Recruitment

Who uses it

• HR / Recruiters: Set up the careers page, hiring stages, application questions, scorecards, email templates, approval workflows and privacy settings. Publish jobs, manage every candidate and interview, create and send offers, convert hires into employees, handle candidate data requests, and run the reports.
• Managers / Hiring managers: Raise requisitions for their team. On jobs where they are on the hiring team they review applicants, move them between stages, reject or restore them, add notes and schedule interviews. They see salary figures only if they hold the salary permission or HR has allowed hiring managers to see them.
• Approvers: Anyone named in an approval workflow — a specific person, a role, a department head or the hiring manager's own manager. They approve, reject or return requisitions and offers from Recruitment › Approvals, even without any other recruitment access.
• Interviewers: Any employee placed on an interview panel. Under My Interviews they see their upcoming and past interviews, open the candidate's resume and the interview kit, and submit a scorecard. They cannot see other interviewers' feedback until they have submitted their own.
• Every employee: Browse the organization's open positions under Open Positions, refer someone they know, and follow the progress of their referrals.
• Candidates: Browse and apply on the careers page, pick an interview slot from a link if offered, and view, accept or decline their offer online. New hires then receive their login details by email and choose their own password at first sign-in.

What you can do here

Step-by-step: Hire someone from start to finish

1. 1Manager: go to Recruitment › Requisitions, click New requisition (or Request a hire on the Overview), fill in the role, openings, salary range and reason, and submit it for approval.
2. 2Approvers approve it under Recruitment › Approvals. The approved requisition creates a draft job.
3. 3HR: open the job under Recruitment › Jobs, complete the job ad, questions, stages and hiring team, and click Publish. Make sure the careers page is turned on in Settings › Careers page.
4. 4Share the job with the links on its Sharing panel. Applications arrive in the job's pipeline (Recruitment › Jobs › the job › Pipeline).
5. 5Move promising candidates forward, schedule interviews from the candidate's Interviews tab, and read the scorecards in the debrief.
6. 6Move the chosen candidate to the Offer stage, create the offer on their Offer tab, submit it for approval and, once approved, send it.
7. 7When the candidate accepts, click Convert to employee, check the pre-filled details, enter the work email and choose when to email the login details.
8. 8The new employee appears in Employees. At first sign-in they choose their own password, confirm their email and complete onboarding.

Step-by-step: Set up Recruitment for the first time

For HR / the Super Admin

1. 1Open Recruitment › Settings (or Settings › Recruitment).
2. 2Careers page: turn the page on, upload the banner, set the brand colours, headline, About, culture, perks and office locations, and the SEO title and description.
3. 3Stages: adjust the default hiring stages every new job starts with (Applied first, Hired last).
4. 4Questions & forms: build the question library and any reusable question sets; mark knockout answers where useful.
5. 5Scorecards: create scorecard templates with the attributes to rate and the interview kit questions.
6. 6Emails: review the candidate email templates (acknowledgement, rejection, interview invitation, offer, login details and others) and set the sender name and reply-to address under Privacy & defaults.
7. 7Approvals: review the requisition and offer approval workflows and change the approvers if needed.
8. 8Reasons and Privacy & defaults: check the rejection and decline reasons, retention periods, the offer expiry default, the knockout email delay and whether hiring managers may see salaries.
9. 9Review the Offer and Appointment letter templates in Lifecycle › Settings › Letters.

Step-by-step: Approve a requisition or an offer

For approvers

1. 1Open the notification, or go to Recruitment › Approvals (shown in the sidebar as "Hiring approvals" if you have no other recruitment access). The Waiting on me tab lists what needs your decision.
2. 2Open the item to read the details and the approval trail so far.
3. 3Choose Approve, Reject or Return (sends it back to the requester for changes), add a comment and confirm. The next level's approvers are notified automatically.

Step-by-step: Review applicants for your job

For hiring managers

1. 1Open Recruitment › Jobs and click your job, then Pipeline.
2. 2Click a candidate card to open the profile: read the resume, answers and notes.
3. 3Drag the card to the next stage, or use Move to…. To turn someone down, choose Reject, pick a reason and decide whether to email them.
4. 4Add a note for the team, typing @ to mention a colleague — they are notified.
5. 5Schedule an interview from the candidate's Interviews tab.

Step-by-step: Interview a candidate and submit a scorecard

For interviewers

1. 1You receive an email with a calendar invitation. Before the interview, open My Interviews (or Recruitment › Interviews) and click the interview.
2. 2Read the candidate's resume and the interview kit — suggested questions for each attribute.
3. 3After the interview, rate each attribute from 1 to 4 (or Not assessed), choose your overall recommendation, and write the key takeaways. Use Private notes for anything only HR should see.
4. 4Click Submit scorecard. You can now see your colleagues' scorecards, and you can edit your own for 7 days.

Step-by-step: Make an offer and convert the hire

For HR

1. 1On the candidate's Offer tab, click New offer. Check the pre-filled job details, set the joining date, probation and expiry date, and build the monthly salary structure.
2. 2Submit for approval. Once approved, click Send — the candidate receives the offer letter and a secure link.
3. 3Watch the offer's status: Sent, Opened by candidate, then Accepted or Declined. To change terms, Revise the offer (it is approved again).
4. 4When accepted, click Convert to employee. Enter the work email, check the department, designation, reporting manager, position and probation, and choose Login details: send now or on the joining date. Confirm.
5. 5Open the new employee record from the candidate profile or the employee's Hiring tab. If the person does not turn up, use Mark did not join on the Offer tab.

Step-by-step: Refer someone for an open position

For every employee

1. 1Open Open Positions from the sidebar and find the job — search or filter by department.
2. 2Click Refer someone, enter their name, email and phone, upload their resume, and say how you know them.
3. 3Submit. They receive a short email telling them you referred them, and the recruitment team sees the referral in the job's pipeline.
4. 4Follow their progress under the My referrals tab.

Step-by-step: Apply for a job and accept an offer

For candidates

1. 1Open the company's careers page or the job link you were sent, read the job and click Apply.
2. 2Fill in your details, upload your resume, answer the questions, accept the privacy notice and submit. You receive a confirmation email.
3. 3If you are invited to choose an interview time, open the link in the email and pick a slot; a calendar invitation follows.
4. 4If you receive an offer, open the link in the email to read the offer letter. To accept, type your full name and confirm; to decline, choose a reason.
5. 5After you accept, the company creates your employee account. You receive your login details by email; at first sign-in you choose your own password.

How it connects to other modules

• Employees: converting a hire runs the same steps as Employees › Add employee (employee number, seat limit, reporting line, position, leave balances, rehire check). The employee profile has a Hiring tab — for HR and the job's hiring team — showing the job, source, referrer and accepted offer.
• Lifecycle: the onboarding case, onboarding tasks, probation record and benefits start automatically on conversion. The Offer and Appointment letter templates are edited in Lifecycle › Settings › Letters. Cancelling a hire's onboarding marks them "did not join" in Recruitment, and Offboarding can raise a replacement requisition.
• Salary: the offer's salary structure becomes the employee's first salary version from the joining date.
• Org Chart: requisitions, jobs and offers can be tied to a position; the hire is assigned to it, and exceeding authorised headcount shows a warning.
• Notifications: approvers, hiring teams, interviewers, mentioned colleagues and referrers are notified in-app and by email (the Recruitment category in notification preferences).
• Audit Logs: every recruitment change is recorded under the Recruitment module, including candidate data exports and anonymisation.