Every CV that comes in through your jobs page or is added by hand enters the hiring pipeline, gets rated and followed up, so the time to fill a vacancy shrinks and CVs stop getting buried in email and WhatsApp.
Make every CV you receive get rated, followed and answered, and fill vacancies faster with candidates you know and can compare by the numbers.
17 tasks6 FAQs
What the system does
Jobs
Public jobs page
Stages board
Interviews
Job offer
Hiring
Optional AI
Reports
Works with
This system needs the following and switches them on with it:
01How do I create a new job opening and define its requirements and salary range?
From the sidebar, go to Recruitment then select Openings.
Click the New opening (or Created) button.
Enter the Job title, and select the Department, Website, and Employment type (full-time, part-time, contract, internship).
Set the Number of positions required for this job, and select the responsible Hiring manager.
In the salary section, set the Minimum salary and Maximum salary, and you can enable the Show salary in posting option for applicants.
Write the Job description and Requirements, and ensure the Resume is mandatory option is enabled.
Click Save.
Screen
Recruitment › Openings · Create
Permission needed
Recruitment — Openings / Add
02How do I add screening questions and knockout criteria to a job?
On the opening creation or edit screen under Openings.
In the Screening questions section, click the Add question button.
Write the question text (e.g., Are you fluent in English? or How many years of experience do you have?).
Select the Question type: Yes / No, dropdown selection, number, or open text.
If the criterion is mandatory for the job, enable the Knockout question option and specify the correct answer or minimum numerical threshold.
Enable the Auto-reject disqualified applicants option so the system automatically rejects any applicant who fails to meet these criteria immediately without consuming HR time.
Click Save.
Screen
Recruitment › Openings · Edit
Permission needed
Recruitment — Openings / Edit
03How do I publish a job opening to the public careers page?
In the Openings table, select the desired opening in Draft status.
Click the action button Publish opening.
The opening status changes to Published and appears immediately on the organization's public careers portal for job seekers to browse and apply.
Screen
Recruitment › Openings
Permission needed
Recruitment — Openings / Edit
04How do I share the direct job application link on LinkedIn and social networks?
Open the published opening in the Openings screen.
Click the action button Copy application link (or Share).
The system copies the public job page URL (formatted as /careers/{company}/jobs/{code}).
Share the link in your announcements on LinkedIn, social media, or job boards; clicking it opens a streamlined application form with questions and resume upload for applicants.
Screen
Recruitment › Openings
Permission needed
Recruitment — Openings / View
05How do I view incoming job applications and resume files?
From the sidebar, go to Applications (or open a specific opening).
The applicants table appears showing name, phone, opening, current stage, application date, and match score.
Click the Show button on any application to open the applicant's complete profile card.
Click the Download resume button to preview the PDF file attached by the candidate.
Screen
Recruitment › Applications · View
Permission needed
Recruitment — Applications / View
06How do I use the "Hiring Board" to track and move candidates?
From the sidebar, go to Hiring board.
Select the Opening from the top dropdown to view its candidates.
Drag and drop the candidate card to the next stage once they pass the preceding stage.
The system records the transition date and user name in the application audit log.
Screen
Recruitment › Hiring board
Permission needed
Recruitment — Applications / Move between stages
07How do I use AI analysis to generate a candidate summary and match percentage?
On the application view page in Applications.
In the Smart analysis card, click the Analyze resume button.
The system parses the resume file and matches experience and skills against job requirements.
An executive summary of the candidate appears with bullet points and a percentage match score to assist recruiters in fast screening.
Screen
Recruitment › Applications · View
Permission needed
Recruitment — Applications / AI analysis
08How do I rate a candidate with star ratings and add internal notes for the hiring team?
Open the job application in the Applications screen.
In the quick rating card, select the Star rating (from 1 to 5 stars).
In the Internal notes section, click the Add note button.
Write your impression or question and click Save; the note is visible only to hiring committee members and cannot be seen by the applicant.
Screen
Recruitment › Applications · View
Permission needed
Recruitment — Applications / Notes and star rating
09How do I schedule a job interview with a candidate and send them a WhatsApp invitation?
From the sidebar, go to Interviews (or from within the candidate's application).
Click the Schedule interview button to open the scheduling window.
Select the candidate, interview date and time in Date and time, and Duration in minutes.
Specify the Interview method: in-person (entering the address/location) or remote (providing a Zoom/Google Meet link).
Select the Interviewers from company staff (the system checks interviewers' schedule conflicts automatically to prevent overlaps).
Enable the Send WhatsApp invitation option and click Save; a formatted message with interview date and link is sent to them.
Screen
Recruitment › Interviews
Permission needed
Recruitment — Interviews / Add
10How does an interviewer complete the scorecard and recommendation?
The interview committee member accesses the Interviews screen and opens the completed interview.
Click the Fill evaluation button.
The interviewer evaluates key pillars (technical skills, communication, cultural fit, problem solving) with specific scores.
Designate the Final recommendation: Strong hire, Recommend hire, Do not recommend hire, or Definite reject, along with comments.
Click Save; the overall score is calculated and added to the candidate's evaluation file.
Screen
Recruitment › Interviews
Permission needed
Recruitment — Interviews / Complete scorecard
11How do I issue a formal job offer with salary and benefits in PDF format?
From the sidebar, go to Job offers (or from the "Job offer" stage in candidate card).
Click the Create job offer button to open the offer window.
Set the Monthly salary, currency, proposed Start work date, and Offer expiry date.
Under Benefits and Terms, detail health insurance, transportation allowance, working hours, and probationary period.
Click Save, then click the Download offer letter (PDF) button to preview the official formatted letter with company seal and logo.
Screen
Recruitment › Job Offers
Permission needed
Recruitment — Job offers / Add
12How does the candidate receive the job offer link to accept or decline online?
In the Job offers table, select the draft offer.
Click the action button Send offer to candidate.
The system sends an email and WhatsApp message to the candidate containing a secure, personalized link.
The candidate opens the link to view offer details and download a PDF copy, and finds two buttons: I accept the offer or I decline the offer (providing a decline reason).
Once the candidate makes a selection, the offer status in the system automatically updates to Accepted or Declined.
Screen
Recruitment › Job Offers
Permission needed
Recruitment — Job offers / Send offer to candidate
13How do I hire a candidate and automatically convert them to an employee in HR?
After the candidate accepts the job offer, go to their application in the Applications screen or Hiring board.
Click the action button Assignment.
The hiring confirmation window appears; select department, job title, joining date, and approved salary.
Click Confirm hire; the system automatically creates a new employee profile in Human resources with all personal information, phone number, and email, and the application status changes to Hired.
Screen
Recruitment › Applications · View
Permission needed
Recruitment — Applications / Hire (convert to employee)
14How do I reject a candidate while documenting the rejection reason?
In the Applications screen or Hiring board, open the candidate's card.
Click the action button Reject application.
Select the Rejection reason from the approved list:
Did not meet a core requirement.
Insufficient experience.
Overqualified / underqualified.
Salary expectation too high.
Candidate did not show up.
Position filled.
Enter additional notes, then click Confirm rejection (the application can be reopened later if needed using the reopen button).
Screen
Recruitment › Applications · View
Permission needed
Recruitment — Applications / Reject / reopen
15How do I add a standout candidate to the "Talent Pool"?
From the sidebar, go to Candidates.
Open the candidate card and click Edit to open the candidate details window.
Enable the Talent pool option.
Add descriptive tags in the Tags field (such as: UI designer, Laravel developer, 7 years experience).
Click Save; this option makes it easy to search for qualified candidates in the future and contact them immediately when new openings arise without advertising costs.
Screen
Recruitment › Candidates
Permission needed
Recruitment — Candidates / Edit
16How do I review recruitment funnel, time-to-hire, and applicant source reports?
From the sidebar, go to Recruitment reports.
The report presents visual charts and statistics:
Hiring funnel: number of applicants, how many reached interview stage, how many received offers, and how many were hired.
Average time to hire: in days from opening posting date until work start.
Recruitment sources: comparing efficiency of applicants from LinkedIn, careers page, employee referrals, or recruitment agencies.
Most common rejection reasons and Job offer acceptance rate.
Screen
Recruitment › Recruitment reports
Permission needed
Recruitment — Reports / View
17How do I customize recruitment stages to suit company policy?
From the sidebar, go to Hiring stages.
The standard recruitment stages table appears with sequential order.
Click the Edit button on any stage to change its name or order, or activate/deactivate it to align with the company's internal procedures.
Screen
Recruitment › Hiring Stages
Permission needed
Recruitment — Stages / Edit
Frequently asked questions
Why are some applicants automatically disqualified upon submitting their application?
When the Knockout question option is enabled along with Auto-reject disqualified applicants in opening settings, the system examines the applicant's answers on the careers portal. If an answer fails to meet a mandatory requirement (such as lacking a driving license or language proficiency), the system disqualifies the application immediately and logs the rejection reason as "Did not meet a core requirement" to save recruiters' time.
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Recruitment › Applications · View
Permission needed
Recruitment — Applications / View
Why does the system refuse duplicate applications from the same candidate?
The system includes smart safeguards against duplicate applications and spam; if a candidate applies using the same phone number for the same open position, the system refuses to open a second application and links the documents to the existing primary application to prevent fragmented candidate files and repeated interviews.
Screen
Recruitment › Applications
Permission needed
Recruitment — Applications / Add
Why does the message "Opening filled and positions completed" appear and the opening close?
When the number of hired candidates for a particular job reaches the Number of positions specified in the opening card, the system automatically transitions opening status from Published to Closed, and it is removed from the public careers page automatically to prevent receiving further applications for a filled role.
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Recruitment › Openings · Edit
Permission needed
Recruitment — Openings / Edit
Why is the "Hire" button only available at the job offer stage?
Under recruitment governance, the system prevents hiring any candidate directly from the initial application or screening stage without documenting the interview path, issuing a formal job offer, and obtaining approvals and candidate acceptance; ensuring all administrative and financial approvals are fulfilled before onboarding the candidate onto payroll.
Screen
Recruitment › Applications · View
Permission needed
Recruitment — Applications / Hire (convert to employee)
Why can interviewers only see interviews they are assigned to?
To ensure confidentiality of evaluations and maintain interviewer impartiality, regular interviewers are restricted to viewing interviews to which they have been assigned and completing their own scorecards. Viewing all company interviews and outcomes across all committees requires comprehensive interview management permission (recruitment.interviews.view_all).
Screen
Recruitment › Interviews
Permission needed
Recruitment — Interviews / View all (otherwise only their openings or interviews)
Why does the recruitment system require activating the Human Resources system?
The recruitment system is tightly integrated with Human resources; it relies on HR to fetch the organizational structure, departments, and job titles. Upon finalizing a hiring decision, it automatically creates the employee profile and employment record in HR without manual data re-entry.