Documentation

Recruiter is managed hiring software: you post a role, candidates apply through a public link, your panel reviews and scores them, and interviews get scheduled with automatic Google Meet links — all in one place.

To get started:

1. Sign in with your work email, Google, LinkedIn, or Microsoft account.
2. Create your first job posting from the dashboard — building a draft is free.
3. Publish it for $39 when you're ready to start receiving applicants.
4. Invite teammates from Settings — as a Coordinator (full pipeline access, same as you minus organization-level settings) or a Panelist (interviews and scorecards only).

Three kinds of people use Recruiter, and each gets a different experience: staff (Admin and Coordinator) run the pipeline day to day — that's most of this page. Panelistsonly see interviews they're on and their own scorecards — see "For Panelists" for their complete view. Candidatesnever create an account at all — see "For Candidates" for exactly what they experience.

The posting wizard has four steps, in this order:

1. Job Info — the role itself and how candidates apply to it
2. Interview Plan — the rounds candidates go through if they advance
3. Scoring — how the AI weighs resumes, and what your panel scores against
4. Publish — visibility, then payment

You can save a draft at any step and come back later — nothing is charged until you actually publish. Recruiter also auto-recovers an in-progress draft if your tab closes or refreshes; use "Save & exit" to leave deliberately, or "Discard draft" to delete it (only drafts can be deleted this way — a published posting can only be Cancelled, see "Managing a posting").

Job Info

Title, Employment type, and — for Remote/Hybrid/On-site job types — Location are required; everything else is optional:

• Openings — how many people this one posting is hiring for. Above 1, see "Managing a posting" for how multi-hire works.
• Job ID — auto-generated, editable, must stay unique within your org, and is searchable on the Postings list.
• Skills — free-form tags (with quick-add suggestions) that feed into the AI resume-screening weight on the Scoring step.
• Screening questions — Yes/No or short-answer, one can be marked Required. A Yes/No question can also carry a "disqualifying answer" — this never auto-rejects the applicant, it just flags them for your panel and skips them from AI scoring.
• Application deadline — once it passes, the posting itself stops accepting new applications, and everything in Applied moves to Review for batch scoring (see "Candidates & AI scoring").
• Salary range — min/max, ~50 supported currencies, yearly or monthly.

Interview Plan

Add one or more rounds, each with its own name, duration, and scheduling mode: Combined panel (you schedule one shared time and every panelist joins together) or Separate interviews (each panelist books their own leg independently). You can name specific panelists per round, or leave it empty and whoever schedules the interview is added automatically. Your organization must have Google Calendar connected (Settings) to proceed past this step.

Scoring

AI resume-screening weight— set what percentage of the AI's score comes from Required qualifications, Preferred qualifications, and Skills (must total 100%). This is what actually runs when the batch-scoring cron scores your applicants — see "Candidates & AI scoring."

Interview scorecard— a separate rubric from AI scoring: 3–6 criteria per round (quick-add suggestions provided, or type your own), each scored 0–10 by panelists, plus a fixed Strong No / No / Yes / Strong Yes overall recommendation you don't configure separately. Different rounds can use different criteria; a "copy to all rounds" shortcut is available if you want the same rubric everywhere.

Publish

Toggle Confidentialhere if this posting shouldn't appear on your public job board (see "Confidential postings"). Then Publish & Pay$39— this opens a secure checkout page; once payment succeeds, publishing itself happens automatically (usually within a few seconds) and you land on a confirmation screen with your posting's live link. Closing the checkout without paying just returns you to your draft — nothing is charged, nothing is published.

Your Dashboard is the home screen for running your pipeline: open/closed/filled/cancelled posting counts, a needs-review queue, an interview-stage decision queue, your organization's interview schedule, a pipeline funnel, median time-to-hire, and a callout for stale postings. (Panelists see a different, much narrower dashboard focused on their own interviews — see "For Panelists.")

Status lifecycle

A posting moves through Draft → Open → Closed / Cancelled / Filled:

• Closed — happens automatically when the application deadline passes, or manually. Stops new applications; everything already in the pipeline keeps moving.
• Cancelled — a deliberate, consequential action: stops new applications, cancels every scheduled interview, and immediately auto-rejects and emails every candidate still active anywhere in the pipeline, plus their panelists. This can't be undone once confirmed.
• Filled — happens automatically once every opening (see Headcount below) has a confirmed hire. Filled is permanently terminal: it can never be reopened, cancelled, or edited again.
• Reopening a Closed or Cancelled posting asks you to set a new deadline (or explicitly skip one) and re-notifies the pipeline. Reopening from Cancelled starts a fresh "hiring attempt" — previously rejected candidates stay rejected, but the round history is preserved. Reopening from Closed continues the same attempt.

Headcount & multi-hire

If Openings is set above 1, you can extend offers to more than one candidate at once (up to however many openings remain unfilled) — the posting only becomes Filled, and only then rejects the rest of the active pipeline, once every opening has an actual confirmed hire. See "Offers & hiring" for exactly how Extend Offer / Mark Accepted / Confirm Started interact with headcount.

What locks after scoring

Once any application on a posting has been AI-scored, its Title, description, requirements, preferred qualifications, skills, screening questions, and screening weights lock permanently — even across a reopen. Department, location, salary, deadline, Job ID, and headcount stay editable. Interview rounds lock individually once a candidate has actually been scheduled into them.

Other things worth knowing

• Stale posting flag — the Dashboard flags a posting open 30+ days with fewer than 3 applicants, as a signal to revise requirements or distribution.
• Deleting — only ever available on an unpublished draft ("Discard draft"). A published posting can only be Cancelled, never deleted.
• Postings list — filter by status tab (with counts), search by title or Job ID, and bulk Reopen/Cancel across a multi-select (drafts and Filled postings are excluded from bulk selection).
• Public vs. confidential — a public posting gets a shareable link with a social-preview card; a confidential one only gets an unlisted-token link with no preview card.

Sharing a posting externally

Once a posting is Open and not confidential, two ways to distribute it appear on its detail page, visible to Admins and Coordinators only:

• Share on Social Platforms — one-click buttons for WhatsApp, LinkedIn, Facebook, Telegram, X, and email. Each opens that platform's own share dialog, pre-filled with the role, the company, and the public apply link — nothing to type, and no account ever needs to be connected to Recruiter. For WhatsApp and Telegram specifically, the dialog lets you pick any contact or group you're already in, not just post to your own profile.
• Post this job externally — a separate set of copy-paste fields (title, location, description, apply link, and more) for pasting into Indeed's or LinkedIn's own "Post a job" form, since neither platform can be posted to with one click the way social sharing can.

Both are hidden on a confidential posting — sharing it publicly would defeat the point of keeping the search unlisted.

Every application lands on your Candidates page, moving through: Applied, Review, Interview, Offer, Hired, or Rejected. (Candidates themselves see friendlier labels for these — Applied, Under Review, Interview, Offer, Hired, Not Selected — see "For Candidates.") Search by name, email, or phone; filter by stage (with count chips) or by posting. You can also manually add a candidate yourself, up until a posting's batch has been triaged.

A screening question marked as "disqualifying" flags a candidate for your panel (never auto-rejects them) and skips them from AI scoring entirely.

How AI resume scoring actually runs

Once a posting's deadline passes (or it's closed manually), a batch job picks it up on its own schedule — checking every 15 minutes, not instantly. You don't have to wait for either: an open posting shows a "Score current applicants now"button (staff-only) that scores whoever's applied so far without closing the posting or affecting new applicants — useful when you want a head start on strong candidates before the deadline. Once the posting is closed or its deadline has passed, the same spot instead shows "Run scoring now", which triggers the exact same close-and-score run the 15-minute cron would have — for when you don't want to wait on it. Either way, scoring runs in the background — you get a start confirmation, then the scores land shortly after. A candidate already scored is never re-scored or re-billed for it, no matter which of these triggers it. If a run is already going and someone clicks either button again — including a different staff member, or an accidental double-click — it doesn't start a second run; it just shows the same live progress that's already in flight.

It scores in chunks of 25 applications; if one chunk fails (a provider outage, a bad resume file), the rest of the batch still gets scored — it's a partial-failure model, not all-or-nothing. If anything is left unscored, you'll see a "Resume scoring didn't finish for N postings" alert on the Dashboard and inline on the posting, with a staff-only Retry Scoringbutton that re-scores only what's still missing. There's no ETA shown for when scoring will finish — only the failure list if something didn't.

This on-demand control is deliberately one-sided: it only ever speeds up AI resume scoring, never interview-round decisions. Getting a strong candidate scored sooner has no downside — there's no reason to make them wait on a cron tick. But the Merit List's round-finalize gate (see "Scorecards & Merit List") protects something different — that a round's outcome is only ever decided once every panelist's independent scorecard is in, so one early opinion can't anchor the rest. That gate has no on-demand override, and isn't meant to.

Scores and a short reasoning summary show up on each candidate's page. Treat it as a strong signal, not a final word — there isn't currently a UI control for a panelist to revise or override a score.

Bulk actions & rejecting

On the Review stage, select multiple candidates (including "select all N matching this filter") to bulk Move to Interview or Reject at once. Rejecting sends the candidate a decline notice immediately, and notifies any panelist who already interviewed them — it does not cancel an interview that's already scheduled. The reason you type is staff-only and never shown to the candidate. Moving someone back out of Rejected ("un-reject") needs its own confirmation and clears the recorded reason.

A candidate's detail page shows their full round-by-round interview trail and every panelist's per-criterion scores and recommendation, plus the same permanent tracking link that was emailed to them. Moving a candidate's stage here is deliberately scoped, not a free-form dropdown: from Applied or Review you get Move to Interview and Reject only; once they reach Interview or Offer, the real hiring decisions (advancing rounds, extending an offer, marking hired) happen on the Merit List instead — this page links straight there and shows status only. A Rejected candidate gets Move Back to Pipeline. There is no way to move a Hired candidate backward from here at all.

A resume that Recruiter couldn't extract text from (an image-only scan, a corrupted file) shows a "Couldn't read resume"badge instead of a score — the file is still stored and downloadable, staff just need to review it manually and move the candidate's stage by hand. A banner above the Candidates list totals these up and filters straight to them when there are any.

There are two separate Google Calendar connections in Recruiter — don't confuse them: the organization connection (Settings, Admin-only to connect/disconnect) is what mints Meet links for Combined-panel rounds; My Calendar (every role, including Panelists) is a personal connection used for free/busy availability and an optional personal event sync — it never sends invites on its own. If no calendar is connected at all, scheduling still works fine; the interview is just created without a Meet link, for you to confirm manually.

Combined vs. Separate scheduling

Chosen per round when you set up the posting: Combined panel — staff schedules one shared time and every named panelist joins together, with a Meet link generated automatically. Separate interviews — each panelist books their own leg independently against their own connected calendar, with a free/busy strip to help staff and panelists find a time. Physical and hybrid formats (address + arrival notes) are supported alongside virtual for either mode.

Rescheduling, cancelling & reminders

• Staff can reschedule or cancel a Combined round; a Panelist can reschedule or cancel their own Separate-mode leg.
• A panelist can never be double-booked — Recruiter checks their full schedule across both modes before confirming a time.
• Reassigning a panelist mid-flow (swapping one out for another) notifies the outgoing panelist and gets the incoming one scheduled.
• A Separate-mode panelist who hasn't booked their own leg yet gets a reminder — sent manually by staff ("Remind") or automatically right after a reassignment.
• An unconfirmed interview triggers an automatic reminder to both the candidate and the panelists roughly 6 hours before it starts.

Once the interview happens

A scheduled interview only becomes actionable once its time has passed: mark it Completed or No-show— this gates scoring, since a panelist can't submit a scorecard for an interview that hasn't been marked done. A no-show is treated exactly like a decline: attendance is required at every round, so it ends that candidate's run in this hiring attempt. An interview kit (PDF) is downloadable for any scheduled interview, and a blank printable scorecard is available for physical or Combined rounds.

Each round's scorecard is whatever criteria you set on that round in the wizard (3–6 recommended) — a panelist scores each 0–10 and picks one overall recommendation (Strong No / No / Yes / Strong Yes). Your in-progress scores autosave as you go (a small "Draft saved" indicator confirms it), so a closed tab or a crashed browser never loses your progress — but submitting is still permanent, there's no edit-after-submit. Importantly, a panelist only ever sees their own scorecard for a candidate — never another panelist's score. The aggregated, side-by-side view is staff-only, on the Merit List.

The Merit List (Admin & Coordinator only)

This is the batch gate at the heart of Recruiter's process: round N+1 never opens until every active candidate in round N has been scored. The Merit List ranks candidates by their round score and flags a split decision — when panelists land on genuinely opposite sides (a No alongside a Yes, not just different enthusiasm) — worth a second look before trusting the average. From here you can:

• Reject any candidate individually, any time their own round is fully scored — no need to wait for the batch.
• Finalize the round once everyone active in it is scored — this clears the still-active candidates into the next round (emailing them), and rejects+notifies anyone declined or no-show, in one action.
• Review a finished round's history at any time, even after everyone in it has since moved on.

The hiring decision only ever happens at a posting's lastround, from the Merit List, in three distinct steps — don't assume the first one closes anything:

1. Extend Offer — collects salary, currency, period, start date, a response deadline, and the signer, then generates and emails a real offer letter with an accept/decline link. The posting and the rest of the round stay exactly as open as they already were. On a multi-opening posting, you can have more than one offer out at once (up to however many openings remain).
2. Mark Accepted — once the candidate accepts, you confirm (or adjust, if terms changed) and this sends the real hire letter immediately. This still does not touch the posting or reject anyone else — it just notifies the rest of the round that a decision is being finalized.
3. Confirm Started— the actual final step, meant for closer to the candidate's real first day. On a single-opening posting (or the last remaining opening on a multi-hire posting), this is what closes the posting and auto-rejects + emails everyone else still active anywhere in the pipeline, plus their panelists — and it can't be undone. On a multi-hire posting with openings still remaining, confirming a hire here does none of that yet — it just records the hire, and the rest of the round and the posting stay open until every opening is filled. Recruiter always tells you which of these is about to happen before you confirm.

An offer that gets no response is auto-declined by an hourly check once its deadline passes, reopening the round — or staff can mark it declined manually at any time (no email is sent for a manual decline, since staff already know). Offer and hire letters pull your organization's name, logo, phone, location, and signature from Settings, merged with the candidate's own details — edit the template itself from Settings → Offer & Hire Letters (Admin only).

A confidential posting never appears on the public job board, gets no public slug, and has no social-preview card when shared. Instead, it gets a private, unlisted link you share directly with candidates — useful for replacing someone quietly, or hiring for a role you don't want competitors to notice.

Only panelists you explicitly add to a confidential posting can see its candidates.

Organization (Admin only to edit)

• Name, logo (PNG/JPEG/WebP only — shown on public listings and to Google's job-search rich results), career-page slug (one link, /careers/your-slug, listing every open role).
• If your org's name still looks auto-generated from your own name or email (set automatically at signup), Settings nudges you to fix it — candidates and search engines see it as the hiring company name.
• Phone, location, signature image — feed the letterhead of every offer and hire letter, regardless of who's named as the signer that time.
• Timezone — drives interview-time display and scheduling app-wide; browser-detected until you explicitly save one.
• Plan — read-only display; there's no self-serve upgrade/downgrade here (see "Billing").

Team & invites

There is exactly one Admin per organization (set automatically for whoever created it, never invited). Admin can invite/remove members and pick their role (Coordinator or Panelist); Coordinator can view the member list but not invite or remove. An invite is an email + a shareable link that expires after 7 days; pending invites can be revoked by Admin. Accepting an invite while you're already a member of a different organization prompts a confirmation naming which org you're currently in, so you don't switch by accident.

Admin can hand the role to another existing member from Settings > Team ("Transfer Admin role") — picking the new Admin and, in the same action, choosing what happens to their own access: become a Coordinator, or leave the organization entirely. This can't be undone from the app, so it always asks for confirmation first.

A Coordinator or Panelist can request to leave from Settings > My Profile. This isn't instant self-removal — it notifies the Admin (a Dashboard card plus an email) and the Admin performs the actual removal, the same way any other member removal works. Your access stays active until then.

Data Export & Offer/Hire Letters (Admin only)

Data Export gives you a JSON download of your postings, candidates, applications, interviews, scorecards, and audit log — useful for backups, compliance, or offboarding. Offer & Hire Letters is where you edit the one reusable template per letter type (bold/italic supported); merge fields like candidate name, title, salary, start date, and signer are filled in automatically when a letter is sent.

Role permissions, at a glance

What can Recruiter Copilot see?

The Recruiter Copilot bubble follows these exact same role boundaries — it never sees more than the screens you already have access to. As Admin or Coordinator, it can reference your org's posting, candidate, and interview activity and recent audit history to answer questions; only Admin's copy of the assistant can reference billing plan, letter templates, or the Google Calendar connection, matching the table above exactly. As a Panelist, it only ever sees your own interviews and scorecards — the same as everywhere else in Recruiter, it cannot see the full candidate list, Merit List, Team, or Audit Log, no matter how it's asked. On a public page, signed out, it only ever answers from this documentation — it has no access to any account's data at all. It never stores your conversation, and it never takes actions on your behalf — only Admin, Coordinator, and Panelist accounts do that, through the actual screens.

Recruiter sends email automatically at every stage of the pipeline — no digest, no batching preference to configure. A few behaviors are worth knowing up front: scheduling a single Combined-panel interview sends one email to every panelist on it plus one to the candidate, all at once. Cancelling or auto-closing a posting cascades: every still-active candidate gets a closed-posting notice, that same action auto-rejects them silently (no separate rejection email), and their panelists get a cancelled-interview notice — all from one action. Reminders and escalations run on hourly background checks, not instantly — each is guarded so it only ever fires once per thing needing it, but "within the hour it becomes due" is the honest ETA, not "immediately."

To candidates

To panelists

To Admin & Coordinator

Every action in Recruiter is recorded in an append-only, hash-chained log — entries can never be edited or deleted, only added. It covers roughly 40 distinct action types across postings, applications, interviews, scorecards, the Merit List, team, organization settings, integrations, and user activity.

Filter by resource type, action, or date range, and export the current filter to CSV (capped at 10,000 rows, with a warning if it's truncated). The Audit Log is visible to Admin and Coordinator only — Panelists don't see it at all.

Recruiter Copilot is an in-app AI assistant, reachable from a chat button on every screen — including the public marketing pages, before you've even signed up. Anyone can ask it how Recruiter works; there's no sign-in requirement to use it.

Signed in, it goes further: staff can ask it to look up a candidate's current stage, an interview's schedule, or recent Audit Log activity for their own organization — grounded in your organization's real data, not a canned answer. It never crosses organizations, and candidate-facing conversations are kept separate from staff ones.

As a Panelist, your view of Recruiter is deliberately narrow — you see interviews you're on and nothing about the rest of the pipeline.

• Dashboard — your next interview, interviews this week, pending scorecards, and your upcoming interview list. No org-wide postings/candidates data.
• Job Postings & Candidates — read-only browsing only, and Candidates is restricted to applicants on your own panel.
• Interviews— you land on your own "Mine" tab. On a Separate-mode round, you self-schedule your own leg against your own connected calendar. Once an interview's time has passed, mark it Completed or No-show yourself before you can score it — a no-show ends that candidate's run in this hiring attempt, same as a decline. You can download an interview kit PDF and print a blank scorecard for physical/Combined rounds.
• Panel Scoring — only your own pending and submitted scorecards, never another panelist's. Submission is permanent.
• Settings — only My Profile and My Calendar (your personal Google Calendar, free/busy only) are visible to you. My Profile is also where you'd request to leave the organization, if you ever needed to.
• No access: Merit List, Team, Organization branding, Data Export, Offer & Hire Letters, Audit Log.

See "Email notifications" above for the complete list of what lands in your inbox and why.

Applying, tracking your application, responding to an interview, and accepting or declining an offer are all handled through single-purpose email links — you never create a Recruiter account or log in anywhere.

• Applying — your name, email, an optional phone number, a resume (PDF or DOC, 5MB max), and any screening questions the posting includes. Applying twice to the same posting with the same email is blocked.
• Right after you apply, you get a confirmation email with a permanent tracking link — it never expires, so save it.
• Tracking your status — that same link shows every application you've made to that organization, using plain labels (Applied, Under Review, Interview, Offer, Hired, Not Selected).
• Lost your link? Use "Find your application" on the job or career page — it always shows the same confirmation message regardless of whether an email is actually on file, by design, and resends your link if it is.
• Responding to an interview invite — Confirm, request a different time (once), or Decline; declining is final.
• Responding to an offer — Accept or Decline; each is a confirmed, one-way action from that page.

Real messages you might see, and what they actually mean:

"This posting was already updated by another action. Refresh and try again."

Two changes to the same posting landed at nearly the same moment — most often two tabs open on the same draft, or a payment confirming in the background right as you clicked something else. Nothing was lost; refresh the page and your change (or the other one) will be there. This is a safety check working as intended, not a bug.

"Payment received, but publishing is taking longer than expected"

Your card was charged successfully. Publishing itself happens automatically once Paddle confirms the payment on our end, which is usually near-instant but can very occasionally take a few extra seconds. Refresh the page in a moment — you will not be charged twice, and the posting will show as published once it lands.

"Payment required before publishing this posting"

A draft can only go live once its $39 payment has actually gone through. If you see this after paying, give it a few seconds and refresh — see the message above.

"AI resume screening weights must add up to 100%"

On the Scoring step, Required + Preferred + Skills has to total exactly 100% before you can continue or save — adjust the numbers until they add up.

"Not every candidate in this round has been scored yet"

Finalizing a round on the Merit List requires every active candidate in it to have a submitted scorecard first — the message names exactly who's still pending. Remind their panelist, or wait for the scorecard to come in. Unlike AI resume scoring, there's no on-demand override for this one — it's a deliberate gate, not a cron delay (see "Candidates & AI scoring").

Duplicate Job ID

Job IDs must be unique within your organization. If you've manually set one that another posting already uses, pick a different value.

A posting won't let you change its headcount or reopen it

Once a posting is Filled, it's permanently done — headcount, status, and every other field lock for good. Create a new posting to hire again for that role.

"Resume scoring didn't finish for N postings"

The AI scoring batch (which runs automatically every 15 minutes, or on demand via "Score current applicants now" / "Run scoring now" — see "Candidates & AI scoring") hit a snag for some applicants — a provider hiccup or an unreadable resume file, most commonly. Everyone else in the batch was scored normally. Use the Retry Scoringbutton on the posting to re-score just the ones that failed — it starts in the background and confirms immediately, so it's safe to use even on a posting with hundreds of applicants.

A calendar sync failure notice

An interview's Google Calendar event or Meet link couldn't be created or updated — usually a temporary Google-side issue or an expired connection. The interview itself is still scheduled; retry the sync from the failure list, or reconnect Google Calendar in Settings if it keeps happening.

Still stuck?

Reach a human at support@opsveritas.com.

Recruiter charges $39 per job posting, once, when you publish it — covering the full pipeline for that posting: AI resume screening, unlimited interview rounds and scorecards, the Merit List, offer & hire letters, and a tamper-evident audit log of every hiring decision. There is no subscription and nothing to cancel.

Payment is handled by Paddle, our payment processor, on a secure checkout page — Recruiter never stores your card details directly. Publishing itself happens automatically once payment succeeds, usually within a few seconds.

See the Pricing page for the full feature list, and our Terms of Service for the full billing policy.