WhatsApp AI assistant

Let us talk to your candidates for you.

Set up the event, upload your list, and we deliver a pre-filtered pool ready to select from. Without burning your afternoon on WhatsApp.

Book a demo How it works

AI Act + GDPR compliant EU-based servers Secure Official WhatsApp Cloud API

Active process

Mobile World Congress · NEXVRA Robotics

Bot working

Total

100

In conversation

Available

Unavailable

Pending

No reply

Loading candidates… 0s

Candidate

Source

Status

Key data

MG María García

App offer

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CP Carlos Pérez

Yobalia portal

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LR Lucía Romero

Database

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DS David Sanz

Regulars list

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How it looks today

We know what it's like to spend all day on WhatsApp chatting with event staff candidates

The bigger the event, the more repetitive conversations, more errors and more last-minute changes.

Recruiter in an office with many WhatsApp Web conversations open on her laptop

4-6h

on WhatsApp per event

To fill 50 slots your team chats with ~200 candidates on WhatsApp. Messages, voice notes and follow-ups one by one.

Recruiter with hands covering her face in front of a laptop with unanswered WhatsApp conversations

30%

don't reply

Without a system that politely follows up, you lose valid candidates simply because nobody chased them.

Laptop with WhatsApp Web open surrounded by post-its with handwritten event notes

Errors

from typing data by hand

Sizes, IDs, languages and licences copied from WhatsApp to Excel. One wrong digit drags through to the end.

How we work

Your team coordinates. We do the rest.

Configure your agency's protocol once. We apply it to every new event across all candidates in parallel.

Step 1

You define the needs

Event briefing: dates, profile, location, pay, uniform. The requirements and data we'll ask each candidate.

Step 2

You upload the list

Excel or CSV with candidates. Or straight from your current database via our API. No migrations, no manual reformatting.

Step 3

We chat with your candidates on WhatsApp

We reach all of them in parallel, in the language you set for the process: we confirm their availability, collect data, documents, photos, videos and voice notes. You can see every conversation and step in whenever you want.

Step 4

You pick from the pool

When you come back to your screen the team is already filtered. You select, we notify the chosen ones and ask for their commitment to confirm.

+ Event management

After selection, we keep working for you.

Once you confirm the list, we keep handling everything that comes before the event: documentation, signatures, reminders, file collection, forms.

On the candidate's screen: receives the document, signs it from WhatsApp, and we return it signed. No emails. No downloads.

PingStaff

online

Hi María 👋 please send me this document signed for the event on May 23rd.

10:24

document.pdf

PDF · Tap to sign

Document signed

✓ Received. Thanks María, you've got the signed document in this chat.

10:25

document.pdf

Candidate signature

Signature sent

We send attachments

Documents, layouts, client dossier — automatic on confirmation.
Document signing

Agreements and commitments signed without leaving WhatsApp.
We collect files

ID, photo, video, audio. We classify them and link them to the candidate.
Forms

Structured questionnaires with field-by-field validation.
We follow up for you

If a field is missing or the date approaches, we chase it on your behalf.
Custom fields

Any field you define: size, language, licence, etc.

Want to see it with your case?

15 minutes by video call. We'll show you how we'd apply it to your agency.

Book a demo

The difference

A solution tailored for staffing agencies.

We know the trade: temporary staff, shifts, dates, pay, uniforms, sizes, contracts, languages, documents…

Secure by design

Your team decides; we keep a full trail of every conversation. AI Act and GDPR compliant from the first message, with data encrypted in the EU and auto-deletion after the event.

We don't replace what you already use

We coexist with your database, CRM or spreadsheet. We're the conversational piece you were missing — no migrations, no process changes.

Integrates with your system

Through our API, PingStaff doesn't work in isolation: it connects to the app, ERP or management system your agency already uses. Candidates, processes and results flow directly between your stack and ours, with no double work. And if you don't use any, everything runs from the web panel.

Multi-language

Choose the language for each process and we talk to those candidates in that language, from start to finish.

No risk of fines

We've done the legal homework for you

From August 2026, any AI system that talks to candidates in the EU must comply with the AI Act. Fines up to €35M or 7% of global turnover. We cover what the law requires, so your agency doesn't have to worry about compliance.

Framework: Regulation (EU) 2024/1689 (AI Act) · GDPR · Spanish Law 15/2022 · Workers' Statute

Mandatory disclosure to the candidate

We identify ourselves as AI in the first message (AI Act Art. 50). We don't trick anyone.

Anti-discrimination policy

Green/amber/red criteria system. We block prohibited criteria (origin, age, gender, pregnancy). Auditable.

Automatic deletion of personal data

180 days after closing the process. Configurable. We only keep anonymised metadata for legal audit.

Full conversation traceability

Every message, classification and status change is logged. Selection decisions are made by your team — we keep the auditable trail. GDPR Art. 22 covered.

Encryption at rest and in transit

AES-256-GCM for secrets. HTTPS mandatory. HttpOnly cookies + CSRF. 2FA available.

Official Meta integration

We use WhatsApp Cloud API, Meta's official API for businesses. No scrapers, no grey automation. Your number is registered as a verified business.

Frequently asked

What you're probably wondering

Is it legal to use AI with candidates in Spain?

Yes, as long as you comply with the EU AI Act: inform the candidate they're talking to AI, avoid discriminatory criteria, and be able to audit how data is processed. We do all of that automatically: we identify as AI in the first message, block prohibited criteria, and keep a full record of every conversation. Selection decisions are made by your team, not the AI.

What if the candidate prefers to talk to a person?

They ask and they're handed over. We automatically escalate to the recruiter when we detect that request or when a situation needs a human decision (complaint, ambiguity, off-briefing question).

Do I need a special WhatsApp Business account?

Yes. We use WhatsApp Cloud API (Meta's official one for businesses). We help you in onboarding to link your number. Any business number can switch to the Cloud API model in a few hours.

Can I keep using my current software?

Yes. We don't replace your system, we complement it. You upload candidates from Excel/CSV or connect your system via our API. When we're done, we hand back a list you can re-integrate wherever you want.

What happens to the personal data we collect?

We only store what the event needs (size, languages, licences, availability). Encrypted at rest. We delete it automatically 180 days after closing the process (configurable). The candidate can exercise their GDPR rights through the usual channels.

How long does it take to launch the first process?

If your WhatsApp Cloud account is ready, we run the first event the same day as onboarding. If you need to migrate your number to WhatsApp Cloud, it's 1-2 extra days. We guide you through the whole setup.

How much does it cost?

Monthly fee based on number of users, from €349/month for small teams. No lock-in. In the demo we give you a closed quote based on your team size.

Are WhatsApp and AI costs included?

No: WhatsApp messages (Meta) and the AI (Anthropic Claude) are paid directly to each provider with your own account, with no markup from us. The costs are low and you only pay for actual usage. As a rough idea, an agency contacting 600 candidates a month typically spends around €45/month on WhatsApp and around €15 on the AI — roughly €60/month, on top of your PingStaff subscription.

Free demo · 15 minutes

Tailored to your agency

15 minutes by video call. We show you the product with a real case, we talk about your workflow and see if we fit your way of working. No commitment, no hard sell.

Book a demo

From €349 / month · No lock-in · EU-based servers

Rather we reach out to you?

Leave us your details

If booking a call isn't your thing, tell us who you are and we'll get back to you within 24 business hours. Or email us directly at hola@pingstaff.com.