Candidate Sourcing & Outreach

By Varun Mishra

• 5 articles

How Smart Outreach works

Overview: Stafio.ai's Smart Outreach is an automated, intelligent system designed to streamline candidate sourcing and initial engagement. Instead of requiring manual setup of communication sequences, Smart Outreach automatically filters and identifies the most relevant candidates for your job postings and, once initiated by you, triggers a pre-configured, automated outreach to them. This ensures efficient, personalized, and timely talent acquisition with minimal manual effort. Step-by-Step Functionality: 1. Enabling Smart Outreach - To activate this automated talent identification and outreach feature, you first need to enable it. - Navigate to Settings > Platform Configuration and toggle the "Enable/Disable Smart Outreach" option to ON. 2. Accessing Suggested Talent - Once enabled, Stafio.ai's Smart Outreach system continuously analyzes your active job postings and searches its talent database (including your existing talent pools and new incoming candidates). - It automatically filters and surfaces the most relevant candidates directly within each individual job post. - To view these system-suggested candidates, go to an individual job post and click on "Suggested Talent." Here, you will see a list of candidates identified by Smart Outreach as a strong match for your role. 3. Initiating Automated Outreach (Send Invite) - When you are ready to engage with the suggested candidates, select the desired candidates from the "Suggested Talent" list. - Then, click on "Send Invite." - This action triggers the pre-defined, automated outreach sequence designed by Stafio.ai for these candidates. You do not need to manually configure message content, delays, or conditional logic at this point; the system handles these automatically based on its internal algorithms. 4. Monitoring Automated Outreach Performance - Once the automated outreach is initiated, Stafio.ai automatically manages the communication flow with the selected candidates. - You can monitor the performance of this automated outreach, and gain insights into the overall job overview related to these candidates: - Delivery Rate: How many invites were successfully sent. - Engagement Metrics: Track open rates, click-through rates (if applicable), and reply rates from the automated messages. - Conversion: See how many candidates from the Smart Outreach ultimately applied to the job. - Job Overview: Within the job's analytics or a dedicated dashboard section, you can see how Smart Outreach contributes to the overall candidate pipeline for that specific job, including the number of candidates sourced, engaged, and converted via this automated method. - You can also see the status of each candidate engaged via Smart Outreach (e.g., "Invite Sent," "Opened Invite," "Replied," "Applied"). Benefits of Smart Outreach: - Automated Efficiency: Significantly reduces the manual effort in identifying and initially contacting suitable candidates. - Targeted Sourcing: Leverages Stafio.ai's intelligence to present highly relevant talent directly. - Consistent Engagement: Ensures timely follow-ups are handled automatically, increasing response rates. - Focus on Quality: Allows recruiters to focus on evaluating engaged candidates rather than initial sourcing and outreach mechanics. Troubleshooting & Tips: Issue: Smart Outreach not suggesting relevant candidates? Suggested Fix: Ensure your job posting is highly detailed and accurate with clear keywords and responsibilities. The system relies on this information for matching. Issue: Outreach not initiating after "Send Invite"? Suggested Fix: Double-check that Smart Outreach is enabled in Settings > Platform Configuration. Verify your email integration is active and correctly configured if the outreach involves emails. Issue: Want to customize the automated messages? Suggested Fix:The core Smart Outreach is pre-configured for automation. For custom messaging, you might need to use direct email communication or other manual outreach features if available. Issue: Low engagement from Smart Outreach candidates? Suggested Fix: Review the effectiveness of your job description itself. While outreach is automated, the job's appeal is crucial. Consider if your initial invites are reaching candidates during optimal times (though this is often system-managed).

Last updated on Oct 02, 2025

Sourcing talents through the platform

Overview: Beyond automated outreach, Stafio.ai provides robust tools for actively sourcing and discovering talent directly within the platform's database. This allows you to proactively search for candidates with specific skills, experience, or backgrounds, build targeted talent pools, and manage your pipeline more strategically. Step-by-Step Guide to Sourcing: 1. Accessing the Talent Search Feature - To begin sourcing, navigate to the "Talent Search" or "Candidates" section in your Stafio.ai left navigation panel. This is your primary hub for exploring the entire candidate database. - Alternatively, you might find a search bar directly within the "Talent Hub" that allows you to search across all candidate profiles. 2. Performing Basic Keyword Searches - In the main search bar, you can start by entering keywords relevant to the role you're sourcing for. - Keywords can include: - Job Titles: e.g., "Software Engineer," "Marketing Manager" - Skills: e.g., "Python," "AWS," "SEO," "Project Management" - Company Names: e.g., "Google," "Accenture" - Degrees/Certifications: e.g., "MBA," "PMP" - Press Enter or click the Search icon to view the initial results. - The system will display a list of candidates whose profiles contain these keywords. 3. Utilizing Advanced Search and Filters (Introduction) - While basic keyword search is a good start, Stafio.ai offers powerful filters to narrow down your results with precision. These will be covered in detail in the next article, but here's an overview: - Look for a "Filters" button or a sidebar with various filter categories. - Common filters include: Location, Experience Level, Education, Industry, Source, Current Company, Salary Expectations, Availability, and Custom Tags. - Applying these filters helps you quickly pinpoint candidates that truly match your specific requirements. 4. Browse and Leveraging Talent Pools - If your organization maintains Talent Pools (pre-curated groups of candidates for future needs), you can access and search within these as well. - Look for a "Talent Pools" tab or section within the "Talent Search" area. - Clicking on a specific talent pool will display the candidates within it, allowing you to further search or filter that specific pool. 5. Reviewing Candidate Profiles - From your search results or talent pool views, click on any candidate's name or profile card to open their detailed profile. - A candidate's profile typically includes: - Resume/CV: Downloadable or viewable. - Contact Information: Email, phone, LinkedIn (if available). - Skills & Experience: Detailed breakdown. - Application History: Past applications within your system. - Internal Notes & Activity: Any team notes, communication history, or tags applied. - This comprehensive view helps you quickly assess a candidate's suitability. 6. Taking Action on Sourced Candidates - Once you've identified suitable candidates, you can perform various actions directly from their profile or the search results: - Add to Job: Link the candidate to an existing job opening and assign them to a pipeline stage. - Add to Talent Pool: Place the candidate into a relevant talent pool for future consideration. - Send Message/Email: Initiate direct communication with the candidate. - Tag/Shortlist: Apply custom tags or add them to a shortlist for quick access. - Share Profile: Share the candidate's profile with a hiring manager or team member. Benefits of Sourcing Through the Platform: - Precision: Use detailed search queries and filters to find exact matches. - Proactive Recruitment: Build relationships with talent before immediate needs arise. - Efficiency: Centralized database saves time compared to external sourcing. - Data Leverage: Utilize internal candidate data for better matching and insights. Troubleshooting & Tips: Issue: Too many search results? Suggested Fix: Refine your keywords. Start broad, then add more specific terms. Utilize quotation marks for exact phrases (e.g., "Project Manager"). Move to advanced filters to narrow by location, experience, etc. Issue: Too few search results? Suggested Fix: Broaden your keywords. Try synonyms (e.g., "Developer" instead of just "Programmer"). Check for typos. Ensure your filters aren't too restrictive. Issue: Can't find a specific candidate you know is in the system? Suggested Fix: Try searching by their exact name or email address. Ensure you don't have active filters that might be excluding them. Issue: Candidates in search results are not recent/active? Suggested Fix: Look for filters related to "Last Active," "Last Updated," or "Application Date" to prioritize recent activity.

Last updated on Oct 02, 2025

Using filters and advanced search

Overview: Stafio.ai's powerful filters and advanced search capabilities allow you to precisely pinpoint the ideal candidates within your talent database. Building on your basic searches, these tools enable you to refine your results by numerous criteria, ensuring you find the best matches for even the most niche roles. Step-by-Step Guide to Advanced Search & Filtering: 1. Accessing Search Filters - After performing an initial keyword search in the "Talent Search" or "Candidates" section, you will typically find the filters on a sidebar to the left or right of the search results, or accessible via a prominent "Filters" button. - Click on a filter category to expand it and view the available options. 2. Common Filter Categories and Their Use Stafio.ai provides a comprehensive set of filters to narrow down your candidate pool: - Location: - City/State/Country: Specify geographic locations. - Remote/On-site/Hybrid: Filter by preferred work arrangement. - Experience Level / Years of Experience: - Select predefined levels (e.g., Entry-level, Mid-level, Senior, Executive). - Input a specific range of years of professional experience (e.g., "3-5 years," "7+ years"). - Skills: - Type in specific technical or soft skills. The system may offer auto-suggestions. - You might be able to designate skills as "must-have" (all required) or "nice-to-have" (at least one of these is preferred). - Job Titles (Past/Present): - Search for candidates who have held specific job titles in their career history. - Current/Previous Companies: - Find candidates who have worked at specific organizations. - Education: - Filter by Degree (e.g., Bachelor's, Master's, PhD), Field of Study, or University. - Industry: - Select industries relevant to your hiring needs (e.g., Technology, Finance, Healthcare). - Source: - Identify candidates based on where their profile originated (e.g., LinkedIn, Indeed, Career Page, Referral, Direct Application, Manual Upload). - Last Active/Updated: - Prioritize candidates whose profiles have been recently updated or who have recently shown activity within the platform. - Availability: - Filter by a candidate's current availability status (e.g., "Immediately Available," "1-2 Weeks Notice," "Currently Employed"). - Tags/Labels: - If your team uses custom tags to categorize candidates (e.g., "High Potential," "Interviewed," "Passive"), you can filter by these. - Salary Expectations (if captured): - Filter by a specified salary range if this data point is available in candidate profiles. 3. Applying Multiple Filters - Stafio.ai typically applies an "AND" logic when you use multiple filters. This means a candidate must match allselected filter criteria to appear in the results. - As you apply filters, the search results will dynamically update, and the active filters will usually be displayed at the top of the results list, allowing you to easily remove or modify them. 4. Creating and Managing Custom Talent Pools - Beyond individual searches, Stafio.ai allows you to organize promising candidates into Custom Talent Pools for future reference and proactive engagement. This is especially useful for roles you frequently hire for or for building pipelines of passive talent. - To Create a New Talent Pool: Look for an option like "Create New Talent Pool" within the "Talent Search" or "Talent Pools" section. You'll typically name the pool (e.g., "Future Marketing Leads," "Frontend Dev Prospects"). - Adding Candidates to a Talent Pool: - From Search Results: After filtering for relevant candidates, you can usually select multiple candidates and choose an "Add to Talent Pool" action. - From Candidate Profile: When viewing an individual candidate's profile, there will often be an option to "Add to Talent Pool." - Managing Talent Pools: You can view, search within, and manage candidates in your custom talent pools from the main "Talent Pools" section, ensuring you have a curated pipeline ready when new roles emerge. Tips for Effective Filtering: - Start Broad, Then Refine: Begin with essential keywords, then progressively add filters to narrow down your results. - Combine Filters Strategically: Use a combination of skills, experience, and location filters for the most relevant matches. - Review Filtered Results: Always examine the first few pages of results to ensure your filters are working as intended and not excluding relevant candidates. - Experiment with Boolean: Practice using AND/OR/NOT to maximize the precision or breadth of your keyword searches. Troubleshooting & Tips: Issue: No results after applying filters? Suggested Fix: You might have applied too many filters or filters that conflict. Try removing one or more filters to broaden the search. Check for typos in keyword fields. Issue: Filters not showing expected options? Suggested Fix: Ensure you are in the correct search context (e.g., "All Candidates" vs. "My Talent Pool"). The available filters might vary slightly. Issue: Results are still too broad/irrelevant? Suggested Fix: Try adding more specific keywords or utilizing additional niche filters that might be available (e.g., "Certifications," "Languages"). Issue: Can't add candidates to a talent pool? Suggested Fix: Ensure you have the correct permissions. Check if the talent pool has reached its capacity limit, if any.

Last updated on Oct 02, 2025

Inviting external candidates to apply

Overview: While Stafio.ai's internal sourcing tools are powerful, you often encounter promising candidates outside the platform through networking, referrals, or other channels. Stafio.ai enables you to easily invite these external candidates to apply to your open roles, streamlining their application process and bringing them directly into your recruitment pipeline. Methods for Inviting External Candidates: 1. Sharing a Direct Job Application Link - This is the most common and straightforward method to invite external candidates. Every job posting on Stafio.ai has a unique, shareable application link that directs candidates directly to the job description and application form. - Steps to Get the Link: - Navigate to the individual job post you wish to invite candidates for. - Look for a "Share Job," "Copy Link," or similar option, often found near the job title or within an "Actions" menu. - Click this option to copy the unique application URL. - How to Use: You can then paste this link into a personal email, a LinkedIn message, or any other communication platform you use to reach out to candidates. 2. Sending a Direct Email Invitation from Stafio.ai (if available) - Stafio.ai may offer a feature to send an invitation email directly from the platform to an external candidate's email address. This method can offer better tracking and a more integrated experience. - Steps to Send Direct Invite: - Go to the "Candidates" or "Talent Search" section. - Look for an option like "Add Candidate," "Invite Candidate," or a similar action that allows you to manually enter a candidate's basic details (Name, Email). - Upon entering their details, you will typically find an option to "Send Application Invite" or "Invite to Job." - You may have the opportunity to select the job they should apply to and add a personalized message to the invitation email. - Benefits: This method often tracks whether the invite was opened or if the candidate started/completed the application, providing better visibility. [Placeholder for image: Screenshot of "Add Candidate" / "Invite Candidate" flow leading to email invite] Customizing Your Invitation: - When sharing a link or sending a direct invite, always include a personalized message. - Key elements to include: - The specific job title you're inviting them to. - Why you think they'd be a great fit (highlight their relevant skills/experience). - A clear Call-to-Action (e.g., "Click here to view the full job description and apply"). - Your contact information for any questions. Tracking Invited Candidates: - Stafio.ai typically provides insights into candidates who have been invited: - Job Applicants List: Once an invited candidate applies, their profile will appear in the specific job's applicant list. - Candidate Profiles: If they were added manually before inviting, their profile might show "Invite Sent" status. - Outreach/Invite Reports: Some systems offer dashboards to track the status of all sent invites (e.g., sent, opened, clicked, applied). - You may also see the "Source" of the application attributed to "Direct Invite," "External Source," or similar if they used your link. Best Practices for Effective Invitations: - Be Specific: Always link directly to the job and explain why you're reaching out to them. - Highlight Benefits: Briefly mention what makes the role or company attractive. - Keep it Concise: Respect their time with a clear, direct message. - Follow Up (Manually): If you don't hear back after a reasonable period, a polite follow-up can be effective. Troubleshooting & Tips: Issue: Candidate says they didn't receive the invite link/email? Suggested Fix: Verify the email address. Ask them to check their spam/junk folder. If using a direct platform email, check your sent messages for any delivery errors. Issue: Link is broken or leads to wrong job? Suggested Fix: Ensure you copied the full, correct URL for the specific job. Test the link yourself before sending to multiple candidates. Issue: No option to send direct email invite in Stafio.ai? Suggested Fix: This feature might not be available or might require specific user permissions. In this case, rely on copying the job link and sending it via your own email client. Issue: Can't track if an invited candidate applied? Suggested Fix: Ensure they use the specific link you provided. If they find the job through a different source (e.g., a job board), the tracking might be different. Consider adding a unique parameter to the link if the system supports it.

Last updated on Oct 02, 2025

Candidate tagging and shortlisting

Overview: Efficiently organizing and prioritizing candidates is vital for a smooth recruitment process. Stafio.ai leverages advanced AI capabilities to automate and assist with candidate tagging and shortlisting, enabling you to quickly identify, categorize, and prioritize the most promising talent with minimal manual effort. This ensures consistency, reduces administrative burden, and helps you focus on high-potential candidates. 1. AI-Powered Automatic Tagging - Stafio.ai's AI engine automatically analyzes candidate profiles upon their entry into the system (e.g., application, manual upload, sourcing). - How it works: The AI scans resumes, skills, job titles, and experience descriptions to identify and apply relevant, descriptive tags to each candidate. These tags are designed to highlight key attributes and competencies. - Benefits of AI-Generated Tags: - Instant Categorization: Candidates are immediately tagged, making them searchable and organizable from day one. - Consistency: Ensures uniform tagging across all profiles, eliminating human error or subjective tagging. - Comprehensive Tagging: Identifies a broader range of relevant skills and experiences than manual review might. - Reduced Manual Work: Frees up recruiters' time from tedious data entry. - Examples of AI-generated tags: "Python," "AWS," "Project Management," "Senior Developer," "Customer Success," "Remote Eligible." 2. AI-Assisted Shortlisting - Building on its tagging capabilities, Stafio.ai's AI also assists in generating initial shortlists for your job postings. - How it works: Based on the requirements outlined in your job description, the AI intelligently analyzes the pool of available candidates (including those sourced and those who have applied) and identifies those who are the strongest matches, creating a preliminary shortlist. - Benefits of AI-Assisted Shortlisting: - Accelerated Screening: Quickly surfaces the most relevant candidates, saving significant review time. - Objective Prioritization: Helps reduce unconscious bias by focusing on skill and experience alignment. - Early Identification: Ensures no high-potential candidate is missed in large applicant pools. - Accessing AI Shortlists: You will typically find these AI-generated shortlists within the individual job post'scandidate management section, often labelled as "AI Recommended" or "Smart Shortlist." 3. Reviewing and Refining AI Suggestions (Human Oversight) - While powerful, AI suggestions are meant to assist, not replace, human judgment. Stafio.ai provides tools for you to review and refine the AI's outputs: - Reviewing AI Tags: - On a candidate's profile, you can review the AI-generated tags. - You typically have the option to confirm, remove, or add additional custom tags if you feel something was missed or needs further specificity. - Refining AI Shortlists: - From the AI-generated shortlist, you can accept candidates into your active pipeline, remove those who are not a fit, or manually add other candidates you've identified through different sourcing methods. - This collaborative approach combines AI efficiency with human insight for optimal results. 4. Using Tags and Shortlists for Navigation and Action - Enhanced Search & Filtering: Both AI-generated and custom tags become powerful filters in your "Talent Search" and "Candidate" sections, allowing you to quickly find specific groups of candidates (e.g., "Find all candidates tagged 'Machine Learning' in the 'Future Leads' talent pool"). - Quick Prioritization: Shortlists provide an immediate, focused list of candidates for a specific role, enabling swift action for screening, inviting to interview, or sending to hiring managers. Troubleshooting & Tips: Issue: AI tags seem inaccurate or missing key skills? Suggested Fix: Ensure the candidate's profile (especially their resume) is comprehensive and clear. The AI relies on the data provided. Provide feedback to Stafio.ai support; AI models continuously learn and improve. Issue: AI Shortlist is not generating expected candidates? Suggested Fix: Double-check the job description's clarity and detail for the specific role. The AI uses this as its primary matching criterion. If the issue persists, contact support for insights into the matching logic. Issue: Want to manually add tags not suggested by AI? Suggested Fix: Look for a "Add Tag" or "Edit Tags" option on the candidate's profile. You should be able to create and apply custom tags as needed. Issue: Candidates are being added to the wrong AI Shortlist? Suggested Fix: Verify that the candidate's profile data aligns with the job posting requirements being used for the AI shortlisting. There might be an unintended keyword match.

Last updated on Oct 02, 2025