Overview: Once your jobs are live on Stafio.ai, managing the influx of applications and guiding candidates through your hiring pipeline becomes crucial. This article will show you how to effectively oversee your open roles, track applicant progress, and perform essential actions on candidate profiles to streamline your recruitment efforts.
Key Sections & Step-by-Step Guide:
1. Accessing Your Open Roles and Applications
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From the Dashboard: Your Stafio.ai dashboard provides a quick overview of "Total Open Jobs" and a "Jobs Overview" section listing recent activities. Clicking on a job title here will take you directly to its detailed view.
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Via Talent Hub: For a comprehensive view of all your jobs and associated candidates, navigate to the "Talent Hub" in the left navigation panel.
- In the Talent Hub, you'll see a list of your open job postings. Click on any job title to view its specific details and manage its applications.
2. Understanding the Job Details Page
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Upon selecting a job, you'll land on its dedicated details page, which typically includes:
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Job Information: A summary of the job description, location, and other basic details.
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Hiring Team: Lists the recruiters, hiring managers, and interviewers assigned to this specific role.
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Applications/Candidates Tab: This is your primary view for managing applicants within the job's pipeline.
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Analytics/Reports Tab: Provides specific performance metrics for this job.
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Settings Tab: Allows you to edit the job details, application questions, and publishing options.
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3. Managing Your Candidate Pipeline
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The "Applications" or "Candidates" tab within a job's details page displays all applicants for that role, organized by your predefined pipeline stages (e.g., Applied, Screened, Interview, Offer, Hired).
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Pipeline View: Candidates are typically presented in a "Kanban" style board, allowing you to visually see how many candidates are in each stage.
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Filtering and Searching: Use the available filters (e.g., by name, stage, source) and the search bar to quickly locate specific candidates.
4. Performing Actions on Candidates
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Viewing a Candidate Profile: Click on any candidate's card or name to open their comprehensive profile. This profile contains:
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Resume/CV: Download or view their submitted documents.
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Application Details: Review their answers to custom application questions.
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Activity History: A timeline of all interactions, stage movements, and notes related to the candidate.
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Moving Candidates Through Stages:
- From Profile: Within a candidate's profile, there's usually a dropdown or button to manually change their pipeline stage.
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Communicating with Candidates:
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Send Email: Initiate direct email communication with the candidate. Stafio.ai may offer templates for common messages (e.g., interview invites, rejection).
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Send Message: (If applicable) Use an internal messaging feature.
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Scheduling Interviews:
- From the candidate's profile or the pipeline view, you can initiate the interview scheduling process, inviting interviewers and setting up calendar events. (See "Scheduling Interviews" - Coming Soon)
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Assigning Assessments:
- If integrated, you can assign pre-screening assessments directly from the candidate's profile. (See "Managing Assessments" - Coming Soon)
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Adding Notes & Collaboration:
- You can add private or shared notes about the candidate.
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Rejecting/Disqualifying Candidates:
- From the candidate's profile, select the option to "Reject" or "Disqualify." You may be prompted to select a reason and send a customizable rejection email.
5. Managing Job Status (Beyond Applications)
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Editing Job Details: Need to update the job description or change a setting? Go to the job's details page and select the "Settings" tab or an "Edit Job" option.
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Sharing Job: Easily generate a shareable link for the job posting to distribute manually.
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Pausing/Unpublishing Job: Temporarily remove a job from public view without closing it permanently. This is useful for roles where you've received enough applications for now but might reopen later.
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Closing/Archiving Job: Remove a job from active status once it's filled or no longer needed. (Detailed in "Closing, Duplicating, or Archiving Jobs")
Troubleshooting & Tips:
Issue: Candidate stuck in a stage/cannot move?
Suggested Fix: Ensure you have the correct permissions for your user role to move candidates. If the stage is part of an automated workflow (e.g., requiring an assessment completion), check if that prerequisite has been met. Contact Support@stafio.ai if the issue persists.
Issue: Can't find a specific candidate?
Suggested Fix: Use the search bar at the top of the candidate list. Apply filters (e.g., by current stage, name, source) to narrow down the results. Ensure you are looking within the correct job.
Issue: Emails/Messages not sending to candidates?
Suggested Fix: Check your email integration settings if you're using a custom email provider. Verify the candidate's email address is correct. Review your sent messages within Stafio.ai for any error notifications.
Issue: Job performance metrics seem off?
Suggested Fix: Ensure you are looking at the correct date range filters within the job's analytics section. If you suspect data discrepancies, contact Support@stafio.ai.
Issue: Want to customize pipeline stages?
Suggested Fix: Currently, pipeline stages are predefined. If you have specific needs, please provide feedback to our support team at Support@stafio.ai as customization may be on the roadmap.