.

Continuity

One conversation, not three tools

What the person shared on WhatsApp reaches the interview, and what they said in the interview reaches the assessment. The recruiter never has to rebuild the history.

Messaging

The channel people actually answer

It isn't a website widget. It's your agency's WhatsApp, in your voice and following your policy.

Marina · Talentonline

Hi, Ana! This is Marina from the talent team. I saw your application for Mid-level Data Analyst. Can I confirm two things with you here?09:12

Sure09:13

The role is hybrid, two days a week at the Vila Olímpia office. Does that work for you?09:13

It does. Is there a commuting allowance?09:14

Yes: a transit or fuel allowance, your choice, plus meal vouchers on office days.09:14

I can fit you into a 20-minute interview today at 4 p.m., or tomorrow at 10 a.m. Which works better?09:15

Behavior

Knows who it's talking to. Candidate, client company or recruiter — looked up in the ATS by phone number before replying.
Doesn't make things up. If the answer isn't in the knowledge base or the ATS, it says it will check and hands the conversation to a person.
Really schedules. Checks the recruiter's calendar and books an open slot, confirmed on both sides.
Logs what changed. Stage moves and notes land in the ATS, traced back to the conversation.
Understands voice notes. A candidate's or client's voice message becomes text in the same flow, in Portuguese, and is handled like any other message.

On the other side

Every conversation lives in the dashboard

Recruiters follow along, take over and reply from inside the dashboard whenever they want to step in.

This piece works on its own. You can switch on messaging alone and leave video interviews and the knowledge base for later — or never.

Interviews

The room opens from a link

Nothing to install. Speech is transcribed as it happens, and the copilot points out to the recruiter what hasn't been asked yet.

Interview · Mid-level Data Analyst Transcribing recording 12:41

Ana Paula · candidate

Marina · recruiter

Ana Paula · …I led the migration of the sales report from a spreadsheet to a dashboard the sales team opens on their own.

Checkpoint End

CopilotTranscriptActions

Question, risk and follow-up

The three kinds of prompts it gives. Only the interviewer sees them — never the candidate.

A skill claimed without an example becomes a suggested question.
A job requirement that never came up becomes a flagged risk.
A topic left half-finished becomes a follow-up.
A conversation that's flowing well gets no prompts — silence is an answer too.

Draft · awaiting approval

Candidate: Ana Paula Ribeiro
Role: Mid-level Data Analyst
Duration: 21 min

Demonstrated with evidence

Sales dashboard in production, used by the sales team without a go-between; migration from a spreadsheet; direct dialogue with the business side.

Gaps against the role

Dimensional modeling didn't come up. Size of the team she led not stated.

Agreed next step

Technical case due Friday; response promised for Monday.

Before the room opens

The copilot walks in knowing who the person is

The candidate profile

Everything already on file — role, stage and your agency's custom fields — sits in the room's sidebar, not in a tab someone has to remember to open.

Previous conversations

Up to five past conversations with the same person, each with a summary. The second conversation picks up where the first left off, even if it was with another recruiter.

What you uploaded

Résumé, job description and policy live in the knowledge base. That's where agents answer from on WhatsApp, and where the post-interview workflow draws context to write the assessment.

The WhatsApp conversation, the profile, the history and the documents arrive together at interview time — and go back together into the workflow that runs when the call ends.

Not just interviews

The room works for client meetings too

Role intake, shortlist presentations, process debriefs. Same recording, same transcript and the same record at the end.

The copilot changes roles. Each meeting type has its own profile: what it watches for in an interview isn't what it watches for in a role intake.
Agreements don't get lost. Deadlines, the profile requested and what still needs to be sent come out in writing, instead of living in the memory of whoever was on the call.
Guests install nothing. The client joins from the link, in the browser, just like the candidate.

This piece works on its own. The room and the assessment pay off even if WhatsApp conversations keep being handled by people, the way they are today.

Your ATS

Use what you already have. Or build it here.

The conversation needs somewhere to read from and write to. That can be your current recruiting system — or Catalisa itself.

Two paths

Connect what you already have, or build it here

Path 1

Connect what you already have

The conversation looks up roles and candidates, moves stages, adds notes and attaches résumés inside your ATS, via API. Nobody switches tools and the history stays where it has always been.

In this demo the system is Recruit CRM — the integration built and tested today. Another ATS comes in through the same door: each one is a configuration job, not a magic button, and depends on the API it exposes.

Path 2

Build it inside Catalisa

If the agency still runs on spreadsheets, or wants to leave its current ATS: candidate types with custom fields, a stage-by-stage pipeline, conversation history and a knowledge base — in the same place the conversations already happen.

No migration project to get started: you can start here and, if an ATS ever comes along, connect it later.

Path 2, on screen

The ATS built in Catalisa

A candidate type with the fields your role requires.

A stage-by-stage pipeline, with open, won and lost categories.

The candidate database, with type, status and owner.

The same process as cards, for the recruiter's day-to-day.

Path 1, in practice

Where the process usually lives today

GupySólidesVagas.comRecruteiBullhorn Recruit CRMZoho RecruitGreenhouseWorkableSAP SuccessFactors

These are the systems that come up most often at recruiting agencies, in Brazil and abroad. The list is here to make a single point: the design doesn't depend on which one you use — it depends on it having an API and on someone configuring the connection once.

Integration built and proven so far: Recruit CRM. The others are configuration work, with a timeline, and are not ready out of the box.

Both paths can coexist. Start by building here and connect the ATS later, or connect now and build here only what's missing.

Knowledge

It answers with your policy

You upload the documents you already have. The conversation starts answering from them — and says where the answer came from.

Hand picking up a document from a desk with books — Documents you already have, in the format they're already in.

Upload the file, don't write prompts. PDF and Word go in as they are.
Looking things up is the agent's call, and each lookup is logged with the passage it used.
Update the document, and the answer changes. No retraining, no touching the agent.
Every knowledge base has an owner. You choose which agent sees which base.

Audit trail

Where the answer came from

Passage consulted during the conversation

benefits-policy-2026.pdf section 4 · commuting

“Employees on a hybrid schedule receive a transit or fuel allowance, at the employee's choice, plus meal vouchers on days spent in the office.”

This is the passage that backed the answer about commuting, three messages earlier.

This piece works on its own. The knowledge base can answer on WhatsApp only, in interviews only, or both — and it serves other teams in the company with different content.

Dashboard

Where the team keeps track

Recruiters don't need to open Catalisa to get their work done. But when they do, the whole process is right there.

Today at a glance

What happened while you weren't looking

Daily volume, messages and workflow runs — and an alert when something fails.

A stage-by-stage pipeline, with counts and owners.

The process workflow, editable without code.

Who does the work

Agents and goals, under one roof

Each agent with its own role and its own tools.

Team goals measured against what happens in the pipeline.

Security and trust

What's yours stays yours

Recruiting deals with résumés, salaries and reasons for leaving a job. No jargon: what to say when your client's legal team asks.

The questions

Five of them, and none is about technology

They come up in every compliance meeting. Here they are, with answers you can repeat in front of your client.

01 — 05

“Where are the résumés and conversations stored?”

On our own servers, not in some foreign cloud nobody can pin down. Résumés, interview transcripts and conversation history stay in your operation's database.

If your client's policy requires it, even the AI engine can run in-house.

“Can one client see another client's candidates?”

No. Each client is a separate house with its own front door. The separation doesn't depend on someone remembering to configure it right — it's built into how the data is stored.

The same goes for knowledge bases: one client's policy never answers another client's question.

“Will the AI send something dumb to my candidate?”

Nothing sensitive goes out without someone accountable. Interview assessments, stage changes and résumé deliveries start as drafts or logged actions — an evaluation only reaches the client after a recruiter has read it.

If the answer isn't in your policy or your system, the conversation says it will check instead of improvising.

“Can it do whatever it wants in my ATS?”

It only does what's on the list you approved. That's not a promise of good behavior: anything off the list simply doesn't exist for it.

It's the same logic as giving an employee the key to one room, not to the whole building.

“How do I prove what happened?”

Everything is logged: which conversation moved the candidate to a new stage, when, and who approved the assessment that was sent.

If the client disputes a referral, you open the history instead of digging through someone's inbox.

Beyond the five

The basics, done

Externally audited

The platform went through an independent security audit, and what it flagged was fixed — including the hard parts.

LGPD without the drama

Brazil's data protection law, handled: candidate data belongs to the candidate. Deletion on request, with no ticket and no week-long wait.

Secrets stay secret

System keys and credentials are stored encrypted. Nobody on our team can read yours.

Nothing gets lost

A database copy on a separate machine, every day. A server failure doesn't become a lost hiring process.

Recording with consent

Candidates consent to recording before entering the room. Nothing is recorded behind anyone's back.

Conversations aren't training data

Your hiring content is never used to train models.

What we don't promise

We don't claim it's 100% bulletproof — anyone who says that is selling, not explaining. We tell you what's true: the content stays on our servers, what the conversation can do is a short list you approve, and every decision that affects a candidate goes through a person.

Frequently asked questions

What people ask before signing

The questions that come up in every conversation with a recruiting agency — answered straight, including the uncomfortable ones.

Straight to the point

Ten questions, ten answers

If yours isn't here, it's worth a thirty-minute call — faster than a proposal document.

Can we use it with the ATS our agency already has?

Yes. The conversation looks up roles and candidates, moves stages, adds notes and attaches résumés inside your recruiting system, via API — nobody switches tools. The integration built and tested so far is with Recruit CRM; other ATSs come in through the same door, and each one is a configuration job with a timeline, not a button that comes switched on.

What if we don't have an ATS at all, just spreadsheets?

Then your ATS starts here: candidate types with custom fields, a stage-by-stage pipeline and conversation history, in the same place the conversations happen. No migration project to get started — and if an ATS ever comes along, you can connect it later.

Do we need to change our agency's WhatsApp number?

The number needs to belong to the company and be dedicated to these conversations. If today it lives on someone's personal phone, the way forward is moving to an agency-owned number. Candidates still see a single number, with your brand name on it.

Does the AI reply on its own? Who reviews it?

It handles the routine on its own: status, stage, benefits, scheduling. Anything that affects how someone is evaluated — an interview assessment, a referral to the client — starts as a draft and waits for a recruiter to approve it. And when the answer isn't in your policy or your system, the conversation says it will check and brings in a person.

How long until we're up and running?

Days, not months. The recruiting setup comes ready-made: the work is connecting the number, uploading your documents, connecting the ATS and tuning the copy to your voice. The only item that doesn't depend on us is Meta's approval of the first-message template — which is why the pilot starts with a single role while that runs.

Do we need a technical team on our side?

No. You need someone who knows the process up close — who knows what to tell candidates and clients. Setup happens on screen, and the workflow is editable without code.

What if a candidate wants to talk to a person?

The conversation hands over to a recruiter, history included. A sensitive topic, a complaint or an explicit request ends the automation — there's no maze to get back to a human.

Does it work for roles at any level?

The design is the same for internships and leadership positions; what changes is the content — the questions, the policy and what the copilot watches for in the interview. In executive search, volume is lower and the value lies more in the interview and the assessment than in screening.

What about LGPD and interview recordings?

Under LGPD, Brazil's data protection law, candidates consent to recording before entering the room, and the transcript stays with the meeting. Deletion on request, no ticket needed. Your hiring content is never used to train models, and each client sees only what belongs to them.

How does buying it work?

It starts with a focused scope and a single role: switch on the piece that solves the problem and measure it on a real role before expanding. We don't do off-the-shelf price lists — an operation using only video interviews isn't the same as one using the full journey, and the proposal follows what you switch on.

How it starts

Four steps, and the first is a conversation

Step 01 Half an hour on your process

How your agency handles conversations today, where candidates drop off and what clients chase you for. No screen demo in this first call.

Step 02 The scope

Together we choose what to switch on first — messaging, interviews or knowledge — and what to leave out on purpose.

Step 03 Setup in your environment

Number, knowledge base, connection to your ATS and workflows with your copy and your policy. Measured in days, not months.

Step 04 Pilot with a real role

A real role, from start to finish, measuring what matters: time to first contact and how many candidates were still standing at the end.

Talk to our team

Demo

Three people, one number

The same assistant answers the candidate, the client company and the recruiter — each one getting only what's theirs. Pick a conversation and start typing. It's the real thing.

Before you start

What should we call you?

The assistant will address you by name, just as the conversation would continue on your WhatsApp. Just once, for all three conversations.

Answers come from the policy and open roles of this demo agency. None of these conversations changes data in any system.