Recruitment

How to enable the recruitment module: 1. Go to Settings → Widgets 2. Enable "Recruitment" 3. After activation, the recruitment admin pages appear in the sidebar 4. The JobWidget block becomes available in the Page Builder The module includes: job management, application pipeline, AI screening, distribution to external platforms, talent pool, interview scheduling, job alerts and analytics.

Create jobs via Recruitment → Jobs → New job: • Title and description (rich text editor) • Classification: department, experience level, employment type • Location and remote policy (on-site, hybrid, remote) • Salary (optional): per hour, month or year • Requirements, responsibilities and benefits as lists • SEO fields: meta title and description • Closing date: default based on your settings Statuses: Draft → In review → Published → Paused → Closed → Filled.

In addition to the AI Job Description generator, there is now a comprehensive AI Writing Assistant available when creating and editing job postings. This panel appears on the right side of the form (on desktop) or above it (on mobile). Available actions: • Generate description — writes a full job description based on the title • Improve description — enhances the current text • Rewrite description — rewrites in a different tone of voice (professional, friendly, bold, elegant, playful, formal) • Generate requirements — creates 5-8 job requirements • Generate responsibilities — creates tasks and responsibilities • Generate benefits — creates employee benefits • Generate SEO meta title and description Each suggestion is shown as a preview with Accept or Reject options. You can also provide an extra instruction for more specific results. AI usage counts towards your subscription (tier). This applies to both the agency subscription and the tiers the agency passes on to end customers.

Applications are managed via a Kanban board (Recruitment → Applications): • Default stages: New → Screening → Interview → Assessment → Offer → Hired/Rejected • Stages are customisable via Settings (labels and order) • Drag and drop cards to move them between stages • Per application: contact details, motivation, CV, AI score, notes and team votes Filter by job, search by name or email.

Let AI automatically analyse CVs and calculate match scores: • Work experience, skills, education and language proficiency are evaluated • Score based on the job requirements • Summary with strengths and points of attention Enable auto-screening in Settings to automatically screen new applications. Manual screening is always possible via the application detail page.

Publish jobs on external platforms via Recruitment → Distribution: • Connect platforms: Indeed, LinkedIn, Broadbean, VONQ, Monster and more • BYOK (Bring Your Own Key): use your own API keys • Per platform: connection status, test option and synchronisation After connecting, jobs are automatically synchronised when published.

The talent pool (Recruitment → Talent Pool) is a cross-vacancy candidate database: • Candidates who opt in are retained • Search by name, email or skills • Filter by experience level • Tag candidates for easy organisation • AI re-engagement: automatically match talent pool candidates with new vacancies When matched, the system sends a personalised invitation email.

Schedule interviews via Recruitment → Interviews: • Create time slots: date, time, duration, type (phone, video, on-site) • Assign interviewers (contact persons and recruiters) • Optionally link a slot to a specific vacancy, or make it available for all vacancies • Meeting URL or location per slot Automatic invitation: When an application is moved to the "Interview" stage, the candidate automatically receives an invitation email with available time slots and a link to the portal to choose. Rescheduling by candidate: For online interviews (with meeting URL), the candidate can reschedule up to 2 hours before the scheduled time. After rescheduling, the recruiter receives a notification. Changes by recruiter: If a recruiter modifies a booked slot (date, time or location), the candidate automatically receives an email with the new details. Statuses: Available → Booked → Cancelled. Visibility in the candidate portal: • The interview section is only visible from the "Interview" stage onwards • For a booked slot with meeting URL, the candidate sees a "Reschedule" button • After rescheduling, the previous slot is released for other candidates

Job alerts: • Visitors subscribe via the Job Alert widget on your website • They automatically receive an email when new jobs are posted • Department filtering available • Unsubscribe via link in the email Referrals: • Generate unique referral links per employee • Applications via a referral link are automatically tracked • Statistics: clicks, applications and hires per referral

Applicants can record or upload a video introduction with their application: • Supported formats: MP4 and WebM • Videos are securely stored and only accessible to the recruitment team • Watch videos directly on the application detail page This provides a more personal impression than just a CV.

Generate QR codes per job via the job editor: • Customisable: foreground and background colour • Download as PNG or SVG • Copy the direct URL Use QR codes on posters, flyers or business cards for offline recruitment.

Recruitment → Analytics shows your recruitment performance: • KPIs: open jobs, total applications, average time-to-hire, fill rate • Recruitment funnel: views → applications → screening → interviews → offers → hired • Channel performance: per platform the number of posts, views, applications, hires and cost-per-hire • Filter by period: week, month or quarter

Applicants receive a personal portal link by email: • Track status: which stage their application is in • Choose interview slot: if slots are available • Upload additional documents: PDF, DOCX, JPG or PNG • All via a secure, temporary token link The portal displays progress as a visual timeline.

When a new application is submitted, notification emails are sent automatically. The system determines recipients in two steps: Step A — Primary recipient: The notification email address from Recruitment → Settings → Email notifications. If this field is filled in, this address always receives the notification. Step B — Copy (if it's a different address): 1. Contact person/Recruiter of the specific vacancy 2. Default contact person from Recruitment → Settings 3. Company email from Recruitment → Settings → Company details 4. Site owner email (from general settings) Step B goes through the list top to bottom and stops at the first match. Duplicates are automatically filtered — if the notification address equals the contact person, only one email is sent. The system also automatically sends emails to applicants when: • Rejection (with optional reason) • Closure or filling of the vacancy

Customise all recruitment emails via Recruitment → Settings → Email Templates: • Templates per stage: confirmation, alert, interview invitation/confirmation/reschedule/change/cancellation, slot booked (recruiter), assessment invitation, assessment completed (recruiter), offer, offer accepted/declined (recruiter), rejection and job closed • A separate subject line and content per language (NL/EN/DE/FR/ES) • Variable buttons: click to insert dynamic values (e.g. {{candidate_name}}, {{job_title}}) • HTML formatting: use <strong>, <a href>, <p> etc. for formatting • Preview: see how the email looks with sample data • Restore default: reset a template to the default text Language detection: When submitting an application, the candidate's browser language is saved. Emails are automatically sent in the correct language. If the language is not available, Dutch is used as fallback. Variables: The following variables are available in all templates: • {{candidate_name}} — applicant's name • {{job_title}} — vacancy title • {{company_name}} — company name • {{portal_link}} — link to the candidate portal Additional variables per template type (e.g. {{date}}, {{time}}, {{meeting_link}} for interview templates). Leave fields empty to use the default text.

When you drag an application to the Interview stage, the candidate automatically receives an invitation email with available time slots. • Each time slot in the email is a clickable button • One click opens the personal portal and instantly confirms the chosen slot • The candidate doesn't need to log in or search first • After confirming, the candidate receives a confirmation email and the slot is locked in Candidates can also pick a different slot or reschedule via the portal.

Assessments let you evaluate candidates objectively before an offer. Open an application and click "Set up assessment". • Choose a template per sector/role: Sales, Customer Service, Tech, Office/Admin, Hospitality/Retail or General • Each template contains proven questions with competency tags • Optionally let AI generate extra, role-specific questions • Edit or remove questions and set a time limit and deadline • Send the assessment → the candidate completes it via the portal • After submission, AI scores the answers and you receive a report with score per competency, strengths, risks and a recommendation Dragging an application to the Assessment stage sends the invitation automatically.

Compose a professional offer and have the candidate sign digitally. Open an application and click "Compose offer". • Fill in title, salary/terms, start date and a description • Add attachments: contract PDF, onboarding documents (PDF, DOCX, JPG or PNG) • Send the offer → the candidate sees everything in the portal • The candidate can accept (with a digital signature) or decline (with an optional reason) • On acceptance a signed PDF is generated and the agreement is recorded legally (date and IP) • You automatically receive an email on acceptance or decline Dragging an application to the Offer stage while a draft is ready sends the offer automatically.

A time slot linked to a candidate is clearly recognizable everywhere: • On the interview calendar it shows "Reserved: {name}" and the slot is clickable to the application • On the Kanban card a badge shows the date, time and interview type • On the application detail page there's a dedicated Interview card with the appointment details This way you see at a glance who a slot is reserved for, across all overviews.