1. Managing integrations

1.1 WordPress

1.1.1 Enabling the integration

In the integrations tab, there is a box displaying the WordPress Job Ads integration. To enable the integration, you need to click the Connect button. After clicking, the user will need to enter their authentication credentials.

1.1.2 Disconnecting the integration

To disconnect the integration, click the Disconnect button in the integration box and confirm the decision.

1.2 OLX

1.2.1 Enabling the integration

In the integration settings tab, you will see a box for OLX integration. After clicking Connect, the user will need to authorize the connection with their OLX account.”

1.2.2 Disconnecting the integration

To disconnect the integration, you need to click the Disconnect button in the integration box and confirm the decision.

2. Reference number of the job ad

In Configuration, under the HR tab, you can manage the reference numbers of job ads. A default reference number is added to the accounts in the following format:

HR/%N/%M/% (for example, HR/1/1/2023), where:

• %N is the number,
• %M is the month,
• %Y is the year.

The user can edit the default number as long as it has not been used in an existing job ad. They can also add new formats for the reference number. Simply click the ā€œNew Reference Number Formatā€ button and fill in the required fields in the displayed window.

It is mandatory to fill in:

• format name,
• format,
• first number (typically this will be 1, but the user can start counting from any number).

To add your numbering format, you can use automatically generated values: %N as the number (required), %M as the month, %Y as the year (required if the month is entered), and those defined by yourself.

Each job ad must have an assigned reference number. In the New job ad form, the number is automatically selected from the default format. You can also add a new reference number format right from the New job ad form. Just click the plus button next to the number selection field to bring up the option to add a new format. Once saved, the new format appears on the list in Configuration, and the number in the new format is displayed.

Formats can be deleted except in the following situations:

• if the format is marked as default ā€“ in this case, select another format as default,
• if the format has already been used in a job ad.

Deleting requires additional confirmation.

3. Publishing a job ad on WordPress

The “Save and Publish” option will be unlocked after selecting WordPress from the list of job ad websites (if WP integration is enabled). No additional fields are required for posting ads on WordPress compared to saving ads. Simply:

• add the job ad name (the name will be copied to the WP post title),
• choose the status,
• fill in the ad content.

In the form, you’ll see a new category type – WordPress Category.

After authorizing the integration, the list of categories is retrieved from the service provider – in this case, WordPress. You can check the list of retrieved values in Configuration / Dictionaries by filtering the results according to the WordPress module and the WordPress Category field. WordPress categories canā€™t be edited or added from æ­·¢k8Ęģ½¢Ģü.

To avoid unintentionally publishing an ad with all required data entered, a confirmation window will appear after clicking Save and Publish.

4. Publishing a job ad on OLX

The “Save and Publish” option will be unlocked after selecting OLX from the list of job ad websites (if OLX integration is enabled).

To post a job ad on OLX, you must fill in the required fields:

• category
• type of contract
• working time
• experience
• location: province and city

In the form, you’ll see a new category type – OLX Category. After authorizing the integration, the list of categories is retrieved from the service provider – in this case, OLX. You can check the list of retrieved values in Configuration / Dictionaries by filtering the results according to the OLX module and the OLX Category field. OLX categories canā€™t be edited or added from æ­·¢k8Ęģ½¢Ģü. To avoid unintentionally publishing an ad with all required data entered, a confirmation window will appear after clicking Save and Publish.

5. Synchronizing ads in æ­·¢k8Ęģ½¢Ģü and WordPress

After publishing the ad, you can update its details. Changes made in æ­·¢k8Ęģ½¢Ģü will sync with WordPress. If you update the ad directly in WordPress, you’ll be notified of the changes when viewing it in æ­·¢k8Ęģ½¢Ģü.

Deleting a published ad on WordPress through æ­·¢k8Ęģ½¢Ģü removes the ad from both places. If the ad is deleted from WordPress, its details remain on æ­·¢k8Ęģ½¢Ģü. When viewed, the information ā€œThis job ad has been deleted from WordPressā€ is displayed.

6. Synchronizing ads in æ­·¢k8Ęģ½¢Ģü and OLX

After publishing the ad, you can update its details. Changes made in æ­·¢k8Ęģ½¢Ģü will sync with OLX. Deleting a published ad on OLX through æ­·¢k8Ęģ½¢Ģü removes the ad from both places. If the ad is deleted from OLX, its details remain in æ­·¢k8Ęģ½¢Ģü. When viewed, the information ā€œThis job ad has been deleted from OLXā€ is displayed.

You can also use a CV parser when editing the candidate information. The option is available in the CV / Portfolio tab.

When you click Upload CV data, a window will appear. You can drag and drop the file or select it from the list. Only one file with a .pdf extension can be added.

After the file is uploaded, the fields in the form are filled with the appropriate values. The second window will show a preview of the resume – you can check the correctness of the data. If something isnā€™t correct, you can quickly delete the contents of the field. Just use the button with the “x” icon located to the right of the field.

If several values are detected, the system will propose them separately. Values to be saved must also be confirmed with the green button. Unconfirmed values will not be saved.

Overwriting CV data

If you use the Upload Resume Data option again and upload a new file, the values in the form will be overwritten.

Find the important steps below and watch our video to get exact information on how to perform these actions inside the system.

1. æ­·¢k8Ęģ½¢Ģü can help you out with all the necessary steps of your recruitment process. The job ad module plays a very important role in it.

2. Job offers let you and your team gain control of your recruitment activities and stay on the same page when it comes to organizing all the information regarding your published job offers.

3. When creating a job offer you can specify the details of your search: the position and skills of the perfect candidate and his location.

4. Job ads can be linked with your HR profiles and clients – this option is helpful if youā€™re managing external recruitments.

5. You can also complete the information about the job ad webpage, place a link to the job offer, and of course – type in the content of the advertisement.

6. Remember to set a start and end date of the job publication and if needed – set a reminder that will inform you about its expiration.

7. Remember that when you want to create a project post which is similar to an already existing one, you can duplicate it and then implement the needed changes. You can also create job ad templates.

Find the important steps below and watch our video to get exact information on how to perform these actions inside the system.

1. Merge and store candidate profiles from multiple sources like LinkedIn or Facebook in one smart tool.

2. Assess candidates and store all details related to the recruitment process like notes, deadlines, CVā€™s, portfolios, clauses and activities.

3. Manage your recruitments by creating HR profiles containing detailed information about the perfect candidates profile. Specify your requirements according to the candidateā€™s experience, salary, type of contract, skills, location and more.

4. Use our automatic candidatesā€™ suggestion option to find the perfect candidate faster.

5. In the kanban tab – divide the hiring responsibilities between team members. Easily track recruitment progress with statuses, agendas and tasks.

6. Create job posts for HR profiles and define the start and end date of publication. Set a reminder when the expiration date of a job offer or GDPR clause is close.

The following elements are available in the view:

• New candidateĀ button to add new candidate
• filters
• a list of added candidates

The list of added candidates includes:

• candidate ID number – automatically assigned by the system
• avatar, name and current position of the candidate
• rating (average score)
• main skills
• assigned to
• contact details: phone number and email address
• status

2. Adding a candidate

To add a new candidate, select the New candidate button.

Fill in:

• first name and last name
• upload an avatar
• status
• rating

The default consists of the initials of the record and rating.

Contact details:

• Email,
• Phone number,
• Skype,
• Localizations,
• Linkedin and other links to social website.

General:

• Upload files,
• Source,
• Applied position,
• Add date,
• Assignment to user/s,
• Block candidate,
• Assignment to HR project.

Qualifications:

• Main skills (max 3)
• Skills
• Experience
• Foreign languages

Employment history:

• Current position
• Position description
• Current company
• Previous companies
• Previous posts

History of education:

• Education
• Schools
• Courses
• Certifications

Candidateā€™s expectations:

• Salary expectations
• Type of contract
• Date of available
• Opinion on remote work
• Opinion about business trips
• Special requirements
• Description

Rating of the candidate

The candidate can be rated in terms of general, soft and technical skills. Types of rating can be configured in the “dictionary” configuration. In the candidate list, the average rate is displayed by star rating.

Example 1.

Example 2.

3. Candidates portfolio/ CV/ files

You can attach various attachments to each candidate.To do so, go to the CV/Portfolio tab on the candidate’s details.

Adding an attachment

To add an attachment, select + New file or also + Add resume.

After selecting one of the above options, a window will open to select the source of the file:

• My Device,
• Dropbox,
• Google Drive,
• Link,
• OneDrive.

Files list

The names of the added files are displayed in the list. From here you can download and delete files.

4. Linking to a recruitment

The candidates can be linked to a specific recruitment list from the level of:

• their details, in the recruitment list tab
• HR profile details under the candidate tab

To create the link from the candidate’s details, use Assign to HR project button. Select the name of the profile from the list and confirm.

The list of related recruitments will display the following information:

• • HR profile name,
    • HR project name,
    • reference number,
    • position,
    • client,
    • date of application – by default, the field is completed with the date on which the candidate with the profile took place. This can be changed by clicking on the edit icon next to the field,
    • recruitment stage – here you can define candidate’s status in specific recruitment,
    • delete button.

Example 2.

Similarly, you can assign a candidate to recruitment in the HR profile details, in the tab Candidates. Select the action, assign a candidate and choose a given record from the list. You can add several candidates at the same time. The table displays:

• • • candidate name,
    • source,
    • date of application,
    • status,
    • recruitment stage – here you can specify the status of the candidate in particular recruitment,
    • contact details: e-mail address and telephone number,
    • assessment,
    • unassign button.

5. Management of clauses

You can read about candidate management here

6. Blocking a candidate

You can block a candidate. To do it, activate the checkbox Block candidate.

As a result, no one can be assigned to the candidate. The option will be available only after the blocking has been undone (click on the checkbox). In the candidate’s details, you will see the message: Candidate is blocked by {username who used the blocking}.

7. Adding as a coworker

A candidate can be converted into a coworker. To do this, selectĀ  Add as a coworker button from the list of candidates.

A new coworker’s form will be displayed with the following fields:

• • • Avatar
    • First name and last name
    • Basic details:
      • status,
      • salary,
      • position,
      • position description,
      • hourly rate (in account’s primary currency) – only administrator and users with enabled to manage rates will see this field.
    • Tags:
      • main skills,
      • skills,
      • type of contract.
    • Contact details:
      • email addresses and phone numbers,
      • links to social media profiles
    • Attachments.

Details already completed at the candidate level will be copied. A new coworker can be added as an application user. To do this, check the checkbox save and add as a user and select the user’s role. The setting is available only for users with management rights.

After creating a coworker’s profile, an invitation to the system will be sent to the email address provided in the form.

8. Quick view of the candidate

There is no need to display full candidateā€™s profile to check the most important details on his entry. There is an option of quick view option on the candidatesā€™ list. This functionality allows quick check of several candidates at one time.

To use the quick view click the magnifying glass icon next to the name of your chosen candidate.

The new window will appear on the screen with details as follows:
• avatar, name and surname,
• ID number,
• tags: position, source, experience, localization, type of contract, foreign languages, skills, education,
• contact details
• snippet from your last note,
• attachments

The quick view window allows you to switch easily into the full view of the candidateā€™s profile. To see more options click Show details button.

There are Job ads and job ads templates buttons in the module.

Job ads list

This view displays

• New job ad button,
• filters (Name of job ad, Positions, Reference number, Client, Skills, Category, Choose status, Job ad website),
• list of added Job ads with the following details:
• name of job ad (internal),
• position,
• HR project,
• client,
• job ad website,
• expire,
• status.

List of job ads templates

This view displays:

• • New template button,
  • name of template,
  • list of added templates with the following data:
    • name of the template,
    • information about the creation date and author.

Job ad creating

In the form of adding a new announcement there are fields to be filled in:

• • • Name of job ad – mandatory field,
    • Status,
    • Reference number,
    • Job ad website,
    • start and end date of publication (for end date it is possible to generate a notification with a reminder about the expiry of the announcement),
    • Option ā€œRemind meā€,
    • Job ad link.

• • • HR project (reference number),
    • Company,
    • Position,
    • Skills,
    • Location,
    • Job ad content.

2. Notification of job ad expiration

After completing the start and end date of the job ad, you can enable the reminder option – by activating the Remind me button. A task will be created containing a link to the details of your job ad and information on when the job ad expires.

3. Job ad duplication

4. Using a template in your job ad

When creating a job ad, the user can enter its content in the editor or upload it from the existing template. To do this, click on the Add content from the template button. A selection field will be displayed with available templates.

Step 1.

Step 2.

Find the important steps below and watch our video to get exact information on how to perform these actions inside the system.

1. Go to the Coworking module, create an HR profile and fill in all the details regarding the freelancer position.

2. Choose team members which will be responsible for the search.

3. Create project and kanban board dedicated to the search. Add all issues related to the recruitment and assign the issues to chosen team members.

4. Track project progress in real time.

5. Create notes, add comments, and share recruitment information at scale.

6. Create an job ad in the job ad module. Job ads will let you track all your job ads on different websites.

7. Receive reminders about expiring job ads.

8. Make appointments with freelancers and add important deadlines to your calendar.

9. Review, save and organize incoming applications.

10. After successful recruitment, turn a Candidate into a Coworker and start cooperating inside the system.

11. If the recruitment was carried out for external purposes, sum up the recruitment costs and send an invoice to your client.

12. Track the client’s payment status in the finance module.

After identifying your project scope and project goals itā€™s time to fill in workforce gaps. You can do this by recruiting new coworkers with our Coworking module. Full instruction and a summary video below.

1. Create job ads

Go to the job ads tab to create new job ads. When creating a new job ad you can specify details like the start and end date of publication, required skills, location, job description, and more.

To keep your job ads organized, select the website where your job ad will be placed like LinkedIn or other.

Publish your job description and if needed – set a reminder that will notify you when your job ad is about to expire.

Keep a list of all your job ads and job ad templates and use them whenever required.

2. Store a candidates database

After receiving job applications, store all your candidate’s details in the candidate tab.

From the list view, you can easily monitor the candidate’s ratings and recruitment status or check the candidates’ contact details and skills.

By clicking on a chosen candidate, you gain access to their details, CVs, portfolios, notes, and deadlines associated with a given person. Here you can also leave and check their ratings.

Keep a candidate database organized and it will serve you for several recruitments.

3. Start cooperating with your new employee

After a successful hire, switch a candidate into a coworker by going to the candidates tab. Now you can start cooperating inside the system.

You can choose if the new coworker will become a member of your project team or if youā€™d like to give them partial access to chosen areas of æ­·¢k8Ęģ½¢Ģü with guest links.

Now you can start cooperating – assign the new employee to tasks and projects and encourage them to track their time inside the app.

Stay up to date with their activities by checking the activities tab or timesheet of each coworker.

1. Create an HR project

If your HR team is looking for several candidates to fill in similar job positions, start with creating an HR project.

Each HR project will let you store details and organize tasks related to a given search.

When creating an HR project you can specify all recruitment details such as the start and end date of search, number of vacancies, type of contracts, salary, required skills and more.

Here you can also assign the chosen recruiters who will be responsible for the search, then select for which client the recruitment will be performed.

While creating an HR project you can enable automatic suggestions of candidates. Specify by which variables you want to filter the candidates and receive candidate suggestions of your expectations.

2. Collaborate on kanban boards

After creating an HR project, go to the kanban board to create a recruitment workflow. Define the stages of your search, create and distribute tasks between your hiring team. Share comments and update everyone on the hiring progress.

Keep a list of all your HR projects and create different HR projects for different purposes. From the list view you can filter and easily check all your HR projects, assigned clients, statuses and priorities.

3. Create job ads

When all the details related to the active recruitment are updated and available for everyone, itā€™s time to start creating job ads by going to the job ads module.

When creating a new job ad remember to assign it to the proper HR projects.

You can also specify details like the start and the end date of the publication, required skills, location, job description, and many more.

To keep your job ads organized, select the website where your job ad will be placed like LinkedIn or other. Publish your job description and if needed – set a reminder that will notify you and your team when your job ad is about to expire.

Keep a list of all your job ads and job ad templates and use them for other recruitment processes.

4. Store a candidate database

After receiving job applications, store all your new candidate’s details in the candidate tab.

You can also use the candidate tab to check if by any chance a candidate from previous recruitments is already there.

From the candidate’s list view, you can easily monitor the candidate’s ratings and recruitment status or check their contact details and skills.

By clicking on the chosen candidate, you gain access to his details, CVs, portfolios, notes, and deadlines associated with a given person. Here you can also rate them and check their ratings.

Keep this well-organized candidate database for other recruitments.

Contact and interview job candidates and remember to keep their statuses and related deadlines updated for the rest of the team.

5. After hiring

After a successful hire you have two options:

• If the recruitment was carried out for external purposes, you can create an invoice for your client. Summarize the time and costs of the recruitment process and use this information when issuing an invoice. Send the invoice to your customer straight from our system and track the status of their payments.



• If the recruitment was carried out for internal purposes, turn the candidate into a coworker by going to the candidates tab. Now you can start cooperating inside the system.

You can choose if the new coworker will become a member of your project team or if youā€™d like to give them partial access to chosen areas of æ­·¢k8Ęģ½¢Ģü with guest links.

Now you can start cooperating: assign the new employee to tasks and projects and encourage them to track their time inside the app. Stay up to date with their activities by checking the activities tab or timesheet of each coworker.