User Manual

Getting started

Open the application

The public dashboard and open-job list are available without signing in. Protected actions redirect to the login page.

Sign in

Select Login from the header.
Use the local username/password form, or select Sign in with Microsoft.
On first successful Microsoft Entra ID sign-in, an unknown user is automatically created with the Employee role.

Candidate registration

External candidates select Register, enter their name and email, and create a password. The email address becomes the login username. After registration, candidates can search jobs, apply directly, and track their applications.

Microsoft login: The Entra app must be configured by an administrator. Existing local users are matched by email or username and retain their assigned role.

Sign out

Select Logout in the header. Never leave a shared workstation signed in.

Roles and access

Feature	Candidate	Employee	Hiring Manager	HR	Admin
View/search open jobs	Yes	Yes	Yes	Yes	Yes
Upload/referral resume	Own resume	Referral	No	Yes	Bulk only
Track applications	Own applications	Own referrals	Owned jobs	All jobs	All jobs
Create and edit jobs	No	No	Owned jobs	All jobs	All jobs
Bulk upload resumes	No	No	No	Yes	Yes
Skills, locations, teams, agencies	No	No	No	Yes	Yes
Audit reports	No	No	No	Yes	Yes
User management	No	No	No	No	Yes

Dashboard

The dashboard summarizes resumes loaded, open/closed jobs, total jobs, shortlisted candidates, and interviews.

Anonymous users see aggregate totals and current open jobs.
Employees see their applications and referred candidates.
Recruiters see recent applications for jobs they can manage.

Employee guide

Candidate self-service

Register or sign in with a Candidate account.
Open Jobs and search by keyword, one or more comma-separated skills, and years of experience.
Open a matching job and select Apply now, or use Upload resume and select a job.
Upload a PDF, DOC, or DOCX resume. The system processes and scores it automatically.
Select My applications to track status, score, and application details.

Refer a candidate

Select Upload resume.
Select an open job and choose a PDF, DOC, or DOCX resume.
Select Process resume and apply.
The system records the signed-in employee as the referrer and automatically populates candidate details.

Track referrals

Select My referrals to view candidate name, job, current status, score, referral date, and candidate details.

Candidate privacy

Employees can view candidates they referred. They cannot view unrelated applications or recruiter-only actions.

Job management

Create a job

Select Post a job.
Enter the title, team/department, location, description, and minimum experience.
Select must-have and good-to-have skills.
Set total open positions, automatic shortlist threshold, status, and closing date.
Select Save. A unique job code is generated automatically.

Position fulfillment

On the job page, select Update filled positions. Enter how many positions have been filled. The page displays total, filled, and remaining positions. Applications stop when remaining positions reach zero.

Edit or close a job

Use Edit posting to change job details. Use Mark job closed to close the entire posting independently of its filled-position count.

A hiring manager can manage only jobs they created. HR and Admin can manage all jobs.

Resume management

Single upload

Employees and HR can select Upload resume, choose an open job, and upload PDF, DOC, or DOCX.

Bulk upload

HR/Admin selects Resume management.
Select Bulk upload resumes.
Select the job, optional recruitment agency, default experience, and multiple resume files.
Select Process resumes. A loader remains visible while files are processed and scored.

Automatic profile processing and scoring

The system automatically populates name, email, phone, experience, current role/company, skills, education, and summary from the resume.

The score uses must-have skill matches and minimum experience. Applications meeting the threshold are automatically shortlisted; others move to Under Review.

Bulk actions

On Resume management, select candidates with checkboxes, then accept, reject, or apply selected resumes to another job. Applying to another job creates a new scored application and preserves the original.

Candidate workflow

Review details

Open a candidate to view score, matched/missing skills, profile details, referral source, processing notes, communications, interviews, and feedback.

Preview a resume

Select Preview resume. PDF files appear in the protected embedded viewer. DOC/DOCX files display extracted text. Use Download resume for the original file.

Referral source

Employee uploads automatically show the employee as referrer. HR can select Set recruitment agency to assign or change an agency.

Communication and interviews

Send communication: records a message and optionally emails the candidate.
Schedule Teams call: records date, time, duration, notes, and a Teams meeting link.
Reschedule: updates the interview and retains the previous time.

Feedback and decision

Select Add feedback / decision, enter a 1-5 rating and comments, then choose Pending, Accept, or Reject.

Skills and settings

HR and Admin maintain the controlled values used by job forms:

Skills
Locations
Departments / teams
Recruitment agencies and agency contact details

Select Skills & settings, choose a value type, enter its name, and save. Use Edit to rename or deactivate a value. Inactive values remain on historical records but are excluded from new selections.

User management

Only Admin users can open Users.

Select Add user.
Enter username, email, name, role, active status, and password.
Use Edit to change details, reset a password, change a role, or deactivate an account.

Available roles are Admin, HR, Hiring Manager, Employee, and Candidate. An Admin cannot deactivate their own account or remove their own Admin role.

Audit reports

Every POST action is audited, including saves, updates, bulk actions, communications, scheduling, decisions, and logout.

Select Audit report.
Filter by user, action, success/failure, or date range.
Expand Details to inspect sanitized submitted values.

Passwords, secrets, and credential fields are redacted from audit details.

Status reference

Job statuses

Draft: Visible to authorized recruiters but not open for applications.
Open: Accepting applications while the closing date is valid and positions remain.
Closed: No longer accepting applications.

Application statuses

Applied: Application was initially submitted.
Under Review: Requires recruiter review.
Shortlisted: Passed automatic or manual screening.
Interview: An interview has been scheduled.
Accepted: Candidate was accepted.
Rejected: Candidate was rejected.
Withdrawn: Application is no longer active.

Troubleshooting

Microsoft login is unavailable: Ask an administrator to verify the Entra tenant ID, client ID, client secret, and registered redirect URI.
Resume details are incomplete: Confirm the document contains readable text, then upload a clear PDF, DOC, or DOCX file again.
Duplicate application: The same candidate email already has an application for the selected job.
PDF preview is blank: Refresh the page, confirm the file still exists, or use Download resume.
A menu option is missing: The option may not be available to your assigned role. Contact an Admin if the role is incorrect.
A job cannot receive applications: Confirm the job is Open, the closing date has not passed, and remaining positions are greater than zero.

User manual