Vladyslav Lysechko
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Chatbot · WhatsApp and CRM

Recruitment chatbot on WhatsApp: a case study with CRM leads

Candidates from the ads messaged on WhatsApp around the clock, and recruiters spent their time asking the same questions again and again. I built a recruitment chatbot on the WhatsApp Business API that asks the questions, sorts candidates and puts them straight into the CRM.

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By Vladyslav Lysechko, Lysechko Digital · Updated

Client
Recruitment agency in Poland
Channel
WhatsApp Business API
Delivered
Chatbot, CRM integration, own WhatsApp gateway
Period
May to October 2026
A WhatsApp lead in the CRM and the chat with the bot on a phone
Illustration. The numbers on top come from the project report for June to September 2026, the lead card and the chat are examples.
In short

The bot detects the language, asks where the candidate is, about work status and for a phone number, then creates a CRM lead with the campaign, ad set and ad. From June to September 2026 it handled 526 conversations: 195 candidates answered everything and became leads, 212 were filtered out automatically, and 8 who stopped halfway were won back.

526conversations in four months
195finished leads in the CRM
212filtered out automatically
9 of 9end to end tests passed before launch

The starting point

Click to WhatsApp ads brought candidates straight into chat. That meant many conversations, but also many people who did not fit the job, and recruiters answered the same questions every day. Nobody knew which ad a candidate came from.

What I built

  1. Questions with buttons. WhatsApp lists and buttons, so candidates answer with one tap. Replies in other languages are translated by a language model.
  2. The ad source on every lead. The ad ID from Meta is turned into the campaign, ad set and ad name.
  3. Screening. Candidates who do not fit go to a separate pipeline, so recruiters only see the right ones.
  4. A reminder. People who stop halfway get a short nudge.
  5. Own WhatsApp to CRM gateway. It replaced a paid service at 90 USD a month and handles photos, PDFs and voice messages.
  6. Tested before launch. 9 of 9 tests from first message to CRM lead passed.

The result

From June to September 2026 the bot handled 526 conversations. 195 candidates answered everything and landed in the CRM with their ad source, 212 were screened out without a recruiter spending time on them, and 8 who stopped were won back by the reminder. Recruiters now call candidates who have already answered the key questions.

Tools and tech stack

  • WhatsApp Business API
  • Node.js
  • Express
  • SQLite
  • OpenAI
  • CRM API
  • Meta Ads API
  • nginx

The client is anonymised. The numbers come from the project's own reports and measurements.

Want this for your business? See AI automation services or WhatsApp chatbot for business.

Questions and answers

What is a WhatsApp recruitment chatbot?

A bot on the official WhatsApp Business API that greets candidates, asks screening questions with buttons and saves the answers as a lead in your CRM, so recruiters only call people who fit.

Does a chatbot feel cold to candidates?

Not when questions are short and answers are one tap. The bot replies instantly around the clock, and a recruiter takes over by phone when the candidate fits.

How do you know which ad a candidate came from?

Meta passes an ad ID when someone taps an ad that opens WhatsApp. The bot turns it into the campaign and ad name and stores it on the lead.

Does this work outside recruitment?

Yes. The same setup can take bookings for salons and clinics or quote requests for contractors. The price is agreed in writing before we start.

Vladyslav Lysechko
Vladyslav Lysechko, Performance marketer, Lysechko Digital, Rånåsfoss, Nes, Norway

I have worked with ads on Google, Meta and TikTok for more than seven years and personally managed ad budgets from $1,000 a day up to $50,000 a month. For the last two years I have built websites, automations and AI assistants with AI every day. I help local businesses in Oslo and on Romerike get more calls and bookings. LinkedIn

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