Recruitment module

Introduction to the recruitment module for managing your recruitment pipelines.

Recruitment is a centralized module that lets you create and manage your ongoing recruitment projects. The module consists of a dashboard with an overview of your recruitment projects, and navigating to a project lets you manage your candidates and applicants in a board or list view.

Some of the highlighted features of the module are:

• Kanban board and list view
• Customizable pipeline categories
• Book and conduct interviews
• Present candidates internally or externally
• Automations – decline emails and tasks
• AI matching – match jobs and candidates

Read on for more information about the various views available.

Recruitment dashboard

The module gives you a dashboard with an overview of your projects and their status, a pipeline showing the number of candidates currently being processed in the various pipeline categories, and a quick overview of new candidates, presentations, recruitment offers and job posts. Click on the project names to be taken to the project’s pipeline.

Navigating to any project, you can choose to work with your candidates and applicants through the Board or List view, depending on your preference. In the Overview, you can add a job description, add other co-workers, the customer contact person and other general information. For your published job posts, all the applications will be found in the Applicants tab, where you can perform an initial screening and either decline or accept them into your pipeline.

Overview

The overview provides general information for your project. Here, you will also find custom fields, candidate statistics (pipeline), project attributes, co-workers and contact persons. You have quick access to key details and edits of job posts linked to this project, and you can add new ones. Project admins can edit project information directly within the overview or use the Edit project in the dropdown next to the project name.

Create a job post with AI

AI-powered job post generation helps you quickly create compelling job listings using your existing project information or custom text inputs. This feature significantly reduces the time needed to create professional job posts while ensuring they align with your project requirements. Please note that creating job posts from project information requires a Recruitment Profile to be set up in the AI assistant. If no profile is configured, only the text-based AI creation option will be available.

Split commission management

The split commission functionality allows you to assign flexible percentages and easily specify which co-workers receive commission. You can distribute any amount (not exceeding 100%) of the project's revenue or contribution margin that fits your commission structure.

AI Assistant

AI Assistant offers two RecMan Intelligence features – AI matching and AI database scan, which are described in detail in this article.

Activity logging

The activity logging system improves project collaboration. You can keep your entire team informed and maintain a clear project history with enhanced tracking capabilities. To tag people, start with the @ sign and type their name. You can select from multiple predefined activity categories for better organization and pin important messages to ensure critical information remains visible.

Applicants

In the applicants' view, you can perform an initial screening of the newest applicants. Click on the various applicants to open up a drawer and view their CVs and more. Read about the Applicant drawer in this article.

The Applicants tab supports your recruitment workflow by prioritizing candidates who require immediate attention, grouping them accordingly. By default, applicants are grouped by current status rather than by job post. Untreated applicants are displayed at the top of the list for immediate visibility. Applicants within each status group are sorted from newest to oldest. Bulk actions are available for selected applicants, including moving to a particular step in the pipeline, declining, sending an email, and deleting.

Manually add applicants

This feature allows you to add candidates on their behalf directly to a job post, making it easier to capture interested talent.

Public recruitment: Anonymity

You can review, accept, or decline requests for anonymity from public application lists. There are additional fields for the reason for this decision and internal notes. Make sure you select the public sector in your job post settings for this feature to become available. The applicant's privacy status can be recognized by the anonymity icon located on the candidate cards in the Board and beside names in the Applicants list.

This feature is widely used in recruitment projects in the public sector in Norway.

Suggestions

Here you will see suggestions from the AI database scan.

Board/list views

The board view is a great way to get a visual overview of the candidates in the pipeline. Here, you can move candidates by drag-and-drop, or select multiple candidates at a time to have the action bar appear. Using the action bar, you can move several candidates at a time, send email/SMS, present, decline candidates, export to Excel, send assessment tests, add an event, add to the pool or remove candidates from the pipeline.

Clicking on an individual candidate will open a drawer view, displaying various information. Read more about the Candidate drawer in this article.

Tags

In different tabs, you can get a quick insight based on tags, showing:

	The candidate is added to the pipeline as an applicant. Click on it to see more application details.
	*This candidate has an interview registered.
	*This candidate has been presented. Click on it to see presentation details: who sent the presentation and when, all reviewer feedback and ratings.
	*This candidate has a reference check registered.
	*The candidate has been marked as irrelevant in the candidate card.
	The candidate chose to be considered only for specific positions for which they applied. This option has to be primarily activated in the Career page settings under Functions.

*Not specific to the project.

Source

You can track and identify the source through which candidates enter your recruitment process. This feature offers improved visibility into your sourcing effectiveness. All candidate entry points, including direct applications, manual additions, AI recommendations, Company Portal submissions, and more, are captured. The source appears as a tag on candidate cards for quick recognition and in the "Source" column in candidate list view.

The applicant tag on the candidate Board/List is clickable and provides quick access to all application details.

In this Application details modal, you can withdraw applications, which allows you to remove applicants from the active applicant pool. Withdrawn applications can be restored using the Undo function to reactivate applicants. Withdrawn applicants remain included in recruitment statistics and reporting.

Staffing

This tab will appear for projects with staffing or recruitment & staffing types. From the staffing tab, you can manage shifts, create bookings and view both active/inactive bookings, and access a list of jobs, complete with their status and key details. Click on an employee’s name or job title to open the corresponding drawers.

Shifts

Here, you can quickly create shifts, individually or in bulk, and assign employees more efficiently. You can also edit shifts and update details such as date, time, and break. If you want to group shifts, you can link them to bookings later. The interface makes it easy to sort, filter, and manage shifts at the project level. Additionally, you will see the assignment's progress (Assigned vs Requested).

Employee assignment modal

Using the assignment modal, you can view each employee's availability, request status, and team membership.

Files

Here, you may add and see files, links or create new documents related to this project.

Offers

The Offers tab will display all offers related to this project.

Settings

The Settings section is located under the dropdown arrow next to the project name and is only available for users defined as project admins. From here, you can change project automations, manage pipeline steps and other settings. Read more about project settings in this article.

Filters

Candidate filters make it easier to find and focus on specific candidates. You can use multiple filters at once for refined results. They allow you to:

• Use convenient quick filters, including "In-Process", "Hired" and "My Candidates".
• Filter candidates and applicants by status (in process, hired, declined, withdrawn).
• Filter by particular job posts when multiple are related to a project. Job posts show end dates, and users can quickly identify active (green) versus inactive (grey) listings by color.
• Filter by a responsible person(s) to see candidates assigned to specific team members.
• Filter by project-level or candidate-specific custom fields. This enables quicker identification of candidates based on skills, experience, qualifications, and more.

Search by name

Use the search function to filter candidates by name on the candidate board and in the applicants list. Simply type a name and instantly find who you're looking for.

Good to know

The recruitment project does not show up in my recruitment module dashboard.

The recruitment dashboard will only show recruitment projects where your user has been added as a co-worker or resource in the overview. If you are unable to resolve it immediately, try searching for the project in the master search and navigate to the pipeline through the project.

Unable to activate AI matching?

AI matching will be enabled in the settings with a sufficiently detailed job description. If you have added a job description and it won’t activate, try adding more to it.