Key concepts

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Organization and workspace

Organization. Your company’s account. It holds billing, credits, compliance settings and the list of people who belong to the company. Staffer creates it from your email domain when the first person from your company signs up. See Organization settings. Workspace. Where hiring happens: jobs, candidates, messages, branding and your career page. Most companies have one. An organization can have several, for example one per brand or country, and they all draw on the same credits. See Workspaces. Team. An optional group inside a workspace with its own company knowledge. When a job belongs to a team, the agent uses the team’s knowledge on top of the workspace’s. See Teams. Roles. Everyone has a role in the workspace (owner, admin, member, reviewer or viewer) and a role in the organization (owner, admin or member). See Roles and permissions.

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Jobs

Job. One hire, which can be for several people. The app calls jobs roles. A job has five tabs: Brief, Listing, Process, Scouting and Candidates. Its status is Draft, Planned, Qualifying, Open or Closed. Only Qualifying and Open jobs take candidates. See Job statuses. Project. A group of related jobs under one plan, with its own status, lead and dates. See Group jobs into projects. Brief. The job’s details, description, criteria and notes, on the Brief tab. The agent drafts it from your description and you edit it. See Write the brief. Criteria. Plain-language sentences that describe what a strong candidate has, each marked Required or Preferred. Every candidate is scored against each criterion. Required criteria count double. Listing. The public job ad, drafted from the brief. It’s unpublished until you click Publish. See Create and publish a listing. Career page. Your company’s public page on the Staffer job board, listing your published jobs. See Your career page.

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Candidates

Candidate. A person in one of your jobs. The same person can be a candidate in several jobs, with a separate score, process and message thread in each. Application. A candidate’s record in one job. The Applications page in the sidebar lists them across all jobs. Search results. People the agent found for a job, on the Scouting tab. They aren’t in your pipeline yet. Shortlist. Search results you’ve marked as worth a closer look. They stay on the Scouting tab. Promote. Moving a candidate into the job’s pipeline, on the Candidates tab. Promoting keeps a copy of their profile as it is at that moment, creates a private link to their application and sets up the job’s process for them. It doesn’t contact them. See Shortlist and promote candidates. Stage. Where a candidate is in the job: In review, In progress, Qualified, Offer, Hired, Rejected, Withdrawn or Not interested. A stage changes when someone on your team moves the candidate, when the candidate withdraws, or when something you set up does it. For example, sending a message to a candidate who is In review moves them to In progress. See Change a candidate’s stage. Talent pool. Everyone your workspace has saved or worked with, across jobs. See Talent pool. Segment. A named group of people in your talent pool. Add them by hand, or let it collect everyone moved to Qualified on the jobs you pick. See Talent pool segments.

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Scoring

Match score. How well a candidate fits one job’s criteria, from 0 to 100, with a reason for each criterion. See How match scores work. Potential score. The second number next to every match score. It’s what the candidate could score if the things their profile doesn’t mention turn out in their favor. It’s never lower than the match score. Rescore. Scoring a candidate again. It happens on its own when there’s new evidence, and you can trigger it yourself. See When scores change.

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Process

Process. The steps candidates go through in a job, on the Process tab. See Build a hiring process. Step. One part of the process: a review, a questionnaire, a file upload, a message, a task, an interview or an AI interview. Each step can apply to all candidates, only applicants, or only people you sourced. AI interview. A step where the candidate has a conversation with an AI interviewer by chat, voice or video. You get a transcript and an evaluation. See AI interviews. Next action. The one thing Staffer suggests doing next with a candidate, such as sending an intro or completing a step. It’s worked out fresh every time from what has happened. Nothing is done automatically. See Next actions.

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The agent

The agent. The AI you chat with from any page in Staffer. On a job it drafts the brief, runs searches, shortlists and promotes candidates, builds the process and drafts the listing. Elsewhere it works across your whole workspace. It only messages a candidate when you ask it to. See Work with the agent. Ask permission and Auto. The two chat modes. In Ask permission mode, the agent asks before actions that change things. In Auto mode, it goes ahead. See What the agent can do. Company knowledge. What Staffer knows about your company: a list of facts and two summaries written from them, one for the agent and one for candidates. The first facts are collected when you set up the workspace. The agent uses them when it drafts and searches. Candidates only see facts you share with them. See Company knowledge.

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Sharing and money

Share link. A read-only page showing selected candidates to someone outside your workspace, such as a hiring manager. See Share candidates. Apply link. The private link a candidate uses to follow their application without an account. It’s created when you promote them or when they apply. Credits. Prepaid money your organization spends on AI work, such as chat, searches, scoring and AI interviews. All workspaces in an organization share one balance. See How pricing works.