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How Epicor Uses AI in Hiring and What It Means for You as a Candidate

AI is transforming how we work, and hiring is no exception. At Epicor, we’re exploring how AI can help us streamline recruiting operations, enhance candidate experiences, and make smarter, faster decisions. But innovation must be balanced with responsibility.

That’s why we follow the Epicor AI Guidance, which ensures our use of AI is:

  • Ethical and transparent.
  • Privacy-conscious and secure.
  • Free from bias and discrimination.
  • Continuously monitored and audited

Here’s what you should know about how we use (and don’t use) AI during our hiring process.

How We Use AI in Talent Acquisition at Epicor

Although AI can’t replace human judgment, it can support and accelerate OUR work. AS A CANDIDATE, it’s important to learn how WE collaborate with AI during the hiring process

  • Draft job descriptions and communications more efficiently.
  • Summarize internal notes and feedback (never your personal data).
  • Research market trends to improve our hiring strategies.
  • Automate simple tasks like scheduling interviews.
  • Automate interview scripts to ensure they reflect company values and core competencies.

We Do NOT use AI in these situations:

  • Making hiring decisions.
  • Screening candidates.
  • Conducting background checks.
  • Evaluating protected characteristics
  • Replacing human evaluations.

Why We Use AI in Talent Acquisition at Epicor

AI helps teams across Epicor, from HR and support to cybersecurity and product development, to work more efficiently and deliver better experiences. In hiring, it allows us to:

  • Communicate faster and more clearly.
  • Personalize your candidate experience.
  • Focus more time on meaningful conversations

Your Privacy Matters

We take your privacy seriously:

  • We don’t input your personal information into public AI tools.
  • We follow strict data protection and compliance policies.
  • We only use Epicor-approved AI tools that meet our security standards. For more details, view our Epicor AI Code of Conduct here.

 

How You Can Use AI During our Hiring Process

Bring Your Authentic Self!

At Epicor, we’re excited to learn more about the real you, in order to help you find the career path that best matches your strengths, aspirations, and goals.

Throughout our interview process, we seek to have a two-way conversation that helps us understand how you think, analyze, and perform in the moment, bringing all of your real-life experience and natural curiosity to your desired role.

We use these interactions to determine how your strengths align with the role at hand, as well as with our overall Epicor mission and values. It’s also an opportunity for you to ask thoughtful questions about the position and our organization.

The Role of AI

There’s no denying that AI is in the mix, in both our personal and professional lives. Although it can be a great tool to help streamline certain tasks and free us from busywork, AI has a very specific, clearly defined role in the interview and hiring process. We’ve created these guidelines to define the ways AI should and should not be used, so you don’t have to guess—think of it as your guide to presenting your true self as you explore your career path at Epicor.

Behind the Scenes vs. Live

The more you prepare for a job interview, the better equipped you are to succeed. This preparation can take the form of research on the company, reaching out to your network, and yes, even using AI to find out certain industry facts (make sure to verify everything!). However, once the interview starts, we want it all to be live and in-person, with no AI used to supplement your interview performance unless it has been previously requested or agreed to.

The following use cases illustrate how and when to use AI in your job search process. If these guidelines are not adhered to, it could affect your candidacy. Unsure of whether or not you can use AI at any stage? Ask whomever you are working with on the Talent Acquisition team! It never hurts to seek permission first, rather than face unintended consequences later.

 

AI Use Cases

Applications

  • Acceptable: Formatting, structuring, basic editing of resume or cover letter.
  • Unacceptable: Misrepresenting your background, qualifications, or abilities.

Phone and/or Zoom interviews

  • Acceptable: Prep work before the interview, interview practice on your own time.
  • Unacceptable: Reading from AI-generated materials during the interview, using AI-generated scripts, or altering genuine answers using AI tools.

Take-Home Assignments

  • Acceptable: Researching with AI, using AI for outlines or first drafts. (Be warned, though—AI’s writing style if often repetitive and overly wordy. Your own voice and original thoughts are always better!)
  • Unacceptable: Asking AI to create the entire response or supply all of the answers.

Live Coding Assessments

  • Acceptable: Using AI tools transparently to develop prompts as necessary in certain assignments, with detailed responses of how the tools are used and how the prompts were created.
  • Unacceptable: Whole-cloth AI requests to do the entire assignment, with no explanation of appropriate prompts or methodology behind the answers.

 

Our Turn: How We Use AI at Epicor

Just as we expect our candidates to use AI appropriately, we hold ourselves to the same high standards.

Across the Talent Acquisition department, we are measured and careful with our use of AI. Although some AI tools are indeed highly evolved, we do not believe they can replace human knowledge, input, and expertise in making key decisions in the hiring process. AI is not without its risks, biases, and errors, so we view it as a supplement to, NOT a replacement for, human intelligence and judgment. 

Therefore, we view it as a helpful assistant that can streamline some tasks, but only with human oversight. Here are a few examples of ways we use AI to support our team:

Standard Content

  • Job descriptions – We may use AI to write first drafts or streamline job descriptions before posting.
  • Interview questions – Recruiters may use AI to fine-tune interview questions for relevance and efficacy before using them in the hiring process.
  • Sourcing messages – Hiring teams may use AI tools to draft compelling messaging to attract potential candidates.
  • Important Caveat – All of the above use cases are a blend of AI ideas and human input, with human approval as the final say.

Parsing Resumes

Epicor uses AI tools as part of our resume parsing, in order to efficiently pinpoint certain resume details that can identify a relevant candidate. It’s important to note that this process supports our resume anonymization standards, where certain details (such as candidates’ names) are left anonymous to maintain a fair and equitable resume review.

Interview Transcription and Summaries

With consent from both the candidate and the interviewer, we use AI tools to transcribe and summarize interview content. We believe this leads to a more meaningful interaction during the interview itself, where the interviewer can fully engage with the candidate without having to look down and type or write notes. It also eliminates the risk and potential delays caused by incomplete interview documentation, or misremembering responses. This method saves time while ensuring accuracy.

The Takeaway

You are your best asset in the hiring process! The more prepared, thoughtful, and authentic you are, the better you’ll be able to share your readiness to take on your desired Epicor position. Use AI to prepare beforehand, to help draft ideas, and to research ahead of time…but when it’s time to show up, just bring yourself.

For a detailed look at our AI Code of Conduct, click here.

Questions? If you ever have questions or concerns about how AI is used during your hiring journey with Epicor, you can always reach us at recruiting@epicor.com.

We’re committed to transparency and want you to feel confident every step of the way.