HRRS Pro

Dashboard

Good morning!

Active jobs

Candidates

Interviews scheduled

Offers pending

Placed

Offers out

Interviews

Screening

Pending Approval — Candidates

Pending Approval — Vendors

Pending Approval — Clients

Pipeline snapshot

Recent activity

🆕 New Candidates

📤 Submittals

Job Requisitions

Create, manage, and share open roles

Posting Title	Type	Location	Pay	Cands	Status	Posted	Actions

Candidates

AI-ranked talent pool

	Candidate Name	Applied Job	AI Match %	City	State/Province	Zip Code	Country	Stage	Modified Time	Email	Mobile	Current Job Title	Skill Set	Highest Qualification	Industry	Source	Vendor Name	Split Company	Associated Tags	Text Opt	Email Opt	Actions

Contacts

General contacts — not yet formal candidates

Name	Email	Phone	Notes	Added	Actions
No contacts yet

Hiring Pipeline

Kanban — click any card to view or advance the candidate. Only candidates associated with a job appear here.

VMS Sourcing

⬇ INBOUND ONLY — These integrations download job requisitions into HRRS Pro. Your jobs are never posted outward to any VMS platform.

Job Boards

Toggle boards, copy job links, post manually — Free & Paid

⚠ Toggle activates boards for your workflow. To actually post: copy the job share link from the Jobs page and paste into each board's submission form.

Upload Resumes

Local upload or Google Drive — AI parses automatically

📂 Upload from computer

Assign this batch to

📄

Drop resumes here or click to browse

PDF, DOCX, ODT, HTML, TXT, RTF, DOC, DOT · batch supported · AI auto-parses

Also accepts CSV / Excel / Google Sheets exports for bulk import

🔗 Live Application Intake

No job board gives a small tool like this direct API access — that requires a formal ATS partnership only large platforms have. But you can still get candidates flowing in automatically: create a free Google Form as your "Apply Now" page, share that link anywhere (including as the external Apply URL when you post on Indeed/ZipRecruiter/etc, or on your Wix site), and this ATS will pull in every new submission automatically.

Published Google Sheet CSV URL

☁ Google Drive

There's no direct connection between Google Drive and this ATS — Google doesn't allow a plain website to reach into your Drive without a formal, verified integration. The real, working path is two clicks instead of one:

1. Click "Open Google Drive" below (or the 📁 Drive button in the top bar) — find your resume file and click Drive's own Download button to save it to your computer
2. Come back here and use the upload box above ⬆ — drag that downloaded file in like any other resume

Upload history

Uploading only extracts the resume text. Pick a job and click "Add to ATS" on each row below to actually create the candidate profile.

AI Screening

Generate questions · run sessions · results auto-saved to candidate profile

Screening questions

Select job

Select a job to generate questions

AI-ranked candidates

AI Interview Bot Results auto-saved to profile

⚠ This runs live, right here in your browser — it does not email anything to the candidate, and the candidate cannot access this chat remotely. Use it yourself during a call, or for internal note-taking. To send questions to a candidate to complete on their own time, use Assessments instead — that's the one that emails a link and lets the candidate answer remotely.

Candidate for this session

👋 Hi! I'm the HRRS AI screener. Select a candidate above and type start to begin. Results save automatically to their profile.

Question Library

173 interview questions across 25 competency categories

Text Interviews

SMS-style threaded interviews — use your saved templates

Conversations

No threads yet

Select a thread

Video Interviews

In-app + Google Meet integration — AI summary on end call

Google Meet Integration

Auto-generate Meet links · Send to candidates · Recordings in your Google account

Not connected — click Configure to set up Google Meet

Live session● Ready

🧑‍💻

👤

No session active

Schedule to begin

Interview notes

Scheduled video interviews

Send to candidates using your saved templates

Compose

Template

Subject

❗ Mark as Important — adds an "IMPORTANT" flag to the subject and a banner at the top of the email

Body

BCC me

Sent emails

SMS / RingCentral

Two-way messaging with templates

🔗 RingCentral — not connected

SMS threads

No SMS threads yet

Select a thread

Internal Messages

Private messages between team members — use @username to mention

Conversations

No conversations yet

Select a conversation

My Templates

Create email and text templates — reusable everywhere in HRRS

Templates0

No templates yet.
Click + New template

✏️

Select a template or create one

Calendar & Schedule

Interviews, calls, Google Meet · Sync with Google Calendar

June 2026

Events

No events — click + New event

Vendor Portal

Manage agencies — send real email invites

📧 "Send invite" opens your email client with a pre-filled invitation email. Your email program sends it.

Vendors

📧 To send the portal link separately: find the vendor below and click "Send portal link". Click "Assign jobs" to choose which requisitions they can see and submit candidates for.

Agency	Contact	Email	Fee %	Assigned Jobs	Status	Actions
No vendors yet

Vendor access controls

What vendors can see in their portal

Client Portal

Invite-only — clients need your approval before they get access

Pending Client Approval0

No pending clients

Pending Job Requests0

No pending job requests

Approved / Declined Client Job Requests

Once approved, publish from here or head to Jobs to assign it to vendors.

No decided job requests yet

Clients

Company	Contact	Email	Access	Status	Actions
No clients yet

Candidate Portal

Invite-only access — candidates cannot self-register

✅ Candidates can ONLY get portal access via an Admin email invitation. There is no public sign-up link.

Portal settings

Control what candidates can see and do once approved

✅ You are notified immediately when an invited candidate accepts and registers

Pending Approval0

No pending registrations

Invited Candidates

Name	Email	Status	Invited	Self-Service	Actions
No invites sent yet

Wix Integration

Post all your jobs to Wix — share link or embed code

Your Wix website URL

Enter your Wix URL to generate share links and embed codes for each job

Reports

Live recruiting analytics and exportable reports

✅ Your agenda now also sends automatically, once per day, the first time you open the ATS that day — you don't need to click the button unless you want an extra copy right now. This only fires while the app is actually open in a browser at least once that day; it can't send at a fixed time if nobody opens it (see Settings → Notifications for details on this limitation).

Placements

—

Avg days to fill

—

Offer acceptance

—

Cost per hire

Candidates by source

Pipeline funnel

🕐 Activity Log

Sign-in and sign-out history for your team — for what everyone actually worked on, see "📋 Daily Recruiter Activity" below.

Date	Name	Sign In	Sign Out

📋 Daily Recruiter Activity

What each person actually worked on for the selected day — candidates added, emails sent, jobs posted, and more.

📅 Interviews

Interview Name	From	To	Candidate Name	Posting Title	Interview Status

📞 Phone Screens

Date/Time	Candidate Name

🎥 Video Interview Stage

Candidate Name	Stage

🤝 Submittal to Client

Date/Time	Candidate Name	Posting Title

⭐ Top Rated Candidates (80-100% AI Match)

AI Score	Candidate Name	Posting Title

📆 Age of Open Jobs

Job Opening	# Positions	Age (Days)

✅ Tasks

Task	Assigned To	Due Date	Status

Users & Settings

Edit your profile, manage team, API keys

Help

Quick directions for common tasks, and what's changed recently

📬 Your Job Mailbox Address(es)

Personal forwarding (forward any resume email here to add it to Candidates): hrrsresumes.oa0hoz@zapiermail.com

🆕 What's New — Recent Updates

🎭 Masked Resume — every candidate's profile now has a "Create masked version" button that redacts name, email, phone, address, university/graduation info, and gender markers from their resume, generates a real downloadable PDF, and saves it right on their profile for reuse — the original resume is never touched.
Real e-signature capture for Documents — sending a document (like a Right to Represent form) now includes a genuine signing link where the candidate types their name and date directly — no more "reply with your signature." Signed documents show up right on the candidate's profile with the date signed and a Print/Save as PDF option.
💬 Text/SMS History & 📅 Interviews on Candidate Profile — every text message and video/phone interview tied to a candidate now shows directly on their profile, alongside emails.
👍👎 on Prescreening Answers — yes/no and multiple-choice questions now show whether the candidate answered correctly, right in "View Answers" and on their profile (applies to new answers going forward).
📝 Notes & 📊 Sourcing Summary on Job Requisitions — every job now has its own internal notes field, plus a summary table of every board it's been posted to (status, dates, applied candidates).
To-Do's with email reminders — Reports → Tasks: assign a task with a due date, and get a reminder email once it's due (checked whenever the app is opened).
🆕 New Candidates on Dashboard — see your most recently added candidates and click straight through to the job they applied for.
🗑 Recently Deleted (Candidates page) — a real safety net: deleted candidates are kept with their full info for a while, with a one-click Restore.
Job history on Candidate Profile — moving a candidate to a different job now keeps a "Previously Applied To" record instead of silently losing it.
🚫 Unmatch Selected (on a Job) — checkboxes next to AI-matched candidates let you clear out ones that don't actually fit, in bulk.
2nd Email/Phone, Languages, and Photo fields added to every candidate profile.
Country field is now a searchable, type-ahead box, and the Zip field's format hint updates to match whichever country is picked.
Grant / Resend Portal Access — a candidate's profile now has a button to manually set up their Candidate Portal sign-in (for anyone added outside the normal registration flow), and it automatically switches to "Resend" with a fresh password if they haven't signed in yet.
Delivered Invite & Sign In tracking — every portal-enabled candidate's profile now shows when their invite email actually sent, and the real date/time/email of their first successful sign-in.
Show Salary / Hourly Rate publicly, per job — new toggles in New/Edit Job let you choose whether Salary and/or Hourly Rate actually appear on the public job page and job board postings, for the times a client wants pay shown.
Must-Have Requirements for Vendors — a new field in New/Edit Job, shown to Vendors separately from Prescreen Questions, so both are visible to them at once.
Edit standard question wording, per job — the 19 standard questions in Edit Assessment are now editable text, not just fixed — changes only apply to that one job's assessment, never any other job's.
Images in Templates — Templates now support pictures, both pasted (like a copied screenshot) and uploaded from your computer, via a new "📷 Insert Image" button.
Resize images in Templates — click any inserted picture to show ➖/➕ controls, so it can be sized up or down if it doesn't look right.
Full text formatting in Templates — Bold, Italic, Underline, text size, bullet/numbered lists, text color, and Clear formatting are all available now, right in the Template editor.
Text color in Job Descriptions — a color picker was added to the existing Job Description formatting toolbar (New Job and Edit Job).
New Template categories — "Screening" and "Submittal" added alongside the existing options.
Mark emails as Important — a checkbox in email compose adds an "❗ IMPORTANT" flag to the subject and a visible banner in the body.
Submittals on the Dashboard — a new card tracks every candidate currently in the Submitted stage, with a direct link to their job.
Fixed: a candidate's profile reopening repeatedly on its own — links from certain notification emails (resume-download, prescreening-complete) left a leftover marker in the address bar that could silently reopen the same candidate's profile again on every future page refresh. Fixed by clearing that marker right after it's used the first time.
Passed/Failed shown on the job page — each job's candidate list now shows a Screening column next to Stage and Score, so who passed is visible at a glance without opening every profile.
Warning before re-sending screening questions — sending "Send Screening Questions" to a candidate who already received that exact email now asks for confirmation first, closing a real gap where this previously had no warning at all (only the bulk-send version did).
Self-hosted short links (optional) — Settings → Team Sync → "🔗 Short Link Worker" lets you deploy your own Cloudflare Worker for short links, replacing reliance on the free is.gd/v.gd service. Every short link in the app (jobs, Careers page, screening questions, document signing) automatically uses it once set up, with the free service kept as an automatic fallback.
🔎 Data Recovery Search & 🔍 Check Pending Queue (Candidates page) — search by candidate name or job title to find anything that looks lost or disconnected; check and clear anything stuck in the registration queue.
📧 Recreate From Email (Candidates page) — paste one of this app's own notification emails and it rebuilds a full candidate record from it automatically, instead of retyping everything by hand.
Add Candidate now supports resume upload — attach a file right there and AI fills in skills, experience, and the new Address/City/State/Zip/Country fields automatically. Anything you type by hand always wins over AI's guess.
🎯 Matched Jobs on Candidate Profile — every candidate now shows which open jobs they're a strong skill match for, with a direct link to each one.
"Submitted" pipeline stage added, right after R2R Sent — ready to use in an Automation.
Separate Register vs. Sign In links for your website's two Candidate Portal buttons — Jobs → Quick Links.
Withdraw button in the Candidate Portal is now a real, working toggle — Candidate Portal → Portal Settings → "Allow application withdrawal."

📋 Jobs

Create a job: Jobs → + New Job. Add a description (rich text — bold, italic, bullet lists), mandatory skills, and prescreening questions.
Link a real assessment: open the job → "+ Link assessment" → pick an existing one, or create the standard 10-question set.
Generate a job board XML feed: Jobs → Quick Links → "📡 Free job board XML feed."
Get a share link for a specific job: job's "🔗 Copy Job Link" button — automatically shortened.

👤 Candidates

Add a candidate with a resume: + Add Candidate now has a real file upload — attach a resume and AI fills in skills, experience, and address automatically. Anything you type by hand always wins over AI's guess.
Send just the prescreening questions (not a full re-application): candidate's profile → "📋 Send Screening Questions."
Ask for an updated resume: candidate's profile → "📄 Request Updated Resume."
See who's registered for the portal: their profile shows "📨 Delivered Invite" (when the email sent) and "🔑 Sign In" (when they actually logged in, with which email).
Give someone portal access manually (added by hand, imported, or recovered): their profile → "🔑 Grant Portal Access." If they already have access but haven't signed in, this becomes "Resend Portal Access" with a fresh password.
See which open jobs a candidate is a strong match for: their profile's "🎯 Matched Jobs" card, with a direct link to each one.
Find something that looks lost or disconnected: Candidates → "🔎 Data Recovery Search" — search by name or job title.
Rebuild a candidate from one of this app's own notification emails: Candidates → "📧 Recreate From Email" — paste the email, review, create.
Get a short link to your full Careers page: Job Requisitions → "🔗 Short Careers Link" — copies a shortened version straight to your clipboard. This depends on a free, third-party shortening service, so if it's ever unavailable, it automatically falls back to copying the regular (full-length) careers link instead, along with a message letting you know that happened — nothing is lost either way, and it's worth trying again shortly after.
Check for stuck portal registrations: Candidates → "🔍 Check Pending Queue."
Group candidates by job, best matches first: click directly on "Applied Job" in the Candidates table header.
Search instead of scrolling when emailing or selecting candidates: the To: field and bulk-email recipient picker are both real search boxes now, not long dropdowns.

📬 Job Mailbox — get resumes emailed to you routed in automatically

There's no single fixed forwarding address — it's set up once, through a free Zapier automation (about 10 minutes), and after that resumes emailed to a dedicated address land in Candidates on their own, no manual upload.

Full setup instructions and your personal webhook URL: Settings → Organization → "📬 Job Mailbox" card.
Quick version: in Zapier, create a Zap with trigger "Email by Zapier → New Inbound Email" (this gives you the actual dedicated address, like yourcompany@robot.zapier.com) → add a "Webhooks by Zapier → POST" action → paste in the webhook URL from Settings.
Best reliability: ask candidates to paste their resume text into the email body, not just attach a file.
Want a second mailbox for a different source (e.g. personal forwarding vs. job boards)? Set up a second Zap the same way, pointed at the same webhook URL, with a mailboxLabel field added to distinguish it — see the full field list in Settings → Organization.

📝 Assessments

Create the standard set: Assessments → open a job's assessment → "✚ Add 10 standard questions."
Auto-generate job-specific questions from the JD: open the assessment → Edit → "✨ Generate from job description."
Send to a specific candidate: Assessments → View → search for their name → Send.

🧑 Candidate Portal

Approve a pending registration: Candidate Portal → find them under Pending → Approve.
Give someone your "Sign In" link: Jobs → Quick Links → "📋 Copy Candidate Sign-In Link" — separate from the "Register" link, for people who already have an account.
Give someone a link to register for the first time: Jobs → Quick Links → "📋 Copy Candidate Register Link."
Turn off self-service withdrawal (candidates must email you instead): Candidate Portal → Portal Settings → "Allow application withdrawal."
Control what else candidates can do in their portal: Candidate Portal → Candidate Portal Settings — these genuinely save and apply.

📅 Calendar & Scheduling

Let a candidate pick their own interview time via Calendly: candidate's profile → Schedule → New Calendar Event → Type: "Calendly Self-Scheduling-Google Meet" — leave Date & time blank, since they'll be the one choosing it.
"Create event" vs. "Create + Google Meet" for this type: it genuinely doesn't matter which one you click — this event type always generates a Google Meet link either way.
What the candidate receives: when the date/time is left blank, they get an accurate "please pick a time" email with your Calendly link — not a premature "scheduled" confirmation with a placeholder time.
Search for a candidate instead of scrolling: the Candidate field on New Calendar Event, New Text Thread, New SMS Thread, and Schedule Video Interview are all real search boxes now — type a few letters of their name.
Your Calendly link itself: Calendar & Schedule → "🗓 Google Calendar" → Calendly URL field — this is what gets included in the "please pick a time" email.

✉ Email

Format text (bold/italic/bullets): use the toolbar above the message box — works in both single Email and Bulk Email.
Send to many candidates at once: Candidates → select the ones you want (or Select All) → "✉ Email selected."
Preview before sending: "👁 Preview" button shows exactly what the recipient will see.
See what was actually sent to someone: their profile's "✉ Emails" section — click any Subject to open the real email.

⚙ Settings

Connect your email: Settings → Email — connects the Gmail account that actually sends everything.
Send automated messages from a no-reply address: Settings → Email → the separate "No-Reply Connection" card — only affects automated confirmations, not anything you send yourself.
Control who can see this Help page (or any page): Settings → Users & Settings → Permissions, per role.

Assessments

Create customized prescreening assessments for each job — AI scores and ranks candidates automatically

📋 An assessment must be linked to a job before candidates can complete it — nothing applies automatically. Use "Apply to ALL jobs" to instantly create the standard 10-question assessment for every job that doesn't have one yet, or link job-specific client questions one job at a time.

Assessments0 assessments

No assessments yet — create one and link it to a job

How Assessments Work

1. Create an assessment with custom questions
2. Link it to a job (visible in the job header)
3. Candidates apply and answer all questions
4. AI scores responses 0–100% and ranks candidates
5. Knockout questions auto-reject candidates with wrong answers
6. Rejected candidates receive an automatic rejection email

✅ Knockout questions immediately disqualify and send rejection

📊 AI ranks passing candidates from highest to lowest %

Candidate Assessment Scores

Candidate	Job	Assessment	Score	Status	Completed	Actions
No assessment results yet

Documents

Create, send for e-signature, and track signed documents

All Documents

No documents yet — create one to send for e-signature

How Documents Work

1. Create a document using the editor — add filler fields like [Candidate Name], [Date], [Signature]
2. Choose a candidate and set a signing deadline
3. Send for e-signature via email
4. Candidate signs and submits
5. Signed document appears under their profile
6. Candidate does not receive a copy

✅ Signed documents are stored only in HRRS Pro under the candidate's profile

Automation

Automate emails and actions triggered by candidate stage changes

Active Automations

No automations yet

Automation Examples

✉ When stage → Applied: send "Thank you for applying" email
✉ When stage → Interview: send "Interview invitation" email
✉ When stage → Offer: send "Congratulations" email
✉ When stage → Rejected: send "Rejection" email
✉ When stage → Placed: send "Welcome aboard" email
📅 Schedule follow-up reminder 3 days after no response
📊 Auto-run AI screening when candidate applies