Shortlist 548 job applicants with ChatGPT, then interview the top 20 yourself
Rome Precilla had 548 applications for one admin job. ChatGPT ranked a top 20 with notes. He interviewed 10 people, then 5, and hired 1. Time saved is not stated.
Who this is about: Entrepreneur hiring one admin assistant
What it takes
- Cost
- Free planChatGPT: Free plan. ChatGPT Plus costs $20 a month. Go, Pro, Business and Enterprise plans are listed on chatgpt.com/pricing.Price checked Oct 15, 2026 on help.openai.com. Prices change; check before you buy.
- Setup time
- Under an hourOur estimate from the source, for one business.
- Skill needed
- No codeApps and settings only.
Explain it simply
ChatGPT can read applications you paste in, or applications in an inbox you connect. You give it the job description and your extra criteria. It returns a ranked shortlist with a note on each person. It does not post the job or store a candidate record. You read every shortlisted resume before you invite anyone to interview.
Can ChatGPT screen job applications for a small business?
Yes, as a first pass. Connect ChatGPT to the inbox that receives applications, give it the job description, and ask it to rank a top 20 with reasons. Trinidad entrepreneur Rome Precilla did this with 548 applicants, then reviewed 20 resumes himself, ran interviews in two rounds and hired one (Tringlobe, Sep 2026).
| Workflow / use case | Primary AI role / tool slot | Input data | Expected business output / time saved |
|---|---|---|---|
| First-pass shortlist from a jobs inbox | ChatGPT (connected to the email inbox) | Job description, extra criteria, applications in email | Ranked top 20 with notes; humans interviewed 10, then 5, then hired 1. Time saved not stated |
How does this differ from other ways to do this job?
ChatGPT is the cheapest start and fine for one role. Workable and Homebase add job-board posting, an applicant record, and interview booking. Screening a jobs inbox with n8n can send replies on its own. This page keeps every decision with a person.
What was done
Trinidad entrepreneur Rome Precilla had 548 applications for one admin assistant role, according to a Tringlobe write-up of his Instagram post (Sep 27, 2026).
He connected ChatGPT to the inbox that received the applications, gave it the job description and extra criteria, and asked it to rank a shortlist with notes.
The write-up says ChatGPT identified a top 20. He then read those resumes himself, interviewed 10 people, kept 5 finalists, and hired 1.
No time saved is stated, so this page does not claim one. Applicants' materials went into an AI tool. Tell applicants that, and check local hiring rules before you do this.
How it went
A secondhand news write-up, not Rome's own long account and not a vendor case study. The path from 548 applications to one hire is specific. Hours saved are not.
- The write-up says ChatGPT could "identify and rank a top 20, with notes."
- He still interviewed in two rounds. The AI did not send offers or rejections.
Prompt
- Context / Role
You are a small-business owner with one open role and more applications than you can read this week.
- The copy-paste prompt
PromptWritten by our editors from the source I am hiring a [JOB_TITLE] for [BUSINESS_TYPE]. Here is the job description: [JOB_DESCRIPTION] My extra criteria, in order of importance: [EXTRA_CRITERIA] Referrals I want you to flag (not automatically rank higher): [REFERRALS] Task: 1. Read every application in [APPLICATION_SOURCE]. 2. Rank a top [SHORTLIST_SIZE]. For each: name, contact, 2-3 lines on why, quoting the application, and one concern. 3. List anyone who left out required information, so I can ask for it instead of rejecting them. 4. Do not judge on name, age, gender, photos, nationality or anything not related to the job. If an application has none of the must-haves, say so in one line. 5. Do not email anyone. I will read every shortlisted resume myself before I invite people to interview. Then write 5 interview questions that test the top criterion.- Variables to customize
- [JOB_TITLE]
- [BUSINESS_TYPE]
- [JOB_DESCRIPTION]
- [EXTRA_CRITERIA]
- [REFERRALS]
- [APPLICATION_SOURCE]
- [SHORTLIST_SIZE]
- Expected output / next step
A ranked shortlist with quotes, a missing-info list, and interview questions. Next step: read every shortlisted resume yourself before you invite anyone.
Written by our editors for any AI chat. It is not a built-in ChatGPT hiring feature. Do not email applicants from the draft.
Setup notes
- Write the job description and extra criteria before you paste anything into ChatGPT.
- Connect the jobs inbox, or paste the applications. Remove anything you are not allowed to upload.
- Ask for a shortlist with quotes from each application, not a yes or no.
- Read every shortlisted resume yourself. Interview in rounds. Do not let the chat email anyone.
- Tell applicants that AI will read their materials, and check local rules such as NYC Local Law 144.
Business fit
Who this helps, and how:
Salon hiring a front-desk lead: rank one pile of applications, then read every name on the shortlist yourself.
Local & serviceCafe hiring a supervisor: use a first-pass ranking for one role, then run the interviews yourself.
Local & serviceOwner hiring for a single role: shortlist a crowded inbox without buying an applicant tracker yet.
Solo founders
Related
- One Bot, one jobBot structure
- Evidence grade CScreen 900+ job applications without a recruiter: a CFO's AI setupVendor or secondhand, using Workable
- Evidence grade CScreen hourly applicants overnight so good ones don't take another job firstVendor or secondhand, using Homebase
- Evidence grade DA Small Recruiting Team Made Sure Every Applicant Gets a Reply With n8n and ChatGPTLight evidence, using n8n, ChatGPT and Airtable
- AI use cases for business operationsDepartment hub: AI for operations, 57 examples
Similar tools
Other tools for this job, and how they differ. Chosen by our editors, never paid for.
- n8n
Can watch a jobs inbox, score fit, and send replies. You build and host the steps.
See it in use: A Small Recruiting Team Made Sure Every Applicant Gets a Reply With n8n and ChatGPT
- Workable
Posts jobs and ranks applicants in one tracker. Standard was $299/month for 1-20 employees on Oct 24, 2026.
Source: Workable
- Homebase
Posts hourly jobs and can book interviews. The AI Hiring Assistant is a paid add-on to the free plan.
“Vendor or secondhand” (grade C) means: A tool maker's case study, a promotional demo, or someone else's write-up. How we grade. Spotted a mistake? Suggest a correction.