Work through this list once before you open your first vacancy. Day-to-day use is covered in Create and manage vacancies.
1. Decide who can do what
Where: Administration → Members (admins)
- HR can already see and manage all recruitment.
- Give Recruitment admin to anyone outside HR who should manage every vacancy, the settings and the email templates.
- Hiring managers, recruiters and interviewers are added per vacancy on its Hiring team tab. Each person only sees the vacancies they're on, and interviewers can't see pay or change applicants.
- Give Offer approver to anyone outside HR who should approve offers (for example a director). HR and admins can already approve. See Prepare and approve offers.
- Capabilities never raise someone's role, and external accountants can't hold them.
2. Pipeline stages and tags
Where: Recruitment → Settings (HR and recruitment admins)
- Rename, reorder or add stages. Every stage belongs to a group (such as screening, interview or offer) so reports stay comparable. A stage that has been used is archived rather than deleted.
- Create the tags your team will use, such as "Strong referral" or "Needs visa". AI can only suggest tags from this list.
- Under Assessment and reminders, set Flag unreviewed applications after (3 days by default), when Feedback requests are due, and whether people must submit their own scorecard before seeing others'.
3. Careers page
Where: Recruitment → Settings → Careers page
Turn on your hosted careers page, check the address (/careers/your-organisation), and add the
websites allowed to embed your vacancy list if you'll put it on your own site. Your branding from
Organisation → Branding is used automatically. Uploaded files are virus-scanned before anyone can
open them.
4. Email templates
Where: Recruitment → Emails
Only the application receipt is sent automatically. Write and approve templates for interview invites, updates, cancellations and outcomes. Drafts can't be sent, and editing an approved template sends it back to draft for review.
5. AI assistance (optional)
Where: Organisation → Settings → AI assistance (admins)
Both switches are off by default. Candidate AI needs an approved provider and a recorded processing arrangement first. See Turn on and manage AI assistance.
6. Offer documents
Where: Organisation → Documents → Templates
Offers attach a finalised employment agreement. Approve an employment agreement template now so HR can create and finalise an agreement for each new hire. See Document templates.
7. Reminders
Where: Recruitment → Settings → My notifications
Reminders go out once a day for unreviewed applicants, overdue feedback requests and job-board listings that should come down. Each person chooses under My notifications whether they get Daily reminders and Mentions and feedback requests. This only affects their own inbox.
Quick check
- Recruitment admins and offer approvers chosen
- An approved employment agreement template
- Stages, tags and reminder timings set
- Careers page on and branding looks right
- At least one approved email template for each type you'll send
- AI decision made (on or off) and, if on, the arrangement recorded