# Run AI interviews that are worth doing
Source: https://docs.staffer.com/academy/ai-interview-playbook
Write the two instructions that decide what an AI interview covers, pick the right method, and read the results well.
An AI interview is only as good as what you tell the interviewer. There's no question bank: two free-text boxes decide what the conversation covers. This guide covers how to fill them, which settings matter, and what to do with the results.
For every field and setting, see [AI interviews](/companies/ai-interviews).
## Decide what the interview is for
Pick one job for the interview to do. Good ones:
* Check the two or three criteria that profiles rarely prove, such as how someone approaches a messy problem.
* Hear how a candidate explains their own work, before a person spends 30 minutes on a first call.
* Give every applicant the same first conversation, at a time that suits them.
If you can't say in one sentence what you want to learn, the interview will wander.
## Write the instructions for the AI
**Instructions for the AI** is what you'd tell a human interviewer before the call. Only the AI sees it. Include:
* The two or three topics to cover, in order.
* What a strong answer sounds like, so it knows when to dig.
* When to push back, for example "if an answer stays general, ask for a specific project".
* What to avoid, such as salary negotiation or questions about personal circumstances.
Example:
> You're interviewing for a senior frontend role. Cover three topics: a component library they built or maintained, how they handle accessibility, and a disagreement with a designer and how it ended. For each, ask for one concrete example. If the answer stays general, ask what they personally did. Don't discuss salary or notice period.
## Write the instructions for the candidate
**Instructions for the candidate** is shown before they start. Set expectations: how long it takes, what it covers, and that there are no trick questions. Candidates who know what's coming give better answers.
> This is a 15-minute conversation about your recent frontend work. We'll ask about a component library, accessibility, and working with designers. Take your time. There are no trick questions.
## Pick the method
* **Chat** suits written roles and candidates who prefer to type. It doesn't record audio.
* **Voice** is closest to a phone screen. Pick a **Voice** and a **Speaking speed** that sound natural in the **Language** you chose.
* **Video** adds a camera recording on top of the conversation. Use it only if you'll actually watch it.
AI interviews run in English (US) or Norwegian.
## Set the length and tone
* **Max length (minutes)** defaults to 15. When the time is up, the interviewer wraps up. Keep it short enough that three focused topics fit comfortably.
* **Interviewer tone** has three options: **Warm** (curious, encouraging), **Neutral** (professional, structured) and **Rigorous** (probing follow-ups). Warm is the default and suits most first conversations. Rigorous suits technical deep dives.
## Test it yourself
Click **Try as candidate** and do the interview as if you were applying. It runs with your current settings, including unsaved changes, and nothing is kept afterwards. It does use credits. Adjust the instructions until the conversation covers what you need, then click **Save** on the **Process** tab.
## Read the results
When a candidate finishes, their **Process** tab shows the transcript, the recording for voice and video, and an evaluation with a summary, strengths, concerns and a recommendation of **Advance**, **Uncertain** or **Reject**.
Treat the evaluation as a second opinion. The candidate's match score doesn't use it: the score reads the transcript itself, as evidence against your criteria. The decision is yours. See [Move candidates through the process](/companies/run-the-process).
## Be straight with candidates
Before they start, candidates have to accept a notice that the session is recorded, that a transcript is kept, and that an AI evaluation is produced for your team, which they don't see. Recordings, transcripts and evaluations are deleted six months after the application closes.
Mention the AI interview in your first message too, so it doesn't come as a surprise.
# Close a role cleanly
Source: https://docs.staffer.com/academy/close-a-role
What to do when a job is filled or paused: record the hire, keep the near-misses, tell everyone else, and close the position.
Filling a role doesn't close it. Staffer keeps the job open, the listing live and the candidates where they are until you close it. Closing well takes a few minutes and saves a lot of unanswered emails.
## 1. Record the hire
Open the candidate you hired and use **Candidate actions** → **Move to stage…** → **Hired**. Moving someone to **Hired** closes their remaining process steps. It doesn't close the job and it doesn't message anyone.
If there's a welcome or offer message to send, Staffer suggests it as the candidate's next action. See [Change a candidate's stage](/companies/candidate-state).
## 2. Keep the people you'd hire next time
Before you reject anyone, save the strong candidates you didn't pick to the talent pool: **Candidate actions** → **Save to talent pool**. You'll find them later under **Talent pool** in the sidebar, across all jobs. See [Talent pool](/companies/talent-pool).
## 3. Close the position
In the job, click the **…** menu at the top right, then **Close position**.
If candidates are still active, the dialog says how many. Closing leaves them as they are, unless you tick the box to reject them (it reads **Reject the 3 remaining candidates**, with your number).
Tick **Send them a rejection message** to email each rejected candidate. The message starts from your workspace's default rejection template. Placeholders such as the candidate's first name and the job title are filled in for each person.
Click **Close position**.
Rejecting from this dialog applies to everyone who is **In review**, **In progress** or at **Offer**. The message goes only to those who applied, replied or completed a step, and the dialog shows how many that is. Move anyone you want to treat differently before you close.
Candidates on the shortlist who were never promoted aren't rejected or messaged. They never heard from you in the first place.
## What closing does
* The listing stops taking applications. It stays visible on your career page and the job board, with applications turned off, for the grace period set in **Settings** → **Workspace** → **Preferences** → **Closed listing grace period** (30 days by default, 0 removes it straight away). Then it drops off.
* Nobody new can be added to the job. Anyone who tries sees "This position is closed and takes no new candidates."
* The brief is locked until you reopen the job.
## If you need it again
Click **Reopen position** in the same menu. The job opens again straight away, with no confirmation. The listing comes back as an unpublished draft, so you publish it again when you're ready. Candidates rejected when you closed stay rejected. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## Close or delete?
Close a job you've finished with. Delete only jobs that shouldn't exist, such as a test or a duplicate. Deleting hides the job everywhere in the app and unpublishes its listing. Once someone has applied, or a candidate has moved past **In review**, only admins and owners can delete it.
## Afterwards
Interview recordings, transcripts and evaluations are deleted six months after each application closes. Your organization's retention rules may flag other old candidate data for deletion too. See [Retention rules](/admin/retention).
# A daily routine for your pipeline
Source: https://docs.staffer.com/academy/daily-pipeline-routine
Fifteen minutes a day to keep every candidate moving: what to open, in what order, and what to watch out for.
Staffer works out the next action for every candidate, but nothing happens until someone acts on it. A quiet week means a queue that grows, not a process that ran on its own. This routine keeps the queue short.
## 1. Clear what's waiting on you
Open **Applications** in the sidebar. It lists every candidate in every job, sorted by urgency, most urgent first.
* Click **Filter** → **Next action** → **Your turn** to see the steps you personally need to complete.
* Or click **Display options** → **Group by** → **Next action** to see the work in batches: everyone who needs a reply, everyone who needs an intro, and so on.
The urgency indicator on each row shows how pressing it is. Hover over it to see why. A red "!" means it's critical, usually because someone has waited too long.
## 2. Answer replies first
Candidates who replied are the most likely to move forward, and the most likely to lose interest if you're slow. Filter by **Next action** → **Reply to their message**, or open **Messages** in the sidebar, where the badge shows unread threads.
Open each candidate's **Process** tab. The reply suggestion often has a draft written from their message. Edit it and send. See [Replies and the inbox](/companies/replies-and-inbox).
## 3. Batch the routine messages
Intros, acknowledgements and follow-ups are similar for every candidate. **Speed action** lets you do them in one go:
On the **Applications** page, or on a job's **Candidates** tab, click **Speed action**.
Every eligible candidate gets a card with their action and, for messages, the text that will be sent. Expand the cards and edit where needed. Untick anyone you want to skip.
Click **Apply N actions**.
Candidates are selected by default, and **Apply N actions** runs straight away with no confirmation. A card you never expanded sends its drafted text as it is. Check every message before you apply.
Only some action types can be done in bulk. Completing a step, adding a note or waiting for someone still happens one candidate at a time. See [Next actions](/companies/recommended-actions).
## 4. Complete your steps
Reviews and tasks wait for a person. They don't complete themselves, even with no reviewer named. Open each candidate with **Your turn**, read what's there, and complete the step. See [Move candidates through the process](/companies/run-the-process).
## 5. Write down what you learned
After a call or an interview, add a note on the candidate's **Notes** tab: facts, not verdicts. Notes are read as evidence the next time the candidate is scored, so the score reflects what you now know. See [Notes](/companies/notes).
## 6. Keep an eye on notifications
The bell in the sidebar collects new applications, replies, completed steps and interview transcripts, for the jobs you follow. Follow a job with **Notify me** in its **…** menu. You follow jobs you created automatically. Choose what reaches you by email in **Settings** → **Account** → **Notifications**. See [Notifications](/companies/notifications).
## Once a week
* Look for candidates nobody has touched in a while. On the **Applications** page, sort by **Recently touched** and check the bottom of the list.
* Close roles you've filled or paused, so the listing stops taking applications. See [Close a role cleanly](/academy/close-a-role).
* Look at [Analytics](/companies/analytics) for where candidates wait longest, stage by stage.
# Design a process
Source: https://docs.staffer.com/academy/design-a-process
Build one process that treats applicants and sourced candidates differently, and decide where people stay in charge.
People who apply to your listing and people you sourced arrive in different places. An applicant chose you and hasn't heard from you yet. A sourced candidate may not know your company exists. A good process gives them different first steps, then brings them together.
For the mechanics, see [Build a hiring process](/companies/build-a-process) and [Step types](/companies/process-steps).
## Start with two lanes
Every step has an **Applies to** setting on its **Rules** tab: **All candidates**, **Applied only** or **Sourced only**. As soon as one step is set to **Applied only** or **Sourced only**, the **Process** tab splits into two lanes, **Applied** and **Sourced**, which merge again at the first step that applies to everyone.
A typical shape:
| Applied lane | Sourced lane | Shared |
| - | - | - |
| Questionnaire (the basics: right to work, location, notice period) | Review by the hiring manager | Interview with the team, then the final interview |
| Review (AI approval with a passing score) | | |
## Screen applicants without reading every CV first
Applicants often arrive in volume. Two step types do the first sort for you:
* A **Questionnaire** with a qualifying question. Mark a multiple-choice or number question as qualifying and set the correct answer, for example "Do you have the right to work in Norway?". By default a wrong answer only recommends rejection, and the candidate moves on. Turn on **Automatically reject** on the **Rules** tab only if you're sure, and write the rejection note the candidate will get.
* A **Review** with the method **AI approval** and a **Passing score**. Candidates at or above the passing score move on by themselves. Candidates below it wait for someone on your team to look. The AI never rejects anyone on its own.
Questionnaires, file uploads and AI interviews email the candidate as soon as it's their turn, so applicants hear from you quickly.
## Give sourced candidates a person first
A sourced candidate needs a message from a person before anything else. Staffer suggests **Send intro outreach** as the next action for every newly promoted candidate, so you don't need a step for it.
After they reply, a **Review** step with the method **Human approval** and the hiring manager as reviewer is a good checkpoint before you ask them to do anything. Add them as a reviewer on the step and they're notified when it's their turn. A hiring manager with the **Reviewer** or **Viewer** role can complete a step they're named on, so they don't need full access.
## Decide where people stay in charge
Automatic rejection saves time and costs goodwill when it's wrong. Use it only where the rule is objective.
* **Rejection disqualifies** on a human review is off by default. When it's off, a reject completes the step and suggests rejecting, and you still make the call. Turn it on only when every reject should end the application straight away.
* A questionnaire's **Automatically reject** is also off by default.
* Apart from these two settings, nothing in the process rejects anyone. Moving someone to **Offer**, **Hired** or **Rejected** is otherwise always done by a person.
## Choose what candidates see
Candidates see the process in their application. Questionnaires, file uploads, AI interviews and interviews are always visible, because the candidate takes part in them. Reviews, tasks and message steps are hidden unless you turn on **Visible to candidate** on their **Rules** tab.
Check the result before you save: use the **Viewing as** menu at the top right of the **Process** tab and pick **Applicant** or **Sourced candidate**. You see exactly the steps that person would see.
## Test before candidates arrive
* Click **Save** after changes. The process doesn't save on its own.
* For an AI interview, open the step and click **Try as candidate** to run it yourself. It uses credits, and nothing is saved.
* Once a candidate has started a step, you can't delete it or change its type. **Archive step** stops it applying to new candidates and keeps everyone's history.
## A process for a sales role
* Applied lane: **Questionnaire** (right to work, expected salary, notice period, with one qualifying question on right to work), then an **AI interview** by voice, 15 minutes, on how they run a discovery call.
* Sourced lane: **Review** by the sales lead (**Human approval**).
* Shared: **Interview** with the sales lead, with **Let the candidate pick a time** on, then a final **Interview** with the CEO.
* Final **Task** for your team: "Check references", hidden from candidates.
# Get a hiring manager's feedback
Source: https://docs.staffer.com/academy/hiring-manager-feedback
Two ways to involve a hiring manager: a share link for a quick look, or a reviewer role for decisions inside your process.
Hiring managers want to see the candidates and give a verdict, without learning a new tool. Staffer gives you two ways to do that, and they suit different situations.
| | Share link | Reviewer on a step |
| - | - | - |
| Needs a Staffer account | No | Yes, a workspace invite |
| What they see | Only the candidates you pick | The whole workspace, read-only |
| How they respond | Notes on the shared page | Approve or reject a review step |
| Best for | A one-off look at a shortlist | Ongoing roles where their decision is part of the process |
## Option 1: send a share link
Open the job, click the **…** menu at the top right, then **Share…**. Pick the candidates, choose what to include (**Profile**, **Match score**, **Your notes**) and how long the link lasts. Turn on **Allow recipients to add notes** so they can reply on the page.
After **Create share**, copy the link, or email it to up to 20 people with an optional personal note.
Notes they leave come back to each candidate's **Notes** tab and **Activity**, marked as coming from the shared link. They don't change the match score.
Things to know before you send one:
* Everyone you send it to gets the same link, even though the email asks them not to forward it. Anyone with the link can open it until it expires or you revoke it.
* **Anonymize names** hides names and photos only. Current title, employer and location still show, so a reviewer can often work out who someone is.
* Shortlisted candidates can't be shared. Promote them first.
* Messages and your activity timeline are never shared.
Extend or revoke a link from the **Active shares** tab of the same dialog. See [Share candidates](/companies/share-candidates).
## Option 2: make them a reviewer on a step
When the hiring manager decides on candidates regularly, put their decision in the process.
Invite them from **Settings** → **Workspace** → **Members** with the role **Reviewer — read-only + complete assigned steps**. See [Invite your team](/companies/invite-team).
On the job's **Process** tab, add a **Review** step with the method **Human approval** and add them under **Reviewers**. Add **Instructions for reviewer** to tell them what to look for. Click **Save**.
When a candidate reaches the step, the reviewer gets a notification that a step is assigned to them. They open the candidate, read the profile and match, and approve or reject.
With **Rejection disqualifies** off (the default), a reject completes the step and suggests rejecting the candidate, and you make the final call. Turn it on if their reject should end the application straight away.
Reviewers can read everything in the workspace and complete steps they're named on. They can't message candidates, change stages or edit jobs. See [Roles and permissions](/get-started/roles-and-permissions).
## Whichever you choose
Give the hiring manager a few candidates at a time, with a clear question: "Which two would you interview?" gets a faster answer than "What do you think?".
# Steer a search
Source: https://docs.staffer.com/academy/steer-a-search
Get better candidates out of Staffer's search by telling the agent what the last batch got wrong.
A good search rarely happens in one go. You ask, look at what comes back, and tell the agent what was off. This guide covers what to say, what the agent can and can't filter on, and how to keep your results tidy.
For the basics, see [Search for candidates](/companies/running-a-search).
## Before you search: fix the criteria
The agent builds its searches from your brief, and every result is scored against your criteria. Ten minutes on the criteria saves several rounds of searching. See [Write criteria that score well](/academy/write-criteria-that-score-well).
If there's context the agent should know but that isn't a hiring criterion, put it in the brief's **Notes**. The agent reads the notes and uses them, including when it searches. For example: "The team is remote-first, so strong async writing matters" or "We've had poor results with candidates from large consultancies."
## Ask for the first search
In the job's chat, say where to look and anything that narrows the field:
> Search for candidates in Norway and Sweden.
The agent turns the brief into a set of different search angles, runs up to four rounds, and fills gaps between rounds. It ranks and scores what it finds, then posts a summary in the chat: who scored highest, who stands out on a specific criterion, and what the pool is missing.
## What you can ask it to filter on
These work reliably when you say them in the chat:
* Countries and cities.
* A minimum or maximum number of years of experience.
* A word in the candidate's current job title, such as "lead" or "staff".
* Companies to include or exclude, up to 20 of each. For example, "exclude our current employer and our two closest competitors". This applies to that search only.
Two things don't filter reliably, so put them in words instead:
* Function or department. Say "backend engineers" rather than asking for the engineering department.
* Seniority works only partly as a filter. Say "senior" or "lead" in your request, and make seniority a criterion if it matters to the score.
## Refine with what was wrong
After each search, tell the agent what didn't fit and why. Be specific:
> Too many consultants. Focus on people at product companies, and skip anyone with less than five years of experience.
Each request runs as a new search and appears as a new group on the **Scouting** tab, titled with what the agent searched for. Earlier groups stay, so you can compare.
## Keep the Scouting tab tidy
* Delete a search that went the wrong way: **Search actions** → **Delete search**.
* Export a search or your shortlist for a spreadsheet: **Download as CSV**.
* If you've changed the criteria since a search ran, click **Re-score** in that search's **Search actions** menu so the scores match the new brief.
## Know the limits
* Staffer searches its own candidate database, which covers Europe and North America. It doesn't search LinkedIn live, and you can't add someone who isn't in the database.
* The database has no email addresses or phone numbers. You get those per person with **Request contact info**, or you add them yourself. See [Get contact details](/companies/contact-details).
* **Maximum sourcing results** in **Settings** → **Workspace** → **Preferences** caps how many people one search returns (25, 50, 75 or 100). Higher caps take longer.
* You can't stop a search once it starts. If it runs out of time, you get the results it had scored so far, without a warning.
* Every search uses credits. Broad searches that run all four rounds cost more than narrow ones.
## From results to pipeline
Shortlist the promising people with the bookmark, then promote them from the **Shortlist** group. Promoting doesn't contact anyone: it sets up their application, and the **Process** tab then suggests your first message. See [Shortlist and promote candidates](/companies/shortlist-and-push).
# Write criteria that score well
Source: https://docs.staffer.com/academy/write-criteria-that-score-well
How the scorer reads your criteria, and how to write ones that give you useful scores.
Every candidate is scored against your criteria, one criterion at a time. The scorer reads what it knows about the candidate and asks, for each sentence you wrote: is there evidence for this? So the quality of your scores depends almost entirely on how you phrase the criteria.
This guide shows what works, with examples. For the mechanics, see [How match scores work](/companies/match-scores).
## Write things you'd find evidence for
The scorer reads the candidate's profile, their messages with you, their answers in your process steps and your team's notes. A criterion is only useful if one of those can show it.
| Hard to score | Easier to score |
| - | - |
| Great leader | Has managed a team of five or more engineers |
| Strong communicator | Has written customer-facing documentation or given talks |
| Passionate about fintech | Has worked at a payments or banking company |
| Senior | Has at least six years in backend roles |
Qualities like curiosity or grit rarely show up in a profile, so they tend to come out as **Missing evidence** for everyone. If they matter, find out in the process instead: a questionnaire question or an AI interview produces answers the scorer reads at the next rescore.
## One thing per criterion
Each criterion gets one score. "Has used React and TypeScript in production" scores the same whether someone has one or both, so you can't tell which is missing. Split it into two criteria and the **Match** tab shows you exactly where the gap is.
## Use Required for what you'd reject without
Required criteria count double compared with preferred ones. If everything is required, nothing stands out, and a candidate who is excellent on your two real must-haves looks the same as one who is average across the board.
A useful test: if a candidate didn't meet this, would you still talk to them? If yes, it's **Preferred**.
## Put everything that matters to the score in the criteria
The score only reads the criteria. The **Details** fields, such as **Location**, **Work mode** and **Languages**, shape the search and the listing, but they don't change anyone's score. If the location really decides fit, write it as a criterion: "Lives in or can relocate to Oslo".
Staffer has no separate seniority field either. Write seniority as a criterion.
## Avoid near-duplicates
Two criteria that say almost the same thing waste weight and can confuse the scorer. If a rescore fails with a message that the scorer only covered part of the brief, look for criteria that read very similarly and reword or merge them.
## Keep the list focused
A brief can have up to 30 criteria, but more criteria make each one count for less. Most roles are well described by five to ten. Each criterion can be up to 400 characters, one idea per row.
## Don't select on protected characteristics
Don't write criteria about age, gender, ethnicity, religion, health, family status or anything similar. Staffer's own rules tell the agent not to write them. If your organization turns on **Live policy enforcement**, the agent's changes are also checked against your policies before they're saved (see [AI policies](/admin/ai-policies)).
The check covers what the agent writes. It doesn't check criteria you type into the brief yourself, so those are your responsibility.
## After you change the criteria
Editing criteria doesn't rescore anyone. To see the effect on people you've already found:
* On the **Scouting** tab, open a search's **Search actions** menu and click **Re-score**.
* For candidates in the pipeline, use **Rescore** in each candidate's **Candidate actions** menu.
See [When scores change](/companies/editing-and-rescoring).
## A worked example
A first draft for a senior frontend role:
* Required: "Great React developer"
* Required: "Team player"
* Required: "Knows design systems and accessibility"
A better version:
* Required: "Has built production web apps in React for at least five years"
* Required: "Has built or maintained a component library or design system"
* Preferred: "Has shipped work that meets accessibility standards such as WCAG"
* Preferred: "Has worked in a product company rather than an agency"
The second version gives each candidate four separate answers you can read in a minute, and it tells you exactly what to ask about in the interview.
# AI policies
Source: https://docs.staffer.com/admin/ai-policies
How Live policy enforcement, policy notes and documents, and the candidate privacy notice work, and what they don't cover.
**Settings** → **Organization** → **Compliance** → **Policies** is where you tell Staffer's AI what your organization requires, and optionally have it refuse actions that conflict. Only organization owners and admins can change it.
## Live policy enforcement
The **Live policy enforcement** toggle runs a small, fast AI check before a specific set of AI actions, and can refuse one that conflicts with your policy. Each check uses a small amount of credits, usually well under a cent, on top of the normal cost of the action.
It checks:
* Agent actions: drafting or updating the brief, running a candidate search, editing job notes, setting up or changing the hiring process, adding a step to one candidate, and rewriting the listing.
* One-shot AI actions: rewriting a message or drafting a reply, naming a search, generating template or career page text, preparing interview notes, closing a job, and the notes, stage changes and outreach you send from a candidate's page.
Generating or translating a listing from the brief isn't checked. Rewriting a listing through the agent is.
It doesn't check:
* The conversation itself. You can ask the agent about your policies freely. Only the actions above can be refused.
* Criteria you type directly into the brief editor yourself. Only what the agent writes is judged, not your own edits.
When a check refuses an action, the agent shows an inline message explaining what conflicted and, where possible, what would let it through, with a link back to this page. A one-shot action (like closing a job) shows the same reason as an error instead of completing.
If the check itself can't run in time, such as a timeout, the action goes ahead unchecked rather than blocking your work, and Staffer logs that it failed open.
Turning enforcement off doesn't turn off awareness: your policy notes and uploaded-document summaries are still read by the AI on every request, whether or not enforcement is on. Enforcement only controls whether a conflicting action gets refused.
## Policy notes
A free-text field for guidance you want every AI feature to follow, such as "never filter candidates by age or protected attributes." It's appended to the AI's instructions on every request, and it's what the live enforcement check judges actions against when enforcement is on.
## Policy documents
**Upload policy** accepts PDF, TXT or MD files up to 25 MB. Staffer summarizes the document, and the summary, not the raw file, is what the AI sees and what enforcement checks against. If summarizing fails, the upload is rejected rather than left half-configured.
## Candidate privacy policy
A toggle for your own privacy notice toward candidates. Turn it on and it's linked alongside Staffer's own policy in the privacy notice candidates see when they apply, and in every email candidates get.
Staffer ships a ready-made, editable notice covering who you are, what you collect, why, who you share it with, and candidate rights. It's a starting point, not legal advice: you remain the data controller responsible for what it says.
## Staffer's built-in rules
Staffer adds its own non-discrimination, GDPR and AI Act rules to every AI request, regardless of your settings. These take precedence over your organization's own policy if the two conflict. This is a product guardrail, not legal advice or a compliance guarantee.
## Common questions
No. It checks the agent actions and one-shot AI actions listed above. Chatting with the agent, and criteria you type into the brief yourself, are never checked.
No. Those apply to every AI request regardless of your enforcement setting or whether you've written any policy at all.
The action goes ahead unchecked, and Staffer logs that the check failed open. Live policy enforcement is a best-effort check, not a hard guarantee.
Organization owners and admins. A workspace admin who isn't also an organization admin doesn't see this page.
Which agent actions ask for your approval, and how Auto mode changes that.
What else is in **Settings** → **Organization** → **Compliance**.
# Compliance overview
Source: https://docs.staffer.com/admin/compliance
Where your organization's policies, retention rules and legal documents live, who can see them, and who's responsible for what.
Compliance settings live at **Settings** → **Organization** → **Compliance**. Everything here applies to every workspace in the organization: there's no per-workspace version of a policy or a retention rule.
Only organization owners and admins can see this page. A workspace admin who isn't also an organization admin doesn't see it at all: they're redirected back to their own settings.
## What's here
| Section | What it does | Docs |
| - | - | - |
| **Policies** | Turn on live policy enforcement, write policy notes for the agent, upload policy documents, and edit the notice candidates see when they apply. | [AI policies](/admin/ai-policies) |
| **Retention** | Set rules that flag candidacies with no lawful basis to keep, and review erasure and data-access requests candidates have filed. | [Retention rules](/admin/retention), [Candidate data requests](/admin/data-requests) |
| **Legal & data export** | Request the countersigned Data Processing Addendum and export every operational record Staffer holds for your organization. | [DPA and data export](/admin/dpa-and-export) |
| **Sub-processors**, **SOC 2** | See every third party that touches candidate data, and Staffer's security controls and audit status. | [Data location and security](/admin/security) |
| **Data Processing Addendum** | A plain-English summary of the binding DPA. | [DPA and data export](/admin/dpa-and-export) |
| **EU AI Act compliance** | How Staffer and your organization split responsibility under the EU AI Act. | [EU AI Act](/admin/eu-ai-act) |
## Who's responsible for what
Staffer draws a line between the data-protection relationship and the AI-system relationship. You hold both roles on your side:
| | Data protection (GDPR) | EU AI Act |
| - | - | - |
| You | Data controller | Deployer |
| Staffer | Processor | Provider |
As controller, you decide why and how candidate data is processed, and Staffer processes it on your behalf. As deployer, you're the one putting Staffer's AI system to use on real candidates, with your own obligations under the Act. See [EU AI Act](/admin/eu-ai-act) for what that means in practice.
What organization and workspace roles can do.
The difference between organization-wide and workspace-level settings.
# Credits, top-ups and spend caps
Source: https://docs.staffer.com/admin/credits
Add credits, cap what a workspace can spend, and see what happens when your organization runs out.
**Settings** → **Organization** → **Usage & credits** is where your organization manages its shared credit pool: available credits, adding more, capping what an individual workspace can spend, and a 30-day history of every charge and top-up. Only organization owners and admins can open it.
To add credits you need a card on file first. Add one from **Settings** → **Organization** → **Billing**. See [Payment and invoices](/pricing/billing).
## Available credits
The number at the top of the page is your organization's available credits, shared by every workspace. It's the same number the sidebar's **Credits** chip shows, when the workspace you're in has no monthly cap of its own.
## Add credits
If your organization has no card on file yet, the button is disabled with a hint to add one first.
Choose a preset amount (\$10, \$25, \$50, \$100, or \$250), or select **Other** to enter a custom whole-dollar amount between \$5 and \$1,000.
If your plan carries a bonus, a line shows the total you'll receive: base amount plus bonus, at your plan's percentage. See [Plans](/pricing/plans).
Check the box confirming credits are prepaid and non-refundable, then click **Charge**. It charges the card on file immediately, with no redirect to a separate checkout page.
## Workspace monthly caps
Every workspace draws freely from the shared pool unless you cap it. A cap throttles one workspace's spend without touching any other workspace's access to the pool. This is available on every plan, including Starter, not only Growth and Enterprise.
The **Workspaces** table lists each workspace with its spend so far this month and its **Monthly cap** ("No cap" or a dollar figure). Click **Edit cap** to set or clear one. Only organization owners and admins can change a cap, even for a workspace they don't otherwise manage.
When a workspace hits its cap, that workspace's AI features refuse, with the banner "This workspace reached its monthly spend limit of \$X. Raise the limit on the Usage & Credits page or wait until the 1st of next month." A workspace member who isn't an organization admin sees a version pointing them to ask an admin, instead of a direct link. Other workspaces in the organization are unaffected. The cap resets on the 1st of the month.
## Running out
Two different things can pause AI features: your whole organization runs out of credits, or one workspace hits its own cap (above).
At zero organization credits, every workspace's AI features pause, with the banner "Your organization is out of credits. AI features are paused until it is topped up." If your organization has a **Billing manager email** on file, the banner points there. Organization owners and admins also get an **Add credits** link right in the banner.
What pauses is AI features on your side: agent chat, page chat, search, scoring, rescoring, listing generation, message drafting and rewriting, interview prep, and everything else on the [What uses credits](/pricing/what-you-pay) list.
Candidates aren't blocked. Chat on the apply page, in the candidate portal and on share links keeps running, and it's free for your organization. Candidates can also keep going through their steps. AI interviews still run at zero balance, but they aren't free: they keep charging your credits, so your balance can go below zero.
An action already running when your credits hit zero finishes: credits are checked before an action starts, not partway through. The next action after that is what gets refused.
## The low-balance notification
The first time an action is refused for running out, Staffer sends a "Balance running low" notification. It goes to every organization owner and admin, plus anyone who has **Balance running low** checked on their own Notifications page. It's sent at most once every 24 hours per organization, so it won't repeat every time another action gets refused the same day.
## Refunds
Only credit you actually paid for can be refunded, never bonus credit. There's no self-serve refund button anywhere in the app: a refund only happens when Staffer issues one from its side.
## Usage history
Below **Add credits**, **Usage history** covers the last 30 days across your whole organization. Usage (chat, search, scoring, and the rest) is grouped by day, workspace, and type of action, so you see a daily total instead of one row per AI call. Top-ups, signup credit, refunds, and other adjustments each show individually with their own timestamp.
Entry types you'll see: **Signup credit**, **Top-up**, **Usage**, **Credit**, **Refund**, **Adjustment**, and **Reconciliation**.
Starter, Growth, and Enterprise, and how the bonus works.
Add a card, billing details, and where your invoices are.
# Candidate data requests
Source: https://docs.staffer.com/admin/data-requests
Erasure requests and data-access requests candidates file themselves: where they land, what's automatic, and what you need to review.
Candidates can ask Staffer to erase their data, or ask for a copy of it. The two work differently: erasure runs on its own once the grace window passes, and there's nothing for you to approve. A data-access request needs you to review it and choose what goes in the export.
## Where they appear
Both queues are reached from **Settings** → **Organization** → **Compliance** → **Retention**, and both are org-wide: they list requests against every workspace in the organization, not only the one you're in.
* **Erasure requests**: right-to-erasure (GDPR Article 17) requests.
* **Application data requests**: right-of-access (GDPR Article 15) requests for a copy of the candidate's own data.
## How a candidate files one
A candidate can ask one specific workspace to stop processing them, ask to erase everything Staffer holds about them, or request a copy of their data, from their own Staffer account. See [Your data and privacy](/candidates/data-and-privacy) for what that looks like on their side.
## Erasure requests
This queue is read-only for you. Only the candidate, or in narrow cases Staffer support, can withdraw a request. The deletion runs automatically once the [grace window](/admin/retention) passes, with nothing for you to approve or refuse. Two kinds of request land here: a candidate asking one workspace to stop processing them, and a candidate asking to be erased from Staffer entirely (shown here if they have an application in one of your workspaces). Rows show a status: requested, scheduled, processing, done, cancelled, or rejected.
### What gets deleted
The candidate's profile, uploaded files such as résumés and interview recordings, and their sign-in.
### What's anonymized instead
Each application survives as a stripped-down record of the hiring decision: states, which steps ran and when, and scores, with everything that names or quotes the candidate removed, such as messages, notes, transcripts, and free-text answers. This keeps your own record that a hiring process happened and roughly how it went, without keeping anything that identifies the person.
## Application data requests
This is the queue that needs your action. Open a pending request and you'll see the candidate's own reason, if they gave one, and a **Prepare export** dialog with six sections to include, all checked by default except résumé, which follows whatever's on file:
* **Application details**: the record, its state history, and consent events
* **Resume**: the file on record, if there is one
* **Step results**: transcripts, answers and files from process steps
* **Messages**: emails to and from the candidate
* **AI evaluations**: match score history and the per-criterion breakdown
* **Notes**: your team's notes on this candidate
For notes specifically, you can include each one as-is, redact individual words in it, or exclude it entirely. Excluding a note requires a reason, which is recorded either way.
Approve it and the export builds in the background. The candidate gets an email with a download link once it's ready, which expires after 7 days. You can also **Reject** the request instead, with a required reason: under GDPR Article 12(4) the reason travels with the refusal, so the candidate reads exactly what you write. The candidate is notified either way.
## Notifications
Turn on **Candidate filed a data request** on your personal Notifications page to get a bell and email alert when one of these comes in.
## Common questions
No. Only the candidate, or Staffer support in narrow cases, can withdraw one. It runs automatically once the grace window passes.
Yes. Use **Reject** and give a reason. Under GDPR Article 12(4), the candidate sees that reason exactly as you wrote it.
Redact individual words in that note before you approve the export, or exclude the note entirely with a reason.
The queues themselves list requests across every workspace in the organization, but each request is still scoped to what it asked for: one workspace's data, or everything Staffer holds, depending on what the candidate requested.
Where the Article 17 grace window is set, and what else can flag a candidacy for deletion.
What a candidate sees when they file either kind of request.
# DPA and data export
Source: https://docs.staffer.com/admin/dpa-and-export
Request the countersigned Data Processing Addendum, and export every operational record Staffer holds for your organization.
**Settings** → **Organization** → **Compliance** → **Legal & data export** is where you request the Data Processing Addendum and pull a full export of your organization's data. Only organization owners and admins can use it.
## Request the DPA
Clicking **Request DPA** records your request for Staffer's team to action. It doesn't send you anything immediately: someone at Staffer needs to see the request and follow up. The page states you'll get the countersigned copy by email within 3 business days.
The card's status tracks where things stand:
| Status | What it means |
| - | - |
| Not requested | No request on file yet. |
| Requested | Staffer has your request and is preparing the DPA. |
| Sent | The DPA has been sent to you. Countersign it to complete the process. |
| Signed | Signed and on file. |
## The DPA summary page
**Settings** → **Organization** → **Compliance** → **Data Processing Addendum** has a plain-English summary of the binding legal document. Your organization is the controller, Staffer the processor. Staffer commits to notifying you in-app at least 30 days before adding or replacing a sub-processor. The summary also covers data location, security measures, and what happens to your data if you cancel, but the countersigned document itself controls if the two ever disagree. Contact [legal@staffer.com](mailto:legal@staffer.com) for negotiation questions, and [compliance@staffer.com](mailto:compliance@staffer.com) for operational or security questions.
## Export your organization's data
**Request export** starts a GDPR Article 20 export: a ZIP of every operational record Staffer holds for your organization. It builds in the background rather than downloading immediately, and you'll get an email at the address of whoever requested it, not a fixed address, when it's ready. The download link expires after 7 days.
You can only have one export in progress at a time. Request another while one's still building and Staffer asks you to wait for it to finish. The request row updates from Queued to Building… to ready, showing the file size and expiry once it's done.
Turn on **Compliance export ready** on your personal Notifications page to get a bell and email alert when it's done, instead of checking back. There's also a **DPA signed** notification for when Staffer marks your DPA as countersigned.
## Common questions
No. It records the request. Someone at Staffer follows up. The page states you'll get the countersigned copy within 3 business days.
Organization owners and admins.
No. Only one export can be in progress at a time, across the whole organization.
It's emailed to whoever clicked **Request export**, as a link that expires after 7 days, not stored anywhere else.
Where your data is stored and processed, and the sub-processor list.
What else is in **Settings** → **Organization** → **Compliance**.
# EU AI Act
Source: https://docs.staffer.com/admin/eu-ai-act
How Staffer and your organization split responsibility under the EU AI Act, what's built to support it, and what isn't yet.
Staffer's platform is a high-risk AI system under the EU AI Act (Regulation (EU) 2024/1689), Annex III §4: employment, workers' management and access to self-employment. Staffer is the AI system's provider. Your organization is the deployer, with its own obligations under Article 26.
## What's built to support your obligations
* Per-criterion scores with evidence: every match score is broken into individual criteria, each with a reason, a confidence level, and the sources it's based on, not only a number. See [How match scores work](/companies/match-scores).
* Human oversight by default: moving a candidate to a new stage, rejecting them or hiring them is a person's action. When the agent proposes one of these, it shows an approval card in **Ask permission** mode, and approving it becomes part of the audit record. Three settings narrow this, all off by default:
* **Auto** mode in chat skips the approval card, so there's no approval record for what the agent does while it's on.
* A questionnaire step with **Automatically reject** rejects a candidate who fails a qualifying question.
* A review step with **Rejection disqualifies** moves a candidate to **Rejected** as soon as the reviewer rejects them or scores them below the passing score.
* Disclosures to candidates at the moments that matter: an AI interview requires an explicit, versioned acknowledgement before it can start, covering what's recorded, that an AI assesses it, that it affects the match score, and when it's deleted. See [AI interviews](/companies/ai-interviews).
* Logged state changes and scoring history: every stage change lands on the candidate's activity history, and every match score is stored with its reasoning and evidence, not overwritten silently.
* A retention limit on interview media: recordings, transcripts and their AI evaluation are deleted six months after the application closes, regardless of your retention settings. See [Retention rules](/admin/retention).
## What isn't built yet
* A candidate review-request flow. By default the AI doesn't advance, reject or hire anyone on its own, but there's no dedicated feature for a candidate to formally request human review of one specific decision (GDPR Article 22).
* Replaying an old evaluation. The scoring trail records what was computed at the time, not enough to re-run it under today's model.
* Drift or bias-monitoring dashboards for you to view yourself.
* A candidate-facing "how was I evaluated" page. Today, if a candidate asks, a person answers.
## Your duties as deployer
From Staffer's own EU AI Act page, under Article 26, you're responsible for:
* Assigning human oversight. The workspace admin role is the default assignment.
* Informing workers' representatives before you put Staffer to use, where that applies.
* Informing candidates that AI is used to evaluate them. Staffer shows a disclosure in the candidate portal and at the AI interview step. You can add a stronger disclosure of your own in [policy notes](/admin/ai-policies).
* Monitoring for problems and reporting incidents to [compliance@staffer.com](mailto:compliance@staffer.com).
* Keeping your own records. Staffer keeps its audit log for the lifetime of your workspace and can export it to you on request.
## Timeline
The EU AI Act's rules for high-risk systems apply 24 months after the regulation entered into force. Staffer has built its architecture ahead of that date.
## Common questions
Not through a dedicated feature today. A person already makes every real decision by default, since the AI doesn't advance, reject or hire anyone on its own, but there's no formal review-request mechanism for a candidate to invoke.
Yes, for approvals specifically. Auto mode skips the approval click for agent actions, so there's no approval record for whatever it does while it's on. It doesn't change the disclosures candidates see or the fixed interview-media retention.
No. A score never changes a candidate's stage. Stages change automatically only if you set up a questionnaire with **Automatically reject**, or a review step with **Rejection disqualifies**. See [Assignees, holds and automatic rejection](/companies/reviewer-holds-and-gates).
[compliance@staffer.com](mailto:compliance@staffer.com), the same address for security and audit questions.
The non-discrimination and GDPR rules baked into every AI request.
What a per-criterion score looks like and what it's based on.
# Organization settings
Source: https://docs.staffer.com/admin/organization
Your organization's name, domain, auto-join, and who has organization-wide access.
Organization settings cover what's shared across every workspace: the organization's name and domain, who can join automatically, and who has organization-level access. Only organization owners and admins can see this section. For everyone else, it doesn't show in **Settings**, and opening one of its pages sends them back to **Settings**.
## General
**Settings** → **Organization** → **General**.
* **Organization name**: a plain text field, editable by any organization owner or admin.
* **Primary domain**: fixed. It's set once, from the email domain of whoever created the organization, and there's no way to change it in the app. Contact Staffer support if it needs to change.
* **Auto-join by email domain**: a toggle. When it's on, anyone signing up with an email address on your organization's domain joins automatically instead of needing an invite. Turning it on requires picking a **Default workspace** and a **Role in that workspace** for joiners to land in: **Viewer** (read-only), **Member** (can source and message), or **Admin** (can change workspace settings). You can't save it as on without choosing both.
* When auto-join is off, a new signup on your domain is told to ask an admin for an invite instead. If they try to start their own workspace on that domain, they're refused: your domain already has a Staffer organisation, and they need to ask an admin there to invite them.
* If your organization has no primary domain at all, the toggle doesn't even appear. The section explains that nobody can auto-join, and new signups create their own organization instead.
A **Metadata** card below shows the organization ID, primary domain, how the organization was provisioned, and when it was created. None of it is editable.
## Members
**Settings** → **Organization** → **Members** lists everyone who holds an organization-level role, meaning **Owner**, **Admin**, or **Member** at the organization level, not everyone in every workspace. Each row shows the person, their org role, how many workspaces they're in (with a breakdown per workspace), and when they joined.
**Invite people** opens a dialog that does more than a workspace's own invite: alongside a work email, you choose which workspace the person lands in, their role there, and their organization role (**Member**, or **Admin**, who can manage org settings, billing, and members) in the same step.
Row actions, for anyone with permission to use them:
* **Make org admin** promotes a member to admin. It can't target the owner.
* **Make org member** demotes an admin back to member. This one is owner-only: even another org admin can't demote an admin.
* **Remove from organization** removes every workspace membership that person holds anywhere in the organization. You can't remove yourself, the organization owner, or anyone who owns a workspace in the organization. A workspace owner has to delete their workspace first.
The owner's row has no action menu. There's no way to transfer organization ownership from the app.
## Workspaces
**Settings** → **Organization** → **Workspaces** lists every workspace in the organization. See [Workspaces](/admin/workspaces) for the full list, creating one, and deleting one.
## Organization members vs. workspace members
An organization role controls access to organization-wide settings: this page, Billing, and Compliance. It doesn't control what someone can do inside any one workspace. A workspace role (owner, admin, member, reviewer, or viewer) controls that instead: seeing and editing jobs, running searches, and so on, inside that specific workspace.
The two are independent. Someone can be a plain organization member with no special org-wide access, while still owning the workspace they personally created. Someone else can hold different roles in several workspaces across different organizations, with no org role at all in some of them, which is normal for an agency recruiter working inside a client's organization. See [Roles and permissions](/get-started/roles-and-permissions).
The workspace list, creating one, and deleting one.
Your organization's shared credit pool.
# Retention rules
Source: https://docs.staffer.com/admin/retention
The rules that flag candidacies with no lawful basis to keep, how auto-execute differs from review, and what deletion actually does.
**Settings** → **Organization** → **Compliance** → **Retention** flags candidacies that no longer have a lawful basis to keep, and can delete them. Every match lands in a review queue first, unless you turn on auto-execute for that rule. Only organization owners and admins can change it. The flagging itself runs once a day across every workspace in the organization.
## The four rules
Each rule has its own **Enabled** toggle and a period in days (1 to 3,650). All four ship off by default: nothing is flagged until you turn at least one on.
| Rule | Flags | Default period |
| - | - | - |
| **Inactive candidacies** | Candidacies with no messages, notes, stage changes or ratings for the chosen period. | 180 days |
| **Rejected applications** | Applications closed as rejected, once the closure is older than the chosen period. | 365 days |
| **No active purpose** | Terminal candidacies (rejected or withdrawn) with no wider consent, old enough that keeping them has no lawful basis. | 365 days |
| **Missing or expired consent** | Candidacies whose consent was never captured, after a grace window, or has expired. | 30 days |
## Enabled vs auto-execute
**Enabled** turns a rule on: matching candidacies get flagged and land in the review queue. A separate **auto-execute** toggle, off by default, skips the review step: once the review window passes, a flagged candidacy proceeds straight to deletion with nobody clicking anything. If a candidacy matches several rules and any one of them has auto-execute on, the whole flag proceeds automatically.
## The review queue
Flagged candidacies wait here before anything happens, whether or not auto-execute is on. For each one you can:
* **Send consent email**: manually resend the retention notice, if the automatic one didn't go out.
* **Cancel deletion…**: extends retention (365 days by default, 1 to 3,650) so tomorrow's check doesn't re-flag it. Requires a reason, which goes on the audit trail.
* **Delete now…**: runs the deletion immediately instead of waiting. This can't be undone.
## Exclusions
Two toggles, both on by default, protecting the candidate rather than requiring you to opt in:
* **Never flag hired or offer-stage candidates**: employment records have their own retention duty.
* **Never flag candidates in the talent pool**: adding someone to the talent pool is treated as a deliberate decision to keep the record.
## Windows
* **Review window** (hours, default 72, up to 720): how long a flag waits before an auto-executing rule proceeds. Rules without auto-execute ignore this. Nothing fires on its own for them.
* **Email candidates when flagged** (on by default): sends the candidate a heads-up with a link to renew consent, on the same window as the review. Not legally required, but a courtesy.
## The GDPR Art. 17 grace window
Separate from the four rules above, and always active: when a candidate lodges a right-to-erasure request, Staffer holds it for this many days before running the deletion. Default 30 days, and you can only shorten it, never extend it beyond 30. See [Candidate data requests](/admin/data-requests) for what happens to a request while it waits, and afterward.
## What deletion does
Deleting a candidacy, whether by auto-execute or by clicking **Delete now…**, runs Staffer's erasure cascade: the application is removed, and if it was the person's only remaining application anywhere in your organization, their whole profile is anonymized rather than deleted outright, so the historical record survives without identifying them. See [Candidate data requests](/admin/data-requests) for exactly what's deleted and what's kept.
## Interview media: a fixed six-month rule
Interview recordings, transcripts and their AI evaluation are deleted six months after the application closes, for both AI and human interviews. This runs regardless of the rules above and isn't configurable from this page. See [AI interviews](/companies/ai-interviews) and [Interviews and scheduling](/companies/human-interviews).
## Common questions
No. The next daily check flags matching candidacies into the review queue. Nothing deletes until the review window passes on an auto-execute rule, or someone clicks **Delete now…**.
Yes, before it's deleted. **Cancel deletion…** in the review queue extends its retention. Once the deletion has actually run, it's final.
No. Those follow the fixed six-month rule above, independent of whatever retention rules you set here.
Organization owners and admins. The rules apply to every workspace in the organization, not only one.
Erasure and data-access requests candidates file themselves.
What else is in **Settings** → **Organization** → **Compliance**.
# Data location and security
Source: https://docs.staffer.com/admin/security
Where Staffer stores and processes your data, how it's encrypted, who can access it, and Staffer's SOC 2 status.
Staffer stores and processes data in the EU by default, and documents its security controls and sub-processors in **Settings** → **Organization** → **Compliance**.
## Where your data lives
The databases, the search index, file storage and the application servers all run in the EU, in Frankfurt and the Netherlands. AI inference runs through an EU endpoint, and embeddings run on Staffer's own model, also in the EU. The one exception is background job orchestration, the queue behind jobs like building your data export or the daily retention check, which runs from a US-based service. The content delivery network that serves static assets is global, like any CDN.
## No training, zero retention
Staffer doesn't train any model on your data. The AI provider Staffer uses is contracted under zero-retention terms, so it can't keep or train on what's sent to it either. The model that powers search runs on Staffer's own copy, so no other search provider sees your data.
## Encryption
In transit: TLS 1.2 or higher, everywhere. At rest: the underlying storage is encrypted by each provider, and Staffer adds its own encryption on top of that for OAuth tokens and for your AI policy notes and the summaries of uploaded policy documents. Uploaded files, such as résumés and policy documents, are stored privately and only opened through short-lived signed links.
## Access control and the audit log
What someone can see or change inside Staffer depends on their workspace and organization role. See [Roles and permissions](/get-started/roles-and-permissions).
Every mutation, decision, sign-in and AI action is written to an append-only audit log: the application's own database access can't alter or delete an entry once it's written. Staffer keeps it for the lifetime of your workspace and can export it to you on request.
## Sub-processors
Every third party that processes data on your organization's behalf, where, and for what, is listed on the **Sub-processors** page in **Settings** → **Organization** → **Compliance**. Staffer commits to notifying you in-app at least 30 days before adding or replacing one. See [DPA and data export](/admin/dpa-and-export) for the same commitment as it appears on the DPA.
## SOC 2 status
Staffer hasn't started a formal SOC 2 audit. A Type 1 audit is planned post-launch. In the meantime, the **SOC 2** page lists which controls are already in place, such as access control, encryption and backups, and which are still informal, such as incident response. For your own security review, or to ask about audit timelines, email [compliance@staffer.com](mailto:compliance@staffer.com).
## Report an issue or request the security posture
Email [compliance@staffer.com](mailto:compliance@staffer.com) to report a security issue, or to request Staffer's full security posture for a review or procurement process.
## Common questions
No. Staffer hasn't started a formal audit yet. A Type 1 audit is planned, and the SOC 2 page lists which controls are already in place.
No. Staffer doesn't train on your data, and the AI provider is contracted under zero-retention terms.
The EU by default: database, search index, file storage, application servers, AI inference and embeddings. Background job orchestration is the one part that runs from the US.
The Sub-processors page under **Settings** → **Organization** → **Compliance** lists every one, with where data is processed and what it's used for.
Request the countersigned DPA, which covers these same commitments contractually.
What else is in **Settings** → **Organization** → **Compliance**.
# Workspaces
Source: https://docs.staffer.com/admin/workspaces
The workspace list, creating and switching between workspaces, and what's shared across them.
A workspace holds one team's jobs, candidates, and branding. An organization can run several. **Settings** → **Organization** → **Workspaces** lists every one, and the sidebar's workspace switcher moves you between them. Only organization owners and admins can open the Workspaces settings page, though anyone can switch between workspaces they belong to.
## The workspace list
The header shows how many workspaces are active, and how many are deleted, if any exist (hidden by default, revealed with a filter toggle). Each row shows the workspace's name and slug, a **Current** badge if it's the one you're in, a **Deleted** badge if it's been soft-deleted, how many **People** and **Jobs** it has, and when it was **Created**.
## Switching workspaces
Click the workspace button at the bottom of the sidebar, then **Switch workspace**. It's a searchable list with a checkmark on the workspace you're in. Picking another one reloads the app into it, so nothing cached from your old workspace carries over.
With focus outside any text field, pressing a number key 1 to 9 jumps straight to that workspace in the list.
## Creating a workspace
Workspace switcher → **+ New workspace**. It runs you through the same setup as your first workspace: find your company, review the details, invite your team. See [Set up your workspace](/companies/set-up-your-workspace).
Anyone signed in can do this. You become the new workspace's owner. The real limit is your plan: **Starter** caps an organization at 1 workspace, so **+ New workspace** is disabled there, with a prompt to upgrade. **Growth** and **Enterprise** are unlimited. See [Plans](/pricing/plans).
## What's shared across workspaces, and what isn't
| Shared organization-wide | Separate per workspace |
| - | - |
| Credits (one pool) | Jobs and candidates |
| Organization settings (name, domain, auto-join, org members) | Branding (logo, cover photo, color) |
| Compliance (policies, retention rules, DPA, data exports) | Workspace members and their roles |
## Moving a job to another workspace
Open the job, then its **More job actions** menu, then **Move to workspace**. This only appears if you're an admin or owner of both the current workspace and at least one other workspace in the same organization. It's a real move, not a copy: the job, its candidates, and its history leave the source workspace entirely.
## Deleting a workspace
Only the workspace's owner can delete it, from that workspace's own **General** settings, under **Danger zone** → **Delete this workspace**. It's a soft delete: jobs, listings, candidates, and members are hidden everywhere in the app, but the data is kept, not purged.
You can't delete a workspace that auto-join currently points at as its default. Point auto-join elsewhere, or turn it off, in [Organization settings](/admin/organization) first.
## Common questions
Yes. The workspace switcher lists every workspace you're a member of, across every organization, plus any workspace in an organization where you're an org owner or admin. This is normal for an agency recruiter working inside a client's organization.
Only someone who is an admin or owner of both the source and destination workspaces, with both workspaces in the same organization.
Name, domain, auto-join, and organization members.
The Starter one-workspace limit and how to upgrade.
# AI interviews
Source: https://docs.staffer.com/candidates/ai-interview
What happens before, during and after an AI interview, and how long the recording is kept.
An AI interview is a short interview you do on your own, by chat, voice or video, instead of talking to a person. Start it whenever you're ready, from the step in your application. See [Screening steps](/candidates/screening-steps) for where this fits into a process.
## Before you start
You'll see the method, language and time limit for this interview, plus any instructions the hiring team left for you.
You need to check a box before you can begin: "This interview is recorded, assessed by AI, and affects your match score." Its **Details** link explains what that means:
* In a chat interview, everything you type is saved. In a voice or video interview, the call itself is recorded (audio only for voice, audio and video for video). Either way, a written transcript is kept alongside it.
* Afterward, an AI reads the transcript and writes an assessment for the hiring team, including a suggested next step. You won't see that assessment yourself.
* It updates your match score for this job automatically.
* The recording, transcript and assessment are deleted six months after your application closes.
The evaluation is one input for the hiring team, not a decision by itself. People at the company decide what happens next.
For a voice or video interview, you'll also test your microphone (and camera, for video) before you start. A live level meter shows it's picking you up.
## During the interview
The interviewer is an AI, and it says so. It doesn't use a name or pretend to be a person. It has read the resume the company has for this application, so it may ask about your experience directly instead of asking you to repeat it.
Chat, voice or video, depending on what the company chose. A timer counts down from the limit the company set, 15 minutes by default. As you get close to running out, the interviewer starts wrapping up rather than cutting you off mid-sentence.
If your connection drops or a reply doesn't come through, nothing you already said is lost: your answer is saved before the reply arrives. A **Send again** button appears so you can pick up without repeating yourself or ending up with a duplicate answer in your transcript.
## After the interview
When you finish, or run out of time, you get an optional chance to rate the interview and leave feedback, from 1 to 5 stars, shared with the hiring team.
There's no self-service way to redo a finished interview. If you got cut off partway through, opening the step again picks up exactly where you left off, as long as it isn't marked complete yet.
## How long it's kept
The recording, transcript and the AI's assessment are deleted six months after your application closes. After that, Staffer keeps only a record that you were told about the recording in the first place.
Find somewhere quiet with a stable connection, especially for voice or video. Use the setup check to test your microphone before you start, so you know it's working. In a chat interview, take your time: short, honest answers work better than long, polished ones, and it's fine to say you don't know something or ask a follow-up question.
## Common questions
No. The AI's written assessment goes to the hiring team, not to you. You'll see the step marked complete on your Process tab, and your transcript if you want to look back at what you said.
No. Once a step is complete, there's no button to run it again.
The step still finishes. With nothing said, there's nothing for the AI to evaluate.
The other kinds of steps you might see in a process.
See every application and what stage it's at.
# Apply to a job
Source: https://docs.staffer.com/candidates/applying-to-a-job
How to apply to a listing, what happens right after, and what a closed listing looks like.
You can apply to any open listing on Staffer, with or without a Staffer account. If a recruiter reaches out to you first instead, see [When a recruiter contacts you](/candidates/recruiter-contact).
## Find the listing
Job listings on Staffer live in three places: a company's own career page, Staffer's job board, or a direct link someone sent you. All three lead to the same listing page.
## Apply
Every open listing has one apply button. It works the same on the job board, a company's career page and your Staffer dashboard.
You'll choose how to send your application next.
Send your Staffer profile as it is, or upload a CV (PDF or .docx, up to 10 MB). Applying with your Staffer resume needs you to sign in with Google, Microsoft or LinkedIn. If you haven't set up your profile yet, Staffer takes you through that first. See [Sign in](/candidates/signing-in) and [Claim your profile](/candidates/claiming-your-profile).
If you uploaded a CV, Staffer reads it and fills in your **Name** and **Email**. Anything you've already typed stays as you typed it.
A privacy notice explains how your details are used. You don't have to tick anything to apply. One optional box asks if you'd like to be considered for other roles at the company later.
There's no message box. The company acknowledges every application, so you don't need to write a cover note.
## What happens after you apply
* If you applied without an account, you'll get an email confirming it, with a private link you can use to follow the application from there. No sign-in needed. If you applied while signed in, it shows up straight away in your [applications list](/candidates/tracking-your-application).
* The company reviews your application. See [Track your applications](/candidates/tracking-your-application) for the stages you'll see.
* You may get steps to complete, like a questionnaire, an AI interview, or booking a time to meet the team, once the company moves you into their process. See [Screening steps](/candidates/screening-steps).
## Applying twice
If you upload a CV again with the same email, Staffer recognizes you and offers **Resend my link** instead of letting you submit a new application. If you're signed in and already applied to a job, you'll see "You already applied to this role" instead of the apply button. Applying twice with two different emails, or once with your Staffer resume and once with an uploaded CV, can create two separate applications for the same job. Stick to one method and one email if you want to be sure it stays one application.
## Closed listings
Once a job stops taking applications, its listing shows **Applications closed** instead of the apply button. Expired listings don't show up in job search or on the job board. If you'd already applied before it closed, that doesn't change anything for you: your application keeps moving through the company's process as normal.
## Common questions
No. Uploading a CV only needs your CV, name and email. Applying with your Staffer resume needs you to sign in.
PDF or .docx, up to 10 MB.
Yes. Upload it from the **Resume** tab on your application. The company's score for your application is updated from the new CV.
Use the private link from your confirmation email. It works without signing in. See [When a recruiter contacts you](/candidates/recruiter-contact) for how that link works.
Reading your CV is best-effort. If it misses something, fix the fields yourself before you submit. Your original file is always saved and sent to the company either way.
What happens if a company reaches out to you first instead.
Where to see every application and what stage it's at.
# Book an interview
Source: https://docs.staffer.com/candidates/book-an-interview
Picking a time for an interview with the hiring team, what you get, and what to do if nothing fits.
Some interview steps let you pick your own time with the hiring team. If a company sets a step up that way, you get an email and a notification asking you to pick a time, and a picker right on the step. If not, the hiring team schedules it themselves and sends you the details directly. See [Screening steps](/candidates/screening-steps) for where this fits into a process.
## Choosing a time
If picking your own time is turned on for this step, you'll see a note that the hiring team is ready to meet, with a list of times underneath.
Times are grouped by day, for up to 14 days ahead. If someone else takes a slot moments before you, the list quietly refreshes to remove it, so you won't end up double-booked.
This confirms the slot and schedules the interview right away.
If nothing's open, the picker says so plainly, and the hiring team follows up instead.
## What you get
Once a time is set, whether you picked it or the recruiter did, you get an email with the date and time, how to join, and an agenda if the company added one. You also get a normal Google Calendar invite, separate from that email.
The email states the time in UTC. Your calendar invite shows it in your own time zone, so trust the calendar invite if the two ever look like they disagree.
## Your calendar
In the sidebar, **Calendar** shows every interview you've booked, across all your applications, in a week or month view. Each interview has its join link and **Add to calendar**.
## Joining
Most interviews are video calls on Google Meet. Join from the link in your email, your calendar invite, your **Calendar** or the receipt on the step. If the company set up an in-person interview, your email shows the address instead.
## Recording and the notetaker
Video interviews are recorded and transcribed unless the company turned that off for the step. Unlike an AI interview, there's no box to check first. You'll see a **Recorded** tag on your interview details and a participant named **Staffer Notetaker** in the call.
Recordings and transcripts are deleted six months after your application closes.
## Rescheduling or cancelling
You can't reschedule a booked interview yourself. If the time stops working for you, [message the recruiter](/candidates/messages) and ask them to release it so a new one can be set.
If the hiring team reschedules a time you picked yourself, your booking is cancelled and you get an email asking you to pick a new slot. If they reschedule a time they set, you're told nothing is needed from you: they'll send a new invite once they've picked a time. Either way, your old calendar invite is cancelled automatically.
If they cancel it instead, that isn't a decision on your application. The time slot is being released. Ask them directly if you're unsure where things stand.
## If nothing works for you
There's no self-service way to request different times once a step is live. [Message the recruiter](/candidates/messages) directly and tell them what would work instead.
## Common questions
No, that's the company's setting for the step, not yours.
You can't change it yourself. Message the recruiter and ask them to release the slot so you can pick, or they can set, a new one.
No. A cancelled slot means the time was released, not a decision on your application. Your application's stage tells you where things actually stand. See [Track your applications](/candidates/tracking-your-application).
The other kinds of steps you might see in a process.
Reply to the hiring team or ask about a time.
# Claim your profile
Source: https://docs.staffer.com/candidates/claiming-your-profile
How to confirm a profile Staffer already has is yours, why some choices lock parts of it, and what to do if nothing matches.
If you're active professionally, Staffer may already have a profile for you, built from public sources, before you ever sign in. The first time you sign in, you claim it: confirm it's you, or tell Staffer it isn't and start fresh.
## How claiming works
If the email you signed in with matches a profile a company already has on file for you, you're done. Your profile is confirmed automatically and you land on your dashboard.
You'll see **Verify with LinkedIn** first. Signing in with LinkedIn confirms you control a LinkedIn account, but Staffer can't check that it's the same LinkedIn profile as the one you're claiming, so this alone doesn't fully confirm you (more on why below). **Search by name** and **Set up manually** are the other options.
When Staffer finds a possible profile, whether from your email, LinkedIn, or your name, it shows you a preview: name, title, company, and a short headline. Click **Yes, this is me** (or **This is me** if there's more than one candidate) to claim it.
If a company is already working with that profile, a name search or LinkedIn URL isn't enough to claim it. Staffer offers to confirm it's you by email instead (see below).
## Fully confirmed or partly confirmed
Not every match proves the same thing, and Staffer treats them differently.
You're fully confirmed if the email you signed in with matched what a company already had on file for you, you built your profile from scratch, you confirmed it through an emailed link (below), or Staffer support verified you by hand.
You're only partly confirmed if you signed in with LinkedIn and picked a matching profile, searched your name and picked a result, or reached your profile through a link a recruiter sent you.
The reason: none of those last three actually prove the profile is you. Anyone can type your name into a search box or paste your LinkedIn URL. LinkedIn sign-in only proves you control some LinkedIn account, not that it's the one behind the profile you picked.
## What stays locked until you're fully confirmed
With a partly confirmed profile you can still edit almost everything, your headline, career summary, skills, languages, location, and preferences all save normally. Four things don't:
* Editing your name, email, phone, or LinkedIn URL
* Withdrawing consent from a company
* Removing a company's access to your profile
* Deleting your account
Staffer locks these because they're the fields and actions someone could abuse if they'd only claimed your profile by guessing your name or LinkedIn URL. See [Your data and privacy](/candidates/data-and-privacy) for what each of those actually does.
## Confirming through email
If Staffer can't accept your claim because a company is already working with that profile, it offers to email you a one-time confirmation link. The link goes to the address the company has on file, never one you type. Open it and click **Yes, this profile is mine**. Your claim is then fully confirmed. The link works once and expires after 24 hours.
This is only offered while you're claiming a profile, and only if a company has an email address for you. If it isn't offered, or nothing arrives, email [support@staffer.com](mailto:support@staffer.com) and Staffer will verify you by hand.
## Starting from scratch
If nothing matches, choose **Set up manually**. Staffer creates an empty profile under your account. Adding a LinkedIn URL is optional. If you have one, add it so Staffer can check you don't already have a profile. This route is fully confirmed immediately, since you built it yourself. Fill in the rest from [Your profile](/candidates/profile-and-resume).
## If the wrong profile shows up
Email [support@staffer.com](mailto:support@staffer.com) either way:
* If someone else already claimed the profile that's actually you, mention the profile and Staffer will help sort out the dispute.
* If you've already claimed a different profile and this isn't it, the wrong one needs to be released before you can claim the right one, since you can only own one claimed profile at a time.
## Common questions
No. Signing in with LinkedIn only proves you have a LinkedIn account, not that it's the one attached to the profile you picked. It's recorded as a partly confirmed claim, the same as picking a result from a name search.
Email [support@staffer.com](mailto:support@staffer.com). You can't change identity fields yourself while partly confirmed. The email confirmation link is only offered while you're first claiming a profile.
Not yourself. One account owns exactly one profile. Email [support@staffer.com](mailto:support@staffer.com) if you claimed the wrong one.
# Your copilot
Source: https://docs.staffer.com/candidates/copilot
Where it is, everything it can do, what it always checks with you first, and what it can't do.
Your copilot is a chat panel that sits alongside almost every page in Staffer. Click **Hide chat** to tuck it away, or open it again from the same spot, and type into **Ask anything…** to get started.
## What it can do
* Look up a company you're considering: size, industry, headquarters, what they do.
* Tell you how many jobs of a certain kind are open right now, broken down by city or function.
* Search the job market for you, the same search behind [Find jobs](/candidates/searching-for-jobs).
* Compare your profile against similar candidates and suggest what's missing, anonymously: it never shows you anyone else's name, contact details, or company.
* Check where you stand on one of your applications: what step you're on, and what's next.
* Withdraw an application for you.
* Update a single field on your profile, if you ask it to.
## What it checks with you first
Only two things ever need your say-so: withdrawing an application, and changing a profile field. The copilot shows you exactly what it's about to do, right in the conversation, with **Approve** and **Reject** buttons, and waits. Everything else on the list above runs right away.
## Ask permission, or let it act
A **Mode** setting under the chat box controls this: **Ask permission**, the default, or **Auto**. On **Auto**, the two actions above happen immediately instead of waiting for your approval. Change it anytime.
Withdrawing an application through your copilot is final on your side either way, in **Ask permission** or **Auto** mode. Only the company can put you back into their process afterward.
## Your conversation isn't saved
Everything you and your copilot say to each other lives only in that browser tab. Reload the page and it's still there. Close the tab and it's gone for good. Staffer doesn't keep it. That's useful on a shared computer.
## What it can't do
* It can't apply to a job for you. Apply on the listing yourself.
* It can't change your skills or languages. Edit those on your [profile page](/candidates/profile-and-resume).
* It can't upload a resume, CV or photo to your profile. You can't do that anywhere in Staffer today.
* It can't undo a withdrawn application.
* If you're only using a private link from a company and haven't signed in, it's limited to looking up that company and checking that one application. Sign in for everything else.
## Common questions
Only if you've switched **Mode** to **Auto** yourself. On the default **Ask permission** setting, it always waits for you to approve first.
A generous one you're unlikely to hit through normal use. It's there to stop abuse, not to ration your conversation.
No. The conversation isn't saved. Ask again when you're back.
# Your data and privacy
Source: https://docs.staffer.com/candidates/data-and-privacy
Download your data, control what a company can do with it, or delete your account, step by step.
Everything about your data lives in one place: **Privacy & data**, under Settings. Sign in and you'll see every company that has anything on file for you. Open a link from a company's email instead and you'll see only that one company, with a banner telling you so.
Every email you get through Staffer links to the privacy policies that apply and to a **Manage your data** page, so you always know where to go. If the link has expired, the page offers you a way back in.
## Companies with access to your data
Staffer lists every company that has ever touched your profile, whether you applied to them, they added you as a candidate, or they hold a contact address for you. For each one you'll see what that company holds about you. That's how many applications you have there, when it was last active, and any email address on file along with where it came from: found through a paid lookup the company ran, added by the company directly, or shared by you.
Every action for a company sits in one menu next to it:
* **Also future roles** widens your consent, so this company can consider you for roles beyond the one you applied to.
* **Withdraw consent** pulls your consent for this company entirely. It clears your consent on every open application you have with them at once, meant to stop them from continuing to process you. This needs your profile to be fully confirmed. See [Claim your profile](/candidates/claiming-your-profile).
## Remove a company's access
**Request revoke**, in the same menu, opens a short form (a reason helps but isn't required) with a **Send revoke request** button. You'll see a **Revoke pending** badge until the company acts on it.
Once the company approves it, your open applications there close and the contact details they added for you are deleted. They can still see your past applications, including notes and messages. To have those deleted too, ask the company to erase your data.
You can only request this for a company that already has something of yours: an application, or a contact record. And if your profile is only partly confirmed, the request is saved but never actually reaches the company. Get fully confirmed first if you want it acted on.
## Download your data
**Get a copy of your data** is signed-in only. Click **Download my data** and you get a ZIP immediately, no waiting, no link to click later. It contains a short readme and one spreadsheet covering your profile, your claim history, every application, your answers to any screening steps, how you were scored, and which companies hold contact details for you.
## Delete your account
At the bottom, **Request full erasure** starts the process:
1. Your profile disappears from every company's search and every public listing right away.
2. Nothing is actually deleted yet. You have 30 days to change your mind with **Keep my data**.
3. After 30 days, deletion runs automatically and can't be undone: your profile, your applications, anything you've uploaded, and your ability to sign back in are all permanently removed.
This needs a fully confirmed profile, and you have to be signed in to request it. A private application link isn't enough. If you're only partly confirmed and file a request anyway, it's recorded but nothing happens until you're fully confirmed.
Once the 30 days pass, erasure is final. There's no recovering your profile or applications afterward.
A company you dealt with keeps a bare record: which stage each application reached and when, and how it was scored, so they can show their hiring process happened. Everything that identifies you is removed first: your name, contact details, messages, notes about you, and interview recordings and transcripts.
## How long a company keeps your data
Each company sets its own rules for how long it keeps old or inactive applications. If a company's rules flag your application, you may get an email asking whether you'd like to renew your consent, with a one-click link, before anything is deleted.
One rule is fixed and the same everywhere: recordings and transcripts from an interview are deleted six months after the application closes, no matter which company it was or what their own retention rules say. Nothing else about that step, like which stage it was and when it happened, is affected.
## Common questions
Withdrawing consent, erasure and revoke requests. You can file an erasure or revoke request while partly confirmed, but it won't go ahead until you're fully confirmed. Downloading your data only needs you to be signed in.
No. Removing one company's access only affects that company. Your profile and any other applications you have elsewhere are untouched. Delete your account separately if you want everything gone.
Yes, up until the 30 days pass. Click **Keep my data** on the same page any time before then.
# Candidate FAQ
Source: https://docs.staffer.com/candidates/faq
Quick, accurate answers to what candidates ask most, each with a link to the full page.
## Getting started
Staffer holds public professional profiles that companies search when they're hiring. A recruiter likely found yours that way. See [Staffer for candidates](/candidates/what-staffer-is).
From public professional information, such as your work history, skills and location. See [Staffer for candidates](/candidates/what-staffer-is).
No. Having a profile, tracking applications, and using your copilot are all free. See [Staffer for candidates](/candidates/what-staffer-is).
Yes, to a point. A private link from a company lets you view and act on that one application with no account. Sign in to see everything in one place. See [Sign in](/candidates/signing-in) and [When a recruiter contacts you](/candidates/recruiter-contact).
## Your profile
There's no name field on your profile page at all. If you're fully confirmed, ask your copilot to change it for you. See [Your profile](/candidates/profile-and-resume).
Request full erasure to come out of every company's search right away, or ask one specific company to stop with a revoke request. See [Your data and privacy](/candidates/data-and-privacy).
## Applications and messages
If a company reached out to you first, rather than you applying yourself, it won't show in your account until they move you past their first review stage. The private link they emailed you works the whole time regardless. See [When a recruiter contacts you](/candidates/recruiter-contact).
Open it anyway. An expired link offers you a way back in. You can also ask the company for a new one. Either way, you pick up where you left off. See [When a recruiter contacts you](/candidates/recruiter-contact).
Yes. Whether you reply in Staffer or straight from your email, it lands in the same conversation the company sees. See [Messages](/candidates/messages).
Yes, from the application or by asking your copilot. You can't undo it yourself. Only the company can put you back into their process. See [Withdraw an application](/candidates/withdrawing).
## Interviews and AI
No. Once it's complete, you can't retake it. You can go back into one you left unfinished. See [AI interviews](/candidates/ai-interview).
No. An AI interview produces an evaluation and updates your match score, but a person at the company decides what happens next. The exception: a company can set up a screening question that rejects certain answers automatically. Then nobody reviews that answer before the rejection. See [Screening steps](/candidates/screening-steps) and [AI interviews](/candidates/ai-interview).
## Your data
Go to **Settings** → **Privacy & data** and click **Request full erasure**. Your profile disappears from search right away. Full deletion follows automatically 30 days later unless you cancel. See [Your data and privacy](/candidates/data-and-privacy).
It isn't deleted straight away. Each company sets its own rules for how long to keep it, and you might get an email asking whether to renew consent before an old application is deleted. Interview recordings and transcripts are always deleted six months after the application closes. See [Your data and privacy](/candidates/data-and-privacy).
# Messages
Source: https://docs.staffer.com/candidates/messages
How the conversation with a recruiter works, and what it can't do.
Every application has one message thread with the company. Open the **Messages** tab on your application to read it, or start it yourself if nobody's written to you yet.
**Messages** in the sidebar collects every conversation you have with hiring teams in one inbox, with an unread count. A thread opens at the latest message.
## Reading and replying
Messages show newest at the bottom. Type your reply in the box underneath and click **Send**, or press Ctrl+Enter (Cmd+Enter on a Mac). You can format your reply with bold, italic, bullet lists and links.
## One thread, however you reply
Replying by email works the same as replying in Staffer. Reply to the email you got, and your answer lands in the same conversation. Use whichever is easier. The recruiter sees it in one place either way.
## No attachments
You can't attach a file to a message, in Staffer or by email. If a step in the process asks you for a document, that's a separate upload, not a message. See [Screening steps](/candidates/screening-steps).
## A note on AI
A recruiter might use Staffer's AI to help write a reply. Either way, the message is sent by the company, in their name.
## Notifications
Messages from a recruiter arrive by email. If a recruiter writes to you inside Staffer, you still get an email with a link straight back to the conversation. The bell at the top of the sidebar, and the full **Notifications** page, show updates on your applications too. See [Track your applications](/candidates/tracking-your-application).
## Common questions
Yes. Open your application's **Messages** tab and write to them.
Use whichever is easier. Both go to the same conversation.
See every application and what stage it's at.
What the private link in a recruiter's message can do.
# Your profile
Source: https://docs.staffer.com/candidates/profile-and-resume
Every field you can edit, what's locked until you're fully confirmed, and what a company actually sees.
Your profile is what companies see when they search Staffer or look you up on an application. Open **Edit resume** from your dashboard to see and change it.
## What you can edit
* **Headline**: a one-line summary, shown right under your name.
* **Open to work**, **Engagement**, **Work mode**, **Relocation**: short preferences, each a simple choice like Yes, No, or Unspecified.
* **Location**: your city and country.
* **Languages**: add as many as you like, and mark one as primary.
* **Career summary**: a few sentences on what you do and what you're looking for.
* **Skills**: add or remove them freely, one at a time or several at once.
Changes sit in a draft until you click **Save**. **Discard** throws them away and puts back what was last saved. If you reload the page or navigate away by accident, your unsaved edits are still there when you come back to the same browser tab.
## What's locked, and why
Your name, email, phone number, and LinkedIn URL don't save if your profile is only partly confirmed. Staffer needs to be sure you're really the person behind the profile before letting you change the details a company would use to reach you. See [Claim your profile](/candidates/claiming-your-profile) for what fully confirmed means and how to get there. If you're already fully confirmed and one of these still won't save, email [support@staffer.com](mailto:support@staffer.com).
There's no field for your full name on this page, even when you're fully confirmed. If you're fully confirmed, ask your copilot to change it.
## Experience and education
Staffer shows your work history and education as a read-only timeline, pulled from your public profile. You can't add or edit individual roles or schools here yet.
## Your photo and cover image
You can upload a profile photo and a cover image, and crop each one to fit. Companies see both wherever your profile appears. Changing your photo needs a fully confirmed profile. See [Claim your profile](/candidates/claiming-your-profile).
## Your CV
You can't upload a CV to your profile itself. Send one when you apply, or upload a newer one later from the **Resume** tab on an application. The company's score for that application is updated from the new CV. See [Applying to a job](/candidates/applying-to-a-job).
## Profile settings
The profile settings page shows your account, how you sign in, and whether your profile is claimed and fully confirmed.
## What a company sees
What you edit shows up straight away, to companies searching Staffer and on your profile in any job you're part of. Fields you haven't edited show the public information Staffer has, which can change as public sources update. It never overwrites something you've set yourself.
There's one exception. When a company adds you to a job, or you apply to one, Staffer keeps a copy of your profile as it was at that moment. Editing your profile afterward changes what companies see from then on, but not the copy saved with that application.
## Common questions
There's no field for it on this page. If your profile is fully confirmed, ask your copilot to change it. It checks with you before saving.
Your profile is probably only partly confirmed. See [Claim your profile](/candidates/claiming-your-profile) for how to fully confirm it. Already fully confirmed and still stuck? Email [support@staffer.com](mailto:support@staffer.com).
Only going forward. A company that already reviewed you for a specific application keeps the copy of your profile from that moment. Your edit is what everyone sees from now on, including that same company the next time they look you up.
# When a recruiter contacts you
Source: https://docs.staffer.com/candidates/recruiter-contact
Why a company might reach out to you first, what the link in their message can do, and how long it lasts.
Sometimes a company finds you before you apply anywhere. A recruiter can add you to their hiring process and message you directly, without you having applied or created an account first. Their message is how you find out.
## Why this happens
A recruiter working on a job searched for people who might fit it and found your profile on Staffer. They can add you to their process and reach out before you've done anything on your side. See [What Staffer is](/candidates/what-staffer-is) for where that profile comes from.
## The message and the link
A person at the company writes and sends the message. Staffer doesn't send a separate "you've been added" email. The message includes a private link to your application.
## What you can do from the link, no account needed
Open the link and you'll find your application laid out in tabs: **Job**, **Resume**, **Process**, **Messages** and **Privacy**. From there, with no account or sign-in, you can:
* See the role and where you stand in the company's process
* Complete any step that's waiting on you, like a questionnaire or an AI interview
* Read and reply to the recruiter, in the **Messages** tab
* Give or change your consent, or withdraw your application, in the **Privacy** tab
* Ask an AI assistant on the page about the company, the role, or where things stand
The assistant only turns on once the recruiter moves you into their process. Until then, the page tells you it's on its way.
## How long the link works
* Each time you open the link, it works for another 30 days.
* It stops working 90 days after the recruiter first sent it, however often you use it.
* Once your application reaches a final decision, the link works for 30 more days.
In the link's last week, a banner on the page warns you.
## Getting a new one
If your link stops working, or a recruiter tells you it's been revoked, ask them for a new one. Only they can send a fresh link, and it picks up exactly where you left off.
## Seeing everything in one place
The link only ever shows this one application. If you sign in to Staffer separately, this application might not appear in your list right away: one a recruiter started for you only shows up there once they've moved you past their first review stage. See [Track your applications](/candidates/tracking-your-application) for why. The link itself keeps working regardless.
## If you'd rather not
The first time you open the link, or sign in, Staffer asks how the company can use your information: only for this role, or also for future ones. Choose only this role if you don't want to be considered for anything else. To stop the current process entirely, withdraw your application from the **Privacy** tab. See [Withdraw an application](/candidates/withdrawing).
## Common questions
A recruiter found and added your profile while searching for candidates for a role. See [What Staffer is](/candidates/what-staffer-is) for more on this.
No. Everything in the link works without one. Creating an account later brings this application into one signed-in view alongside anything else you apply to, once it's visible there. See [Track your applications](/candidates/tracking-your-application).
Ask the recruiter to resend it. There's no self-service way to recover a link you no longer have.
See every application, including ones you didn't start yourself.
Pull out of a process you no longer want to be part of.
# Screening steps
Source: https://docs.staffer.com/candidates/screening-steps
What each kind of step in a hiring process asks of you, and when you'll hear about it.
A company's hiring process is built from steps. Some need something from you, some don't. Your application's **Process** tab shows the current step in full. Steps after it stay marked **Upcoming** until you reach them. See [Track your applications](/candidates/tracking-your-application).
## Questionnaire
A short set of questions from the hiring team: single-line answers, longer written answers, numbers, or multiple choice. Answer everything and click **Submit**. You can't go back and edit an answer once you've sent it.
A company can mark a question as a requirement and set the step to reject applications that don't meet it. Then your application can end as soon as you submit, before anyone looks at it. The screen still shows **Submitted**, the same as for everyone else. If it happens, you get an email from the company and your application's stage changes to **Rejected**.
## File upload
Drop a file, or click to browse. The step tells you how many files you can add and how many slots you have left. The company decides which file types it accepts, and each file can be up to 25 MB.
## AI interview
A short interview you do on your own, by chat, voice or video. See [AI interviews](/candidates/ai-interview).
## Interview
A scheduled call with someone from the hiring team. See [Book an interview](/candidates/book-an-interview).
## Review and task steps
Some steps are internal: the hiring team reviewing your application, or doing something on their side. You only see one if the company chooses to show it, and there's nothing for you to do. It never shows a result.
## Message steps
Sometimes a step in the process is the hiring team sending you a message: an update, instructions, or a request. It looks like any other message in your thread. See [Messages](/candidates/messages).
## When you'll hear about a step
You're emailed as soon as a step needs something from you: a questionnaire, an upload or an AI interview. For an interview with the team, you're emailed once it's scheduled or when you can pick a time.
## Waiting on the company
| Status | What it means |
| - | - |
| **Your turn** | Something needs you. |
| **Waiting on team** | It's the company's move. Nothing to do right now. |
| **Upcoming** | Comes later. You'll see the details once it's current. |
| **Scheduled** | An interview is booked, ahead of time. |
| **In progress** | Underway, for an interview or AI interview you've started. |
| **Complete** | Done. |
| **Skipped** | The company skipped this one for you. |
## Common questions
No. Submitting closes the form and replaces it with your answers, read-only.
No. Review and task steps never show a result, even once they're complete.
Not every candidate goes through the same steps. Some steps only apply to people who applied, and others only to people a recruiter found. Steps that don't apply to you don't appear.
What to expect before, during and after.
Picking a time with the hiring team.
# Find jobs
Source: https://docs.staffer.com/candidates/searching-for-jobs
How Job Match searches the market, why your results and shortlist disappear when you close the tab, and applying from there.
**Job Match** looks beyond your own applications, at open jobs across the market rather than only the ones posted on Staffer. Find it from **Find matches** on your dashboard.
## Search by asking, not typing into a box
There's no search box that runs a new search directly. Instead, ask your copilot for what you want, for instance "senior frontend roles in Oslo" or "product jobs at fintechs or AI startups." It searches the market from several angles at once and merges everything into one list, saved as a card titled with a short summary of what you asked for. You can also ask broader questions, like how many UX jobs are open right now, and get a real count instead of a guess.
The search box on the Job Match page itself only filters results you already have, by title, company, or city. It doesn't start a new search, and neither does the **Type** or **Country** filter next to it.
Job Match is in beta. It covers open jobs in Europe and North America that Staffer has collected, not every job in the market. When you ask how many jobs are open, the count shows how many matching jobs Staffer has found.
## Your shortlist
Bookmark a job to add it to your shortlist, a group that always sits at the top of the page. Unbookmark it, or use **Mark as applied** from a job's menu, to take it off again. Marking it applied is a way to clean up your own list, since Staffer has no way to know whether you actually applied somewhere else.
## Nothing here is saved to your account
Both your search results and your shortlist live only in your browser tab. Close the tab and they're gone. Reload the page and they're still there. Your conversation with the copilot works the same way. See [Your copilot](/candidates/copilot).
## Applying to a Job Match result
Clicking a job, or its **Open listing** option, opens the company's own job page in a new tab. That's outside Staffer, so nothing is tracked on your account. If the role happens to be posted on Staffer itself, applying there works normally and shows up in [your applications](/candidates/tracking-your-application). See [Applying to a job](/candidates/applying-to-a-job).
## Common questions
No. Job Match results and your shortlist are only kept in that browser tab, on purpose. Ask your copilot again when you're back.
Europe and North America. Jobs elsewhere aren't included.
No. Job Match results link out to the job elsewhere on the web. You still need to apply there yourself. Only jobs posted on Staffer create an application you can track here.
# Sign in
Source: https://docs.staffer.com/candidates/signing-in
Google, Microsoft, or LinkedIn: what happens the first time, and how long you stay signed in.
Sign in to Staffer with **Continue with Google**, **Continue with Microsoft**, or **Continue with LinkedIn**. There's no password and no separate sign-up step. The same button works whether you've used Staffer before or not.
## The first time you sign in
Staffer checks your sign-in email against the profiles it already holds. If it finds a clear match, your profile is confirmed automatically and you land on your dashboard. If it doesn't, you're asked to find your profile yourself, by connecting LinkedIn or searching your name, or to set one up from scratch. See [Claim your profile](/candidates/claiming-your-profile) for exactly how that works and what each choice means.
## Signing in with the email a company already has for you
If you sign in using the same email address a company already holds for you, that's the strongest match Staffer can make: it confirms your profile automatically, no extra steps.
## A private link instead of signing in
If a company invites you to a job, you'll get an email with a private link to that one application instead. Opening it doesn't sign you in. It lets you view and act on that one application without an account. To see every application in one place, edit your profile or use your copilot fully, sign in. See [When a recruiter contacts you](/candidates/recruiter-contact) for what the link itself can do and how long it lasts.
## How long you stay signed in
You stay signed in for 30 days from when you sign in. Using Staffer doesn't extend it. After 30 days, sign in again. Your profile and applications aren't affected.
## Trouble signing in
No. Staffer doesn't have a password or an emailed sign-in link for your account. Use Google, Microsoft, or LinkedIn.
You've previously signed in with a different provider using a different email address. Sign in with the original one first.
Your sign-in provider blocked the attempt, which can happen with some work accounts. Try a different provider, or ask your workplace's IT team whether they allow sign-ins to outside apps.
Private links expire after a while. An expired link offers you a way back in, or you can ask the company for a new one. Either way, you pick up where you left off. See [When a recruiter contacts you](/candidates/recruiter-contact).
# Track your applications
Source: https://docs.staffer.com/candidates/tracking-your-application
Where to see your applications, what each stage means, and the emails you might get along the way.
Once you've applied somewhere, or a recruiter has added you to their process, sign in to Staffer and open **Applications** to follow it.
## Your applications list
Each row shows the company and job, its current stage, and a short note on what's next: **Your turn** when something needs you, or **Waiting on team** when it's the company's move. Search by role or company, or filter by stage. Open the **…** menu on a row to view the application, copy its ID, or withdraw.
The **Applications** item in the sidebar shows a number: how many of your open applications are waiting on you.
If the list is empty, you haven't applied anywhere yet and no recruiter has added you. See [Apply to a job](/candidates/applying-to-a-job) or [Find jobs](/candidates/searching-for-jobs) to start.
## Inside an application
Each application opens with a header showing the job, the company's logo and your current stage. Five tabs sit underneath:
* **Job**: the listing, as posted.
* **Resume**: your profile as the company sees it for this specific application, not necessarily your current one. Upload a newer CV here at any time.
* **Process**: where you are and what's next. See below.
* **Messages**: your conversation with the recruiter. See [Messages](/candidates/messages).
* **Privacy**: your consent, your data, and where you withdraw. See [Withdraw an application](/candidates/withdrawing).
## What you see on the Process tab
It's a timeline of every step in the company's process for you. Completed and skipped steps collapse into a **Previous steps** group. The one step that's current is shown in full. Steps after that are marked **Upcoming** and only show their name and kind until it's your turn.
Once everything's done, the tab shows a closing note that the hiring team will take it from here.
## Stages, and what they mean
| Stage | What it means |
| - | - |
| **In review** | The company has your application and hasn't started moving you through their process yet. |
| **In progress** | You're being actively taken through the process: a step is open, or the company is reviewing you. |
| **Offer** | The company has made you an offer. |
| **Hired** | You got the job. |
| **Rejected** | The company decided not to move forward. |
| **Withdrawn** | You pulled out yourself. See [Withdraw an application](/candidates/withdrawing). |
## Why a new application might not show up yet
If a recruiter added you to a job, it may not appear in this list right away. An application you started yourself shows up immediately, at any stage. One a recruiter started for you only appears once they've moved you past their first review stage. This doesn't affect the private link they emailed you: that works from the moment you get it, whether or not the application shows up here yet. See [When a recruiter contacts you](/candidates/recruiter-contact).
## Notifications
The bell at the top of the sidebar shows updates on your applications, and the full **Notifications** page lists them all, so nothing gets lost. Screen readers announce which ones are unread.
## Emails you might get
| When | What it's about |
| - | - |
| A recruiter messages you | The message itself, which you can reply to, or a link straight back to the conversation if they wrote to you inside Staffer. |
| You apply without an account | Confirms your application and gives you your private link. |
| A step needs you | Something's ready for you to do: a questionnaire, an upload, an interview, or picking a time to meet. |
| You submit something | Confirms the company received it. |
| An interview is booked | The time, joining details and an agenda. |
| An interview is moved or cancelled | What changed. A cancelled slot isn't a rejection. The time is being released. |
| A decision is made | An update from the company, for example if they're not moving forward. |
You may also get emails about your data and privacy rights. Every email links to the privacy policies and to a **Manage your data** page. See [Your data and privacy](/candidates/data-and-privacy).
## Common questions
It's probably still at their first review stage. It appears here once they move you forward. Until then, use the private link they sent you. See [When a recruiter contacts you](/candidates/recruiter-contact).
Usually a person at the company moves you. But a questionnaire can be set up to act on your answer immediately, which can move you forward or end your application without anyone individually reviewing it in the moment. See [Screening steps](/candidates/screening-steps).
It's a copy of your profile as it was for this specific application, not a live view of your current one.
What each kind of step in a process actually asks of you.
Read and reply to the hiring team.
# Staffer for candidates
Source: https://docs.staffer.com/candidates/what-staffer-is
What Staffer is, why a company might have found you on it, and what you can do here.
Staffer is the hiring platform companies use to run their recruiting, from writing the job to interviewing candidates. If a company reached out to you, or you applied to one of their jobs, this is where you'll see everything about it.
## Why did a company contact me?
Staffer holds public professional profiles, things like your work history, skills, and location, for people in Europe and North America. Companies search these profiles when they're hiring, similar to searching a professional network. A recruiter likely found yours that way and reached out because they thought you could be a fit for a role.
Staffer's own database doesn't hold email addresses or phone numbers as part of those profiles. If a company has your contact details, they either looked yours up individually, at a cost to them, or you gave your details to them yourself, for example by applying to a job or replying to a message. [Your data and privacy](/candidates/data-and-privacy) lists exactly which companies have something on file for you and where it came from.
## It's free
Using Staffer doesn't cost you anything. There's no fee to have a profile, track an application, or use your copilot.
## What you can do here
Once you're signed in, you can:
* Follow your applications and see what's next: [Track your applications](/candidates/tracking-your-application)
* Complete steps a company asks for, like questionnaires or interviews: [Screening steps](/candidates/screening-steps)
* Reply to a company, or start a conversation: [Messages](/candidates/messages)
* Keep your profile accurate, since companies see your current version: [Your profile](/candidates/profile-and-resume)
* Control who has your data, and delete it if you want: [Your data and privacy](/candidates/data-and-privacy)
Google, Microsoft, or LinkedIn. No password.
Confirm a profile a company already found is really yours.
# Withdraw an application
Source: https://docs.staffer.com/candidates/withdrawing
Where to withdraw, what you're asked to confirm, and why you can't undo it yourself.
You can pull out of a hiring process at any point, for any reason. Withdrawing stops the process on your side straightaway.
## Where to withdraw
If you're using the private link a recruiter sent you, go to its **Privacy** tab. That's the only way to withdraw without an account: the AI assistant on that page can't do it for you.
If you're signed in to Staffer, you have three ways to get there:
* Your applications list: open the **…** menu on the row and click **Withdraw application**.
* Any application page: the copilot's own **Application actions** menu, same button.
* The application's **Privacy** tab, same as above.
## What you're asked to confirm
From the applications list or the copilot's **Application actions** menu, you get a quick confirmation: "Withdraw this application? The hiring team will see your decision and stop the process for this role." Confirm, or back out.
From the **Privacy** tab, it's more deliberate: "Withdraw your application?" "You'll be removed from this hiring process. A recruiter can reopen it, but from your side this is final." Click **Withdraw application** to go ahead, or **Cancel**.
If you ask your copilot to withdraw you instead of clicking through, it checks with you first by default, showing you exactly what it's about to do before it does it. Tell it why, for example that you accepted another offer, and it'll pass that along.
## What the company sees
Your application's stage changes to **Withdrawn** everywhere the company looks at it.
You can't undo a withdrawal yourself. Only the recruiter can move your application back into their process. [Message them](/candidates/messages) if you change your mind.
## Common questions
No. Once an application is withdrawn, these menus show it as withdrawn and don't offer the option again.
No, withdrawing only ends this application. See [Your data and privacy](/candidates/data-and-privacy) for deleting your information.
Only if you tell them. Withdrawing itself doesn't require a reason, though you can add one when you ask your copilot to do it for you.
See every application and what stage it's at.
What Staffer keeps, and how to ask for it to be deleted.
# Changelog
Source: https://docs.staffer.com/changelog
What's new in Staffer, week by week.
Everything that ships in Staffer, week by week. Subscribe with the RSS button, or get the highlights by email in the weekly product update.
## Candidates
* **Declines detected in messages.** Staffer reads every reply a candidate sends. When one reads as a no, the message gets a **Sounds not interested** badge and the next action becomes **Mark not interested**, with a drafted reply. Sending the reply, or choosing **Mark without replying**, moves them to Not interested. Staffer never moves them itself. [Next actions](/companies/recommended-actions)
* **Pay only for contact details that are found.** **Request contact info** now charges only for the emails it finds. A lookup that finds nothing costs nothing. [Get contact details](/companies/contact-details)
* **More candidates can be looked up.** Without a LinkedIn URL, the lookup searches by first name, last name and company.
* **Lookups everyone can see.** A lookup in progress survives a reload, and teammates see it too. A **May bounce** badge marks an address that might not arrive. Once a lookup has found an email or found nothing, it can't be run again for that candidate for 30 days.
* **Activity says who did it.** Each row on the **Activity** tab names a teammate, the candidate, or Staffer for automatic actions, and shows the text of messages and notes. [The candidate view](/companies/candidate-view)
* **Claimed profile marks.** A grey check on a candidate's photo means they've claimed their profile but aren't verified. A blue check and ring means their identity is verified.
* **The right email by default.** The message composer and interview invites start with the candidate's profile email, which is their sign-in address if they've claimed their profile. The email on their CV is only used when nothing else is on file. [Get contact details](/companies/contact-details)
* **Claimed profiles get every email.** Candidates who claimed their profile now get interview invites, step emails and notifications at the address they sign in with.
## Process
* **Reference check settings.** Set how many referees a candidate adds (at least 2 by default, at most 5), whether invitations go out automatically, and up to three reminders. With invitations off, you review the referees before anyone is contacted. [Step types](/companies/process-steps)
* **One-off steps work for candidates.** A candidate can now complete a one-off step you added only for them. Before, submitting it failed. [Move candidates through the process](/companies/run-the-process)
## Chat agent
* **Always sees the saved process.** The agent reloads your saved process every time you chat, so it no longer says a step you added a moment ago doesn't exist. [Work with the agent](/companies/the-agent)
* **Drafted listings are kept.** When the agent drafts a listing for a job that doesn't have one yet, it's saved and shows on the **Listing** tab.
## Candidate experience
* **Job Match.** Job Match is marked **Beta**. It covers jobs across Europe and North America, and the copilot no longer says it only covers Norway. Asking how many jobs are open now shows the real count. [Find jobs](/candidates/searching-for-jobs)
* **Applications count.** The **Applications** item in the sidebar shows how many applications are waiting on the candidate. [Track your applications](/candidates/tracking-your-application)
* **Process tab.** The candidate's **Process** tab uses the same layout as the hiring team's: **Next step**, **Previous steps** and **Upcoming steps**.
* **Chats.** Typing dots show while the copilot or AI interviewer is replying. The AI interview uses the same chat window as every other chat.
* **Faster job search.** Searching for jobs is faster, and the jobs board's later pages load correctly.
## Process
* **Reference checks.** Add a Reference check step to any process. The candidate sends their referees, and Staffer sends the requests and reminders, collects the answers and summarizes them for your team. Choose how referees answer: **Questionnaire**, **AI chat** or **Phone call**. [Step types](/companies/process-steps)
* **Referee list locks once sent.** After a candidate sends their referee list, it can't be changed. **Reset step** starts the reference check over cleanly.
* **Closing an application pauses its steps.** Closing a candidate's application pauses their remaining steps instead of skipping them, so reopening it picks up where you left off. [Move candidates through the process](/companies/run-the-process)
* **Copied processes keep their lanes.** Copying a process from another job keeps its separate Applied and Sourced paths. [Build a hiring process](/companies/build-a-process)
## Scheduling
* **Every calendar feed, in color.** Add every calendar feed you use. The Calendar page shows all of them, recurring meetings included, each in its own color. [Calendar and availability](/companies/calendar)
* **Only your real free time.** Candidates picking an interview time only see slots where you're actually free. Meetings you've declined no longer block your time.
* **Candidates are asked to pick a time.** When a candidate can choose their own interview time, they get an email and a notification asking them to. [Interviews and scheduling](/companies/human-interviews)
* **Invites go to the people you choose.** Scheduling an interview no longer adds you to the invite. Only the attendees on the form are invited, so add yourself if you're joining.
* **Cleaner reschedule and cancel.** For a time the candidate picked, **Reschedule** cancels the booking and emails them to choose a new slot. **Cancel meeting** removes the event from everyone's calendar and hands the step back to you.
* **Time range checks.** Time ranges for interviews and availability accept every keystroke and flag a range that ends before it starts.
## Candidates
* **Email by default.** Email is now the default way to message a candidate. A message sent inside Staffer also emails the candidate a link back to the conversation. [Message candidates](/companies/message-candidates)
* **A better inbox.** Filter by unread and by job, sort, use priority, and **Mark all as read**. Threads show which job they belong to, and threads from uploaded CVs show the name and photo from the CV. [Replies and the inbox](/companies/replies-and-inbox)
* **One next step everywhere.** The candidates list, the inbox and Speed action now show the same next action as the candidate's own process. [Next actions](/companies/recommended-actions)
* **Rejection messages only where they belong.** Staffer suggests a rejection message only for candidates who applied, replied or completed a step. Sourced candidates you never reached, who never replied or who said no don't get one.
* **Not interested stage.** A new **Not interested** stage records candidates who decline. [Change a candidate's stage](/companies/candidate-state)
* **Speed action cards.** Each card shows how the candidate entered your pipeline and where they are now.
* **Activity feed.** The **Activity** tab shows who did what, and what changed. [The candidate view](/companies/candidate-view)
* **Share page.** The share page reads like the candidate's profile, and the share dialog fits any screen. [Share candidates](/companies/share-candidates)
* **Email lookup.** More reliable results when you request a candidate's contact details. [Get contact details](/companies/contact-details)
* **Consistent badges.** Stage and next-action badges look the same everywhere, for you and for your candidates.
* **Look and feel.** A new typeface across the app, and a simpler usage summary in the workspace menu.
* **Library updates.** We updated our payment, error-reporting and email libraries. Error reports still never include cookies, request contents or personal details.
## Jobs
* **The agent works with your edits.** The agent can update your brief, listing and process while you work on them. If it saves a change while you have unsaved edits, Staffer keeps your version on screen and asks once whether to keep your edits or see the update. [Write the brief](/companies/brief-criteria)
* **Unsaved edits are kept.** Close the page and come back, and your unsaved edits are still there. The brief now saves when you click **Save**.
* **Know who gets messaged when you close.** Closing a job tells you up front how many people will get a rejection message. [Close, reopen or delete a job](/companies/close-reopen-delete)
## AI interviews
* **Reads the résumé.** In chat, voice and video interviews, the AI interviewer reads the candidate's résumé and can ask about their actual experience. The preview uses a sample résumé. [AI interviews](/companies/ai-interviews)
* **Always says it's an AI.** The interviewer never gives itself a name or a human identity, even if your instructions describe a persona.
## Listings
* **One apply button.** It works the same on the job board, the candidate's dashboard and your career page. Candidates apply with their Staffer résumé or upload a CV, and an uploaded CV is scored like any other application. [How candidates apply](/companies/inbound-applications)
* **No message box.** The free-text message field on applications is gone. Every application already gets an acknowledgement.
* **A privacy notice that never blocks.** Candidates are only asked for consent to be considered for future roles. The privacy notice informs them without blocking the application.
* **Expired listings hidden.** Expired job postings no longer appear in job search or on the job board.
## Candidate experience
* **Messages.** One inbox for every conversation with hiring teams, with an unread count in the sidebar. Threads open at the latest message. [Messages](/candidates/messages)
* **Notifications.** A bell at the top of the sidebar, plus a full notifications page. [Track your applications](/candidates/tracking-your-application)
* **Calendar.** Every booked interview across all applications, in a week or month view, with join links and **Add to calendar**. [Book an interview](/candidates/book-an-interview)
* **Application header.** Each application shows the job, the company logo and the current stage, with tabs for the job, resume, process, messages and privacy.
* **Photo and cover.** Candidates can upload and crop a profile photo and a cover image. Only fully confirmed profiles can change the photo. [Your profile](/candidates/profile-and-resume)
* **Profile settings.** A page showing the candidate's account, how they sign in, and whether their profile is claimed and fully confirmed.
* **New CV at any time.** Candidates can upload an updated CV from the **Resume** tab, and the application is rescored.
* **Privacy per company.** The privacy page shows what each company holds, with every related action in one menu. [Your data and privacy](/candidates/data-and-privacy)
* **Privacy links in every email.** Every candidate email links to the privacy policies and a **Manage your data** page. An expired link offers a way back in.
* **Accessibility.** Screen readers announce the unread markers in Messages and Notifications.
## AI interviews
* **Speaking-speed slider.** Set the general tempo the agent speaks at, in the AI interview step settings. [AI interviews](/companies/ai-interviews)
* **More natural pacing.** In voice and video interviews, the agent leaves more room between responses, so candidates have time to think.
* **New voice models.** The agent varies tone and inflection through the interview.
* **Better response handling.** Thinking sounds and filler words no longer count as an answer.
* **Try as candidate without saving.** Run the interview yourself before you save the step.
* **New defaults and a new voice.** Updated default voices and tone, plus Lauren, a new US voice.
* **Transcript fixes.** Messages fade in, the opener placeholder is gone, the preview header matches the apply page, and audio tags are stripped from transcripts.
## Jobs
* **Job header.** A header on the job canvas shows which job you're in. [Your jobs list](/companies/jobs-list)
* **Job status.** Open and closed status shows on the jobs list, and you can filter and sort by it.
## Candidates
* **Quick navigation.** Jump between applications with the arrows or keyboard shortcuts. [The candidate view](/companies/candidate-view)
* **Better chat context.** The agent now understands the job's process and the steps a candidate has already been through. [Work with the agent](/companies/the-agent)
# Add candidates yourself
Source: https://docs.staffer.com/companies/add-candidates
Add one specific person to a job by name, LinkedIn URL, or a file import, instead of running a search.
When you already know who you want, you don't need a search. The **Add candidate** button on a job's **Candidates** tab adds people directly, by name, LinkedIn URL or a file import. You need the member role or higher in the workspace.
The same menu appears on the **Scouting** tab labeled **Add to shortlist**. There, it adds the person to the shortlist instead of promoting them straight in. See [Shortlist and promote candidates](/companies/shortlist-and-push).
## Add someone by name or LinkedIn URL
On the job's **Candidates** tab, click **Add candidate**, then **Search candidates**.
Type a name or paste a LinkedIn profile URL. Type at least 2 characters. Matches (up to 8) show as you type: avatar, name, title and company.
Click **Add** on their row. It becomes **Added** once done. A profile already blocked in your workspace shows a red **Blocked** label instead of an Add button, and can't be added from here.
If nothing matches, the dialog reads **No matches**. Emails in your file aren't used for matching. There's no fallback to fetch or create a profile from the LinkedIn URL itself.
## Import a file
Click **Add candidate**, then **Import from file**. Upload a **.csv**, **.tsv** or **.xlsx** file, up to 5 MB, one file at a time. Staffer matches each row against its candidate database using these columns, in order:
1. An exact profile ID (this is how your own exported CSVs re-import cleanly).
2. A LinkedIn URL.
3. A name match, capped at 50 unique names per file. Rows past that cap are reported separately rather than shown as "no match": add a LinkedIn URL column, or split the file, to cover them.
You then get a review screen: matched rows are pre-selected, unmatched rows show **No match**, and rows already on the job show **Already added** and can't be selected again. Uncheck anything you don't want, then click **Add N**.
## Rows that don't match anyone
Search and import only find people already in Staffer's candidate database. You can't create a new profile from here. A row in your file that matches nobody isn't added, and you can't add it by hand from the import screen.
## What happens next
Adding someone through **Add candidate** on the **Candidates** tab puts them straight at **In review**, the same as promoting them from the shortlist. Staffer saves a copy of their profile for this application, creates their private application link and sets up the job's process for them. It doesn't email them. See [Shortlist and promote candidates](/companies/shortlist-and-push) for what that involves.
Searching and importing don't use credits.
## Common questions
No. Search, LinkedIn URL and file import only match people already in the database. Someone new can get in by applying to one of your [published listings](/companies/inbound-applications) with their résumé.
No. Nothing you do on the **Candidates** or **Scouting** tab sends a message. You send the first message yourself, usually from the **Send intro outreach** next action.
They're left out. Add a LinkedIn URL column and re-import, or add that person individually by name.
# What the agent can do
Source: https://docs.staffer.com/companies/agent-actions
Every action the agent can take, which ones ask for approval first, and what it can never do.
Inside a job, the agent can do more than answer questions: it can draft the brief, search, shortlist, promote and change the process. What it's allowed to do at any moment depends on whether the job has a brief yet, your **Mode** setting, and your role.
## Before a brief exists
Until a job has a brief, the agent can only draft one from what you tell it, read another job's brief to start from it, or copy another job's listing and process into this one. Searching, the listing, the process and candidates all need a brief first.
## Once a job has a brief
"Asks first" means the agent shows an approval card in **Ask permission** mode. In **Auto** mode it goes ahead without one.
| Brief and notes | Asks first |
| - | - |
| Draft or update the brief from what you tell it | No |
| Read another job's brief, to start a new one from it | No |
| Update the job's notes | Yes |
| Close the position | Yes |
| Reopen a closed position | Yes |
| Finding candidates | Asks first |
| - | - |
| Run a new search against the brief | No |
| Revisit a past search, or list every search on the job | No |
| Find candidates similar to one you point it at | No |
| Look up someone from a LinkedIn URL you paste | No |
| Find one named person and add them to the shortlist | Yes |
| Add specific search results to the shortlist | Yes |
| Promote shortlisted candidates into the job's pipeline | Yes |
Promoting saves a copy of each person's profile as it is now, which can't be undone. The agent only mentions this when you promote the whole shortlist. See [Shortlist and promote candidates](/companies/shortlist-and-push).
| Candidates | Asks first |
| - | - |
| Look up a candidate's details and score, or list everyone on the job | No |
| Read a candidate's process history, including interview transcripts and questionnaire answers | No |
| Move a candidate to a different stage | Yes |
| Add a one-off step for a single candidate | Yes |
| Process and listing | Asks first |
| - | - |
| Read the current process or listing | No |
| Build a first process for a job that has none | Yes |
| Add, remove or edit steps in the process | Yes |
| Delete steps, or the whole process | Yes |
| Regenerate the listing from the brief, in one language or all | Yes |
| Rewrite listing text to your instructions | Yes |
## The Mode dropdown
Under every chat box there's a **Mode** dropdown: **Ask permission** or **Auto**. The setting is yours alone and is saved separately for each workspace, so a teammate can use a different mode, and your own mode can differ between workspaces.
**Ask permission** is the default. **Auto** skips the approval card on every action marked "Asks first" above: the action runs as soon as the agent decides to do it. Auto doesn't skip policy checks. See below.
## What approval looks like
On "Asks first" actions in Ask permission mode, the agent describes exactly what it's about to do and waits. For example, closing a position shows: "I'd like to close this position: the listing stops taking applications and no new candidates can be added." Promoting an entire shortlist adds a specific warning: "Heads-up: this freezes an application snapshot for each, irreversible for the candidate."
Two buttons sit below the card: **Reject** and **Approve**. Once you answer, the card updates to **Approved** or **Rejected**. If you don't answer within 10 minutes, it shows **Expired without an answer** and the action never runs. Each approval only ever covers that one exact request: approving one doesn't pre-approve a similar action later.
## Policy checks happen either way
If your organization has turned on **Live policy enforcement** (see [AI policies](/admin/ai-policies)), some actions are also checked against your organization's policies before they run: drafting or updating the brief, running a search, editing job notes, changing the process, adding a step to a candidate and rewriting the listing. This happens in both modes. A refusal looks different from an approval card: **Blocked by a workspace policy**, with the reason and a **View policies** link. The agent can then suggest a version that fits the policy.
## What it can never do
* Send or draft a message to a candidate. There's no such action, with or without approval. You always write and send messages yourself.
* Delete a job. Deleting is a person clicking **Delete job** from the job menu, with its own confirmation.
* Clear a whole list. It can replace or add criteria, locations, or languages one at a time, but it can't empty a list in one move. Do that by hand in the brief editor.
* Reject and email everyone when closing a job. Asking the agent to close a job always does the plain, reversible close. The version that rejects the remaining pipeline and emails them only exists in the **Close position** dialog. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## Role limits
Members, admins and owners get the full set of actions above. Viewers and reviewers can still chat with the agent and get answers, but their toolset is read-only: it can look things up for them, but it can't search, draft, edit, or move anything on their behalf.
## Common questions
No. If your organization has policy enforcement turned on, the checks run in both modes. Auto only removes the approval click.
No. There's no action for sending a message at all, so there's nothing to approve. You always send outreach yourself from a composer.
Your role only grants the agent's read-only actions. It can answer questions using what's already there, but it can't run a search, edit the brief, or move a candidate on your behalf, regardless of Mode.
Where each chat lives and what context it uses.
What actually happens when a position closes.
# AI interviews
Source: https://docs.staffer.com/companies/ai-interviews
The candidate talks to an AI interviewer by chat, voice or video, at a time that suits them. How to set one up, and what happens after.
An AI interview step lets a candidate talk to an AI interviewer by chat, voice or video, whenever suits them. You get a transcript and an evaluation. For tips on writing the instructions, see [AI interview playbook](/academy/ai-interview-playbook).
## Set up the step
Open the step from the job's **Process** tab. Its **Setup** tab has:
| Field | What it does |
| - | - |
| Step name | Shown on the canvas and in the candidate's step history. Defaults to "AI interview". |
| Instructions for the candidate | Shown before the interview starts. This is where you set expectations: length, topics, tone. |
| Instructions for the AI | Only the AI reads this: what to cover and how to follow up. The candidate never sees it. |
| Method | **Chat** (default), **Voice** or **Video**. |
| Language | **English (US)** or **Norwegian**. |
| Voice | Voice and Video only. Nine stock voices, six English and three Norwegian, each with a one-line description. Defaults to Lauren. Press play next to the picker to preview one before choosing it. |
| Speaking speed | Voice and Video only. From 0.7× to 1.2×. Defaults to 1.00×, normal pace. |
| Max length (minutes) | From 5 to 60. Defaults to 15. |
| Interviewer tone | **Warm** (curious, encouraging, default), **Neutral** (professional, structured) or **Rigorous** (probing follow-ups). |
| Reviewers | Optional. Who you expect to look at the results. The step completes when the candidate finishes, whether or not anyone is named. |
Max length doesn't cut the candidate off mid-answer. A couple of minutes before the limit, the AI starts wrapping up. At the limit, it asks one last question and closes. The candidate then sees a short rating screen.
The **Rules** tab has **Applies to** and a notice that the candidate is emailed when the step becomes their turn. An AI interview is always visible to the candidate.
## What the AI interviewer knows and says
The AI interviewer reads the candidate's résumé before it starts, in chat, voice and video interviews. It can ask about their actual experience instead of asking them to repeat it.
It always says it's an AI. It doesn't give itself a name or a human identity, even if your instructions describe a persona.
## Try as candidate
Click **Try as candidate** in the **Preview as a candidate** box to take the interview yourself with your current settings, including unsaved changes. The preview uses a sample résumé, so you can see how the interviewer uses one before candidates do. Nothing is kept when you close it.
**Try as candidate** uses credits, the same as a real interview. So does the play button that previews a voice.
## What the candidate sees before starting
Before they start, the candidate must check a box confirming they understand the session is recorded, assessed by AI and affects their match score. A **Details** popover explains more:
* Chat saves what they type. Voice also records audio. Video records audio and picture.
* An AI reads the transcript and writes an assessment for your team, with a suggested next step. The candidate doesn't see it.
* The recording, transcript and assessment are deleted six months after the application closes.
For Voice and Video, they also check their microphone and camera, and can choose to hold a key to talk instead of leaving the mic on.
If their connection drops, their answers are already saved. A **Send again** button appears for the message that failed. Reloading the page takes them back into the same interview.
Once it's complete, the candidate can't retake it on their own. To let them try again, use **Reset step** in the [Step actions menu](/companies/run-the-process). It deletes the previous attempt.
## What you get afterward
When the candidate finishes, their step on the **Process** tab shows:
* The transcript.
* An evaluation: a short summary, strengths, concerns and a suggested next step of **Advance**, **Uncertain** or **Reject**.
* A recording, for Voice and Video.
* The candidate's rating of the experience, if they left one.
Staffer then rescores the candidate. The rescore reads what the candidate said. The AI's evaluation doesn't count toward the score. See [How match scores work](/companies/match-scores).
If a candidate leaves without answering anything, the step still completes, with no transcript and no evaluation.
## Retention and cost
The recording, transcript and evaluation are deleted six months after the application closes, not six months after the interview. The record that the candidate confirmed the notice is kept.
AI interviews use your organization's credits, and so do voice previews and **Try as candidate**. See [Credits, top-ups and spend caps](/admin/credits).
## Common questions
No. Only your team sees the summary and suggested next step.
Not on their own. Use **Reset step** to let them try again. It deletes the previous attempt.
Yes. It uses credits, the same as a real interview, even though nothing is saved.
No. Only what the candidate said counts as evidence. The AI's summary and suggested next step are left out of scoring on purpose.
Book a live call over Google Meet instead.
Every other step kind and its fields.
# Analytics
Source: https://docs.staffer.com/companies/analytics
Every chart and number on the Analytics page, and exactly what each one measures.
**Analytics** shows how your whole workspace is hiring: how fast, where candidates drop off and where they come from.
* Every number covers the whole workspace, for all time. You can't filter by date or job.
* Everyone in the workspace can see it, including viewers.
## The four numbers at the top
| Card | What it measures |
| - | - |
| **Avg time to hire** | Time from a candidate joining a job to being moved to **Hired**. |
| **Avg candidates per position** | Mean across every job in the workspace, including roles with zero applicants. |
| **Avg time on next action** | Time from a process step starting to it being completed. |
| **Hires** | Candidates currently at **Hired**. |
Things to know:
* **Hires** counts who's hired right now, not everyone ever hired. If a hired candidate later moves to a different stage, they drop out of the count.
* **Avg candidates per position** includes closed jobs, and jobs with no candidates count as zero, which pulls the average down.
* The three time numbers show a dash until there's enough data.
## Pipeline flow
A flow chart of how candidates move between stages, including drop-offs to **Rejected** and **Withdrawn**. It only draws stages someone has moved into, so a workspace with no hires yet has no **Offer** or **Hired**. Moves back to an earlier stage aren't drawn. A footnote below the chart counts them.
The chart calls the **In progress** stage "In process", and so do the time-at-stage tiles below. It's the same stage.
## Where candidates come from
**Source attribution** splits candidates into **Applied** (they applied to a listing), **Sourced** (found in a search) and **Manually added**, with a count and a percentage for each.
## Candidates by function
Candidates grouped by the job's **Function**. Jobs with no function set show under **Unspecified**.
## Time at each stage
The average time candidates spend in **In review**, **In process** (In progress) and **Offer** before moving on. A tile shows **No data** until someone has left that stage.
## Jobs active per day
How many jobs your workspace had on each of the last 30 days. Closed and unpublished jobs count too. Only deleted jobs don't.
## Common questions
No. Everything covers the whole workspace, for all time. For one job, use its **Candidates** tab.
It's the same stage. Only the Analytics page uses the label "In process".
It averages across every job in the workspace, including closed jobs and jobs with no candidates.
# Anonymous listings
Source: https://docs.staffer.com/companies/anonymous-listings
Publish a listing without naming your company, and what changes on the public page.
An anonymous listing hides your company's name, logo and colors from the public page. The location and map can still show. Use it for a confidential search: replacing someone who hasn't been told yet, or a search you don't want a competitor to notice.
## Turn it on
On the job's **Listing** tab, open the **…** menu.
Switch on **Anonymous client**. It saves straight away. Staffer writes a separate confidential version of the title, tagline and body from the brief, without your [company knowledge](/companies/company-knowledge). The first time, the tab shows "Writing a confidential version…" while it drafts, one language at a time.
Read the whole draft before you publish. Staffer only checks for your workspace name. It doesn't catch product names, customers, your website or anything you type yourself.
The map and location still show on an anonymous listing. If the address would give you away, turn off **Show map** and click **Save**.
Turn on **Anonymous client** before you first publish. If you switch it on after sharing the named link, the old link still leads to the listing.
## What changes on the public page
* No cover photo, logo, company name or brand color. The page starts with the role.
* The URL changes shape. A named listing is `jobs.staffer.com/companies/your-workspace/listing-name`. An anonymous one is `jobs.staffer.com/jobs/listing-id`, so the link Staffer gives you doesn't include your workspace name.
* The apply form says "this employer" instead of your name, and the confirmation email doesn't name your company.
* The listing is left out of name and company search on the public board. Candidates can only find it by matching the anonymous text itself.
* It never appears on your own [career page](/companies/career-page), published or not, since that page is inherently tied to your company.
## How the anonymous text is checked
Staffer removes your company's name from the brief before drafting, and tells the AI to describe you only by category ("a Nordic fintech scale-up"), never by name, brand, product or website. It then scans the draft for your workspace name and replaces any mention with "a confidential client" or "the company".
That scan only looks for your workspace name, and only when Staffer writes the draft. It won't catch a product name, a customer or your website, or text you add later by hand or through the agent.
## If the anonymous version doesn't exist yet
Turning on **Anonymous client** writes the confidential copy automatically. Until it exists, you'll see a banner: "No confidential copy yet." The public page doesn't load until the copy exists. It never falls back to the named version.
## Turning it off
Switching **Anonymous client** off shows your named listing again. Nothing is deleted: Staffer keeps both versions, and switching back shows the confidential copy as you left it.
**Re-draft from brief** always writes the named version, including your company details. With **Anonymous client** on, the result can end up in your confidential copy too. After any re-draft, read the confidential copy again before it's public.
Generating, editing and publishing an anonymous listing use the same permissions and credits as any other listing. See [Create and publish a listing](/companies/publish-a-listing).
## Common questions
No. It replaces your workspace name with "a confidential client" or "the company" and lets you publish. It doesn't catch other details that could identify you, so read the copy yourself.
No. Search on the public board only matches an anonymous listing's own anonymous text, never your real name.
No. Both versions are kept. Switching only changes which one the tab shows and which one is public.
# Branding
Source: https://docs.staffer.com/companies/branding
Set your cover photo, logo, and brand color, and see where candidates see them.
Branding is your cover photo, logo, and primary color: the look candidates see on your listings, your career page, and the apply flow. Set it from **Settings** → **Workspace** → **Branding**.
## The Branding page
| Field | What it does |
| - | - |
| **Cover photo** | A wide landscape image, around 1600 × 500 px. Staffer center-crops it to fit. |
| **Logo** | A square image, at least 400 × 400 px. |
| **Primary color** | The color used on **Apply** buttons across your listings. Pick one of six preset swatches, or open your browser's own color picker for a custom one. There's no field to type a hex code directly. |
Both images accept PNG, JPEG, or WebP, up to 8 MB. Click **Save changes** and you'll see a confirmation toast. Staffer doesn't check that what you upload actually matches the sizes above, so if a photo looks cropped oddly on the public page, the source image was probably the wrong shape.
The primary color is always picked by hand. Staffer doesn't pull a color from your uploaded logo automatically.
## Where branding shows
Your cover photo, logo and primary color appear on:
* Every published listing, except [anonymous ones](/companies/anonymous-listings). The **Apply** button uses your color.
* Your [career page](/companies/career-page).
* The candidate's private application page.
* Emails to candidates: your messages, rejection emails and the confirmation after someone applies with a résumé.
## Who can change it
Workspace admins and owners. Members can see the Branding page but can't save changes.
## Common questions
That's expected. The primary color is independent of the logo. Pick it yourself from the swatches or the custom picker.
Staffer checks the actual file contents, not only the file name. If the file's contents don't match a PNG, JPEG, or WebP image, it's rejected even when it's named `logo.png`.
Yes. Every published listing and your career page update immediately, with nothing to republish. Anonymous listings never show branding.
# Write the brief
Source: https://docs.staffer.com/companies/brief-criteria
Every Details field, how Required and Preferred criteria are weighted, and how saving and Notes work.
A job's **Brief** tab has four parts: **Details** (structured fields), **Role** (free text), **Required** and **Preferred** criteria (what Staffer actually scores candidates against), and **Notes** (private context for the agent).
## Details
| Field | What you set |
| - | - |
| **Function** | One of Engineering, Design, Product, Data, Security, Marketing, Sales, Operations, Other. |
| **Engagement** | Full-time, Part-time, Contract, Freelance, Project, or Internship. Defaults to Full-time, and changes what the Salary field asks for. |
| **Work mode** | On-site, Hybrid, Remote, or Unspecified. |
| **Location** | One place. The field only ever holds a single location. |
| **Languages** | Any number, each with a star to mark one **primary**. The primary language is the one your listing is written in first. |
| **Salary** | A range, or for a project engagement, one fixed amount, plus a currency: EUR, GBP, USD, CAD, CHF, SEK, NOK, DKK, PLN, CZK, HUF, RON, BGN, ISK or MXN. Freelance jobs also ask whether the rate is hourly or monthly. A **Hide on public listing** toggle keeps the number visible to your team while hiding it from candidates. |
| **Timezone overlap** | Minimum hours of overlap you need, shown as "≥ Nh". |
| **Relocation** | Unspecified, Yes, No, or Considered. |
| **Start target** | Free text, not a date picker, for example "Q3", "ASAP", or "2026-09". |
| **Vacancy** | **Always on** (no deadline) or **Fixed deadline**. This is the only thing Vacancy controls: there's no separate field for how many people you're hiring. |
| **Deadline** | Only appears when Vacancy is Fixed deadline. A date picker. You can't pick a day before today. |
## Role
A free-text field for the role, team, and what success looks like. This is prose, separate from your criteria, and it's what a reader sees before the bullet points.
## Required and Preferred criteria
Each criterion is one plain sentence, sorted into **Required** or **Preferred**. Required criteria count double compared with preferred ones when Staffer works out a candidate's [match score](/companies/match-scores). For how to phrase them so they score well, see [Write criteria that score well](/academy/write-criteria-that-score-well).
Type a criterion into the row at the bottom of either section and press Enter to add it. The row clears so you can add another. Each criterion can be up to 400 characters, and a brief holds 30 across both sections combined. Once you hit that, the add row disappears until you remove one.
There's no drag-to-reorder, and no way to switch a criterion from Preferred to Required (or back) in place. To move one, delete it and retype it in the other section. The retyped criterion counts as a new one, so candidates' earlier scores for the old wording don't carry over to it.
## Notes
A free-text field for anything you want the agent to keep in mind that shouldn't appear anywhere candidate-facing: internal constraints, hiring-manager preferences, budget context. It holds up to 4,000 characters, and only appears once the job has been saved at least once.
Anyone in your workspace who opens the job can read Notes. They're never shown to candidates, never on the public listing, and never included in a share link. The agent does read them, including when it decides how to search for candidates, but Notes are never used to score a candidate and never copied into the brief, criteria, or listing.
## Saving
Edits to Details, Role, or criteria save when you click **Save**, at the top right of the tab. It shows **Saving** while it's in flight, and **Saved** once it lands. If you close the page before saving, your edits are still there when you come back.
If the job is closed, the whole brief is read-only: the toolbar shows "Position closed — brief is locked. Reopen to edit." instead of **Save**. Reopen the position to edit it again. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## When the agent edits while you work
The agent can update the brief while you're working on it. If it saves a change while you have unsaved edits, Staffer keeps your version on screen and shows that a newer version exists. It asks you once whether to keep your edits or see the update. Your edits aren't merged with the agent's, so you choose one version or the other. The same applies to the job's listing and its process.
## Common questions
No. New ones always go to the end of their section. If the order matters to you, write them in the order you want from the start.
Delete it from Preferred and retype it under Required. There's no in-place switch, and the retyped version is a new criterion with no history of its own.
No. Notes steer how the agent talks about the role and how it searches. Only the brief's criteria feed into scoring.
Start a brief from a description instead of a blank form.
How Required and Preferred criteria turn into a score.
# Build a hiring process
Source: https://docs.staffer.com/companies/build-a-process
Design the sequence of steps a candidate moves through, on the canvas or in chat.
A job's **Process** tab holds the sequence of steps a candidate moves through: reviews, interviews, questionnaires, tasks and more. A new job starts with no steps. You build the process on the canvas, or ask the agent to. For advice on what to include, see [Design a process](/academy/design-a-process).
## The canvas
The process runs top to bottom from **Start** to **End**, with your steps in between. By default every candidate follows the same line. When a step applies only to some candidates, the canvas splits into two lanes, **Applied** and **Sourced**. Steps for all candidates stay in the shared line.
An empty process shows one button for each step kind, such as **Add Review** and **Add Interview**.
## Add, arrange and save steps
Hover over a step, or over the Start or End pill, to reveal **Add step above** and **Add step below**. Click one to see every step kind.
Each kind opens its own editor with a **Setup** tab (what the step does) and a **Rules** tab (who it applies to, and what the candidate is told). See [Step types](/companies/process-steps) for every field.
A grip handle appears on the left of a step when you hover over it. Drag it to reorder, or drag a step straight into the **Applied** or **Sourced** lane.
The process doesn't save on its own. When you change anything, **Discard** and **Save** appear in the toolbar. Click **Save** to keep your changes. **Discard** puts the canvas back to what you last saved. If you close the page before saving, your edits are still there when you come back.
## Applies to: split the process by where candidates come from
Every step's Rules tab has an **Applies to** dropdown with three options: **All candidates** (the default), **Applied only** and **Sourced only**. A step set to **Applied only** or **Sourced only** applies only to that group. Use it to keep a step for sourced candidates but skip it for people who applied, or the other way round.
When you copy a process from another job, its **Applied** and **Sourced** lanes come with it.
## Viewing as
The **Viewing as Recruiter** dropdown, top right of the canvas, shows the process as someone else would see it. It only changes the view.
| View | Shows |
| - | - |
| **Recruiter** | Every step, editable. |
| **Applicant** | Only steps visible to candidates on the Applied track. |
| **Sourced candidate** | Only steps visible to candidates on the Sourced track. |
| A named teammate | Only the steps that person is assigned to. |
## What candidates see
Candidates see the process in their application, so they know what's ahead. Interview, AI interview, File upload and Questionnaire steps are always visible to them, because they have something to do. Review, Task and Message steps are hidden unless you turn on **Visible to candidate** on the step's **Rules** tab. A visible step doesn't email them. See [Step types](/companies/process-steps) for exactly when each kind emails a candidate.
## Editing a process that already has candidates
Once any candidate has started, completed or skipped a step, the step locks. A padlock icon appears, and you can't delete it or change its kind. You can choose **Archive step** instead. It stops the step applying to candidates who haven't reached it, and keeps everyone's history on it.
You can delete a step nobody has reached yet. **Delete permanently** removes the step and its settings, including any message text, when you save.
## Build or change it from chat
You can describe the process to the agent instead of using the canvas. It reads the current process and proposes changes. In **Ask permission** mode, the default, it shows a confirmation card before adding, changing or removing anything. In **Auto** mode it applies straight away.
If the agent saves a change while you have unsaved edits on the canvas, Staffer keeps your version on screen and shows that a newer version exists. It asks you once whether to keep your edits or see the update. Nothing you typed is replaced without you choosing.
## Step order and the candidate's "current step"
When a candidate joins the job, Staffer sets up every step that applies to them. Their current step is the first one they haven't finished. When it's completed or skipped, the next one becomes current. So candidates move through steps in the order on the canvas, and reordering changes what's next for anyone who hasn't reached that point.
## Common questions
No. Every job starts with an empty process. You build it, or ask the agent to.
Yes. Locking only stops you deleting the step or changing its kind. Its name, instructions, reviewers and rules all stay editable.
Only for steps set to **Applied only** or **Sourced only**. Steps set to **All candidates** apply to everyone.
It's gone when you save. You can't get it back.
Every field on every step kind, and when each one emails the candidate.
Who gets asked, and what can reject a candidate on its own.
# Calendar and availability
Source: https://docs.staffer.com/companies/calendar
Connect a calendar, set your available hours, and read the workspace Calendar page.
Your calendar connection and available hours decide what times Staffer can offer for an interview, both when you schedule one yourself and when a candidate picks their own slot.
## Calendar settings
Go to **Settings** → **Account** → **Calendar**.
**Google Calendar** shows **Connected**, with who you're connected as and a **Disconnect** button, or a **Connect** button if you haven't. Its description: "Creates events on your Google Calendar with a Google Meet link." Connecting is optional. See [Interviews and scheduling](/companies/human-interviews) for what happens without it.
**Microsoft Outlook** can't be connected. To use an Outlook calendar, add it as a calendar link.
**Share a calendar link** adds a read-only feed instead: paste an **iCal URL**, add an optional **Label** and click **Add feed**. Staffer checks each feed about every 15 minutes. Click **Sync now** on a feed to check it straight away. Use this for a calendar Staffer can't connect to, such as Outlook.
**Available hours** sets one row per weekday, each either **Not available** or one or more start and end times, with **Add hours** for a second range on the same day. A range that ends before it starts is flagged, so you can fix it before saving.
If every day is set to **Not available**, the default, Staffer treats you as available at any hour, except when your calendar shows you're busy. Once you add hours to any day, Staffer only offers times inside the hours you've set.
**Timezone** sets the time zone for your available hours. It starts as your browser's time zone, and daylight saving is handled for you.
You can use Google Calendar and as many iCal feeds as you need together. Conflict checks, the candidate slot picker and your **Calendar** page use all of them, recurring meetings included. A meeting you've declined doesn't count as busy, so it never blocks a slot.
## The Calendar page
In the sidebar, **Calendar** shows your schedule as a week or month grid.
* **Today** jumps back to the current date, and the **‹ ›** arrows step through the range shown in the header.
* **Week** and **Month** switch views.
* **Filter** narrows what's shown by member (only you, by default), by event type (**Internal (interviews)** or **External (calendar)**) and by job.
What you'll see:
* **Interview**: a Staffer-scheduled interview step.
* **External event**: a busy block from your Google Calendar or an iCal feed, including recurring meetings. Each calendar shows in its own color, so you can tell them apart.
* **Outside hours**: stripes over time outside your available hours. If you haven't set any hours, there are no stripes.
Click an **Interview** event to see the job and candidate, the time, the location for in-person interviews, a **Join** button, the attendees and the agenda. **Add to calendar** adds a personal copy to your Google Calendar. **View step** opens the candidate's **Process** tab.
The accepted and pending labels on attendees don't come from Google. The organizer always shows accepted and everyone else shows pending. You can't open external events.
## Common questions
No. Without one, Staffer schedules from a shared account. Only the attendees on the scheduling form are invited, so add yourself if you're joining.
Staffer treats you as available at any time, except when a connected calendar or iCal feed shows you're busy.
Yes. Staffer checks your Google Calendar and all your iCal feeds together, and shows each one in its own color on the **Calendar** page.
No. Declined meetings don't count as busy, so candidates can book that slot.
The label doesn't come from Google. The organizer always shows accepted and everyone else shows pending, whatever they did.
Set up an Interview step and see how the slot picker uses your hours.
The rest of your personal settings: profile, preferences, notifications and signature.
# Change a candidate's stage
Source: https://docs.staffer.com/companies/candidate-state
The stages a candidate moves through, how to move them, and what happens to their process steps when they leave a stage.
A candidate's stage is where they are in the job. There are seven: **In review**, **In progress**, **Offer**, **Hired**, **Rejected**, **Withdrawn** and **Not interested**.
| Stage | Meaning |
| - | - |
| **In review** | New in the job, promoted or applied. Nobody has messaged them yet. |
| **In progress** | Actively moving through your process. |
| **Offer** | You've extended, or are about to extend, an offer. |
| **Hired** | They accepted. |
| **Rejected** | Turned down. |
| **Withdrawn** | They pulled out. Only the candidate can set this stage. |
| **Not interested** | They declined, for example a sourced candidate who said no to your outreach. Separate from **Rejected**, which is your decision. |
## Move a candidate to a different stage
You need the member role or higher in the workspace to change a stage.
From the **Candidate actions** menu, click **Move to stage…**. Pick **In review**, **In progress**, **Offer**, **Hired** or **Rejected**. Their current stage is greyed out. **Withdrawn** isn't in the list.
## When a candidate says no
When a candidate's reply reads as a no, Staffer suggests **Mark not interested** as their next action. You confirm it, either by sending the drafted reply or with **Mark without replying**. Staffer never moves them on its own. See [Next actions](/companies/recommended-actions).
## Moving backward
You can move a candidate backward, for example from **Hired** back to **In review**, the same way you move them forward. On the [Activity tab](/companies/candidate-view), it shows as "moved the candidate back to" and the stage.
## What happens to their process steps
Closing a candidate's application, for example by moving them to **Rejected**, pauses every process step they haven't finished. The steps aren't skipped. If you reopen the application later, they pick up where they left off. See [Move candidates through the process](/companies/run-the-process).
## A stage change never emails anyone
Moving a candidate's stage never sends them a message. If you want them to hear about it, send a message yourself, or use the next action for that stage, such as **Send rejection note** or **Send the offer**. See [Next actions](/companies/recommended-actions).
It works the other way too. Sending any message to a candidate who's still **In review** moves them to **In progress**, whether or not you meant to change their stage.
## Move a candidate to a different job
**Move to job…**, also in the **Candidate actions** menu, lets you search your workspace's other jobs and move the candidate there. They leave the original job, so they can apply to it again later. You can't move a blocked candidate. You'll see "\[name] is on the block list — unblock them first."
## Remove vs. Permanently remove
**Remove** takes a candidate off this job without telling them. They aren't blocked. You can add them again from a search, or they can apply again, but their earlier progress doesn't come back.
**Permanently remove** does the same and adds them to your workspace's block list. They can't be added to any job in your workspace, and future searches show them with a **Blocked** label.
The confirmation dialog says you can unblock them later, but there's no way to unblock someone in the app today. Use **Remove** if you might want this candidate back.
## Hiring doesn't close the job
Moving a candidate to **Hired** doesn't close the job. The listing stays open and other candidates keep moving through your process until you close the job. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## Common questions
Yes. Move them back with **Move to stage…**. Steps that were paused when you closed the application pick up where they left off.
No. Use the **Send rejection note** next action, or message them yourself. Staffer only suggests a rejection note for candidates who applied, replied or completed a step.
No. Only the candidate can withdraw their own application.
The step is paused, along with every other open step. If you move them back later, it picks up where it left off.
No, not from the app today. Use Remove instead if you might want this candidate back.
# The candidate view
Source: https://docs.staffer.com/companies/candidate-view
One candidate on one job: five tabs, a profile panel, and the actions that move them forward.
The candidate view shows one candidate in one job. It has five tabs, a profile panel and an actions menu.
## Open it
Click a row on a job's **Candidates** tab, the workspace-wide **Applications** page, or a conversation in **Messages**. Opening from Messages lands you on the **Messages** tab directly. Opening from a list lands on **Process**.
## The header
* Their photo. A check on its corner means they've claimed their own Staffer profile: grey for "Claimed, not verified", blue with a blue ring for "Identity verified". Hover it to see which.
* A stage badge (for example an eye icon and **In review**).
* **Not contacted** / **Contacted** and a consent indicator (**No consent**, **Consent · this job** / **workspace** / **future roles**, or **Consent expired**). You can't click them. See [Get contact details](/companies/contact-details) for what they mean.
* Two score circles, current and potential, hidden until the candidate has a score. See [How match scores work](/companies/match-scores).
* **Next application** / **Previous application** arrows to move through the list you opened this candidate from. The **J** and **K** keys do the same, except while you're typing in a field.
* The **Candidate actions** (…) menu.
## The five tabs
| Tab | What's on it |
| - | - |
| **Process** | The recommended next step, often with a message ready to send, followed by this candidate's process steps: upcoming, completed, and their original application. See [Next actions](/companies/recommended-actions). |
| **Match** | Their score against every criterion in the brief, current and potential, with the reasoning behind each one. |
| **Messages** | Your message thread with them, and the composer to write a new one. |
| **Notes** | What your team has recorded about them. See [Notes](/companies/notes). |
| **Activity** | A feed of everything on this candidacy, newest first: stage changes, steps, scores, notes, references, and messages sent and received. Each row says who did it and what changed. Messages and notes show their text. See [The Activity feed](#the-activity-feed) below. |
## The Activity feed
The **Activity** tab reads top to bottom from the newest event. Each row names who acted:
* **A teammate**, with their photo, for anything someone on your team did: moving a stage, completing a step, sending a message, adding a note.
* **The candidate**, for what only they can do: applying, replying, adding referees, submitting a step, withdrawing.
* **Staffer**, with a sparkle icon, for automatic actions: a step that completes itself, a gate that moves someone, a reference that comes in.
A stage change shows the new stage as a badge. A completed step shows its result, such as **Approved** and a score out of 100. Messages and notes show their text, clamped to two lines, with **Show more** to read the rest. Hover over a time to see the exact date.
## The profile panel
A panel next to the tabs shows: match score, engagement (only if they're also saved to the talent pool), seniority, function, experience, location, languages, work type, work mode, relocation, LinkedIn, email, phone, and open-to-work status, plus a **Request contact info** button. Hide or show it with the **Hide profile** / **Show profile** button in the header.
## Tell me more
Click **Tell me more** (the sparkles icon) on the profile panel to ask the agent about this candidate. It sends a message naming them to the job's chat, and opens the chat panel if it's hidden.
## Candidate actions menu
| Action | What it does |
| - | - |
| **Copy ID** | Copies the candidate's profile ID. |
| **Copy application link** | Copies their private application link. Only available once they're promoted. |
| **Rescore** | Re-runs their match score against the current brief. See [When scores change](/companies/editing-and-rescoring). |
| **Save to talent pool** / **Remove from talent pool** | Saves or removes this profile from your workspace's talent pool, independent of this job. |
| **Mark as contacted** / **Undo mark as contacted** | Records, or un-records, that you reached them outside Staffer. See [Get contact details](/companies/contact-details). |
| **Move to stage…** | Moves them to a different stage. See [Change a candidate's stage](/companies/candidate-state). |
| **Move to job…** | Moves their candidacy to a different job. See [Change a candidate's stage](/companies/candidate-state). |
| **Remove** | Takes them off this job. Reversible. See [Change a candidate's stage](/companies/candidate-state). |
| **Permanently remove** | Removes them and blocks them workspace-wide. See [Change a candidate's stage](/companies/candidate-state). |
## Application snapshot and live profile
On the **Process** tab, the candidate's original **Application** card has a **Review snapshot** button. It opens the copy of their profile Staffer saved when they were promoted or applied. That copy never changes, so you can always see what you reviewed. The profile panel next to the tabs shows their current profile, so the two can differ if they've changed jobs or updated their skills since.
## Scouting results use a smaller panel
A search result you haven't promoted yet opens a smaller profile panel instead of this view. It has no tabs, because there's no application yet. See [Search for candidates](/companies/running-a-search).
## Common questions
They haven't been promoted yet. Until then, you only get the smaller profile panel on the **Scouting** tab.
Yes. Use the arrows in the header, or **J** and **K**, to step through the list you opened this candidate from.
The snapshot is the profile as it was when they were promoted or applied, and it never changes. The profile panel is always current.
No. They only show status.
# Candidate lists
Source: https://docs.staffer.com/companies/candidates-list
A job's Candidates tab and the workspace-wide Applications page: the same table, with columns, filters, sorting and grouping to work through it.
A job's **Candidates** tab lists that job's candidates. The **Applications** page in the sidebar lists candidates across every job, with an extra **Job** column. The toolbar, columns, filters and sorting work the same way in both.
## Toolbar
* **Search candidates…** filters the visible rows by name.
* **Filter** opens the filter popover (see below).
* **Display options** controls sort, grouping and which columns show.
* **Add candidate** (Candidates tab only) adds one specific person. See [Add candidates yourself](/companies/add-candidates).
* **Speed action** lets you act on many candidates' next actions at once. See [Next actions](/companies/recommended-actions).
* **More actions** → **Download CSV** exports whatever rows are currently visible, given your filters and grouping.
## Columns
| Column | Shown by default | Notes |
| - | - | - |
| Candidate | Always | Avatar, name, title at company |
| Job | Applications page only | Which job this candidacy belongs to |
| Source | Yes | **Applied**, **Sourced**, or **Manual** |
| Stage | Yes | Their current stage |
| Next action | Yes | The recommended next step's label |
| Match | Yes | Current and potential score |
| Urgency | Always, can't be hidden | See below |
| Messages | No | Message count, with a dot for unread |
| Consent | No | Consent status icon |
| Contacted | No | Contacted status icon |
| Updated | No | When the candidacy last changed |
## Sort and group
**Sort by**: **Urgency · highest first** (default), Recently touched, Recently added, or Name · A → Z.
**Group by**: **None** (default), **Next action**, or **Stage**. On the Applications page, you can also group by **Job**.
## Filters
| Filter | Values |
| - | - |
| Stage | In review, In progress, Offer, Hired, Rejected, Withdrawn |
| Source | Applied, Sourced, Manual |
| Job | Applications page only: every job |
| Assigned to | Unassigned / open, or each workspace member |
| Match | Good fit (70+), Maybe (40–69), Weak (under 40), Unscored |
| Last activity | Warm (under 7 days), Lukewarm (7–30 days), Cold (over 30 days), No activity |
| Consent | Given, Missing |
| Has reply | Yes, No |
| Has outreach | Yes, No |
| Next action | Your turn, Awaiting candidate, Awaiting team, Reply to their message, Send intro, Acknowledge application, Send follow-up, Send offer, Send rejection note, Send welcome message, Send message, Add note, Move stage, Schedule onboarding, Waiting, No next step |
| Questionnaire answer | If the job has one, one filter per question |
Active filters show as removable pills under the toolbar.
The **Match** filter buckets on potential score, falling back to current score when there's no potential yet. A candidate whose current score is 55 but whose potential is 75 shows up under **Good fit (70+)**. See [How match scores work](/companies/match-scores).
## The urgency indicator
Every row shows a signal-strength icon: 1 blue bar (low), 2 green bars (medium), 3 orange bars (high), or a red square with a white "!" (critical). Hover it to see the priority and the reason, such as a reply that's gone unanswered for several days.
## Shortlisted candidates aren't listed here
Neither list includes people who are only shortlisted. They appear once you promote them. Until then, they're on the job's **Scouting** tab. See [Shortlist and promote candidates](/companies/shortlist-and-push).
## Common questions
Shortlisting doesn't add them here. Promote them from the **Scouting** tab first.
The **Match** filter groups candidates by potential score when they have one. Their potential score is 70 or higher, even though their match score is 55.
Whatever your current filters and search show. Clear your filters first if you want everyone.
Open a row to see the full picture on one candidate.
What the Next action column and Speed action do.
# Your career page
Source: https://docs.staffer.com/companies/career-page
Set your mission, culture video, and offices, and see what candidates see on your public career page.
Your career page is the public page that lists your company's published jobs, at `jobs.staffer.com/companies/your-slug`. Set it up from **Settings** → **Workspace** → **Career page**.
## Career page settings
| Field | What it does |
| - | - |
| **Mission statement** | One or two sentences shown at the top of the page, up to 2,000 characters. Click **Draft with AI** for a starting point generated from your workspace details and [company knowledge](/companies/company-knowledge): it costs credits. Leave it blank and the page falls back to your workspace's general Description instead (**Settings** → **Workspace** → **General**). |
| **Culture video URL** | A YouTube or Vimeo link, embedded as a player on the page. Staffer only checks that you've entered something starting with `http://` or `https://`, so a link from anywhere else saves without an error, then doesn't show up on the page. |
| **Office locations** | Click **Add location** to add an address, up to 20. Each one has its own **Remote-friendly** checkbox, which adds a "Remote-friendly" tag to that office on the page. |
| **Preview career page** | Opens the live public page in a new tab, exactly as candidates see it. |
Click **Save changes** and the public page updates immediately. Workspace admins and owners can edit this page. Members can see it but can't save.
## The public page
From top to bottom:
* A **Share** button, at the top, that copies the page's link.
* Your cover photo and logo, from [Branding](/companies/branding).
* Your company name and how many open roles you have.
* Your mission statement, or your Description if you didn't set one.
* Your culture video, if you added one.
* **Open roles**: every published listing, as cards.
* **Where we work**: a map of your offices, once you've added at least one.
Only **published** listings show up here. A draft, a closed job's listing, and an anonymous listing all stay off this page, even though a closed listing can still be found elsewhere (the public job board, search, or its own direct link) until its grace period runs out. See [Close, reopen or delete a job](/companies/close-reopen-delete).
This page's URL is built from your workspace slug (**Settings** → **Workspace** → **General**). Changing the slug breaks this page's link and every listing link you've already shared or that's indexed anywhere, with no redirect to the new one. Only the workspace owner can change it. See [Workspace settings](/companies/workspace-settings).
## Common questions
It only embeds for a YouTube or Vimeo link. Anything else, such as a Loom link or a raw video file, saves without an error but renders nothing on the page.
Your career page only shows published listings. A closed job's listing can stay visible elsewhere, with applications turned off, for your workspace's grace period. See [Close, reopen or delete a job](/companies/close-reopen-delete).
No. It's a checkbox on each office location, not a single workspace-wide setting.
# Close, reopen or delete a job
Source: https://docs.staffer.com/companies/close-reopen-delete
What Close position, Reopen position, and Delete job actually do, and who's allowed to do each.
Closing, reopening, and deleting are three separate actions in the **More job actions** menu, with different consequences and different rules for who can do them.
## Close a position
Click the **…** (**More job actions**) menu on the job.
A dialog explains what happens: the public listing stops taking applications, no new candidates can be added, and you can reopen it later.
Click **Close position**. There's no typing required to confirm a plain close.
If the job has candidates still active (any stage other than Rejected, Hired, Withdrawn or Not interested), the dialog shows how many and offers two checkboxes: **Reject the N remaining candidate(s)**, and, once that's checked, **Send them a rejection message**. The dialog tells you up front how many people the message will go to. That can be fewer than the number you reject, because only candidates who applied, replied or completed a step get a rejection message. Checking the second box opens an editable message, pre-filled from your workspace's default rejection template, with placeholders you can leave in or replace:
| Placeholder | Becomes |
| - | - |
| `{candidateFirstName}` | The candidate's first name |
| `{jobTitle}` | The job's title |
| `{workspaceName}` | Your workspace's name |
| `{signature}` | Your signature |
Leaving both boxes unchecked closes the job and leaves every candidate exactly where they are.
## What happens when you close
* The public listing immediately stops accepting applications, but doesn't disappear. It stays visible for a grace period, 30 days by default, set in **Settings** → **Workspace** → **Preferences** → **Closed listing grace period**. After that window, it drops off the public board entirely.
* Any attempt to add a new candidate, sourced or applied, is refused: "This position is closed and takes no new candidates."
* The brief becomes read-only until you reopen the job. See [Write the brief](/companies/brief-criteria).
* Only if you ticked the reject box: every candidate still In review, In progress, or with an Offer moves to Rejected. Shortlisted candidates aren't touched.
* Only if you also ticked **Send them a rejection message**: that message is sent to the candidates who applied, replied or completed a step. Sourced candidates you never reached, or who never replied, don't get it. Checking reject alone changes their stage without emailing anyone.
Rejecting and emailing on close can't be undone from this dialog. Reopening the job afterwards doesn't un-reject anyone.
## Reopen a position
Click **Reopen position**. There's no confirmation: one click reopens it. The listing goes back to an unpublished draft (its title, body, and link are untouched, but it's off the public board until you publish it again). Candidates who were rejected when you closed it stay rejected. Move them back to a stage by hand if you need to.
## Delete a job
Deleting hides the job everywhere in the app and unpublishes its listing. The data isn't erased: it stays in Staffer's database.
Who can delete depends on your role and the job's history:
| Situation | Tooltip on a disabled Delete job item |
| - | - |
| A candidate applied directly to the job | "A candidate has applied to this job. Only workspace admins and owners can delete it now — close the position instead." |
| A sourced candidate moved past In review | "Some candidates are past In review on this job. Only workspace admins and owners can delete it now — close the position instead." |
| You're not an admin or owner, and neither of the above applies | "Only workspace admins and owners can delete a job. Ask one of them to remove it, or close the position instead." |
Admins and owners can always delete a job. Members can delete a job only while nobody has applied to it and no sourced candidate has moved past **In review**.
If the job still has any active candidates (not Rejected, Hired, or Withdrawn) when you open the dialog, you have to type the job's exact name before **Delete job** enables, and a banner warns that those candidates lose access too. With no active candidates, one click deletes it.
## Hiring someone doesn't close the job
Marking a candidate as Hired has no effect on the job's own status. If you don't want more candidates once the role is filled, close the position yourself.
## Can the agent do this for me?
The agent can close or reopen a position if you ask it to, and it always asks for your approval first. It only ever does the plain, reversible close: it can't check the reject-and-email boxes on your behalf, and it can't delete a job at all, under any Mode. See [What the agent can do](/companies/agent-actions).
## Common questions
Reopening only affects the job and its listing. Candidates rejected by the close dialog stay rejected until you move them to a different stage yourself.
Only while the job has no direct applicant and no sourced candidate past **In review**. After that, it takes an admin or owner.
No. Closed listings stay visible, with applications turned off, for a grace period after closing: 30 days unless your workspace changed it. They disappear once that window passes. Note that your own career page only shows published listings, so a closed job drops off it straight away.
The rest of the More job actions menu.
Which actions it can take on its own, and which need your approval.
# Company knowledge
Source: https://docs.staffer.com/companies/company-knowledge
What the agent knows about your company: a researched summary plus facts you can add or correct.
**Settings** → **Workspace** → **Knowledge** holds what the agent knows about your company: a summary and a list of facts. Staffer first collects them from your company's website when you set up the workspace. Everyone in the workspace can read this page. Only admins and owners can rerun research or add and edit facts.
## Summary and Rerun research
The summary is a short paragraph about your company. **Rerun research** writes it again: Staffer reads pages on your company's website, not the wider internet, and pulls out facts. A rerun replaces the summary and updates facts that aren't locked. It uses credits, usually around half a dollar.
The page shows a "next refresh" date after research runs. Nothing happens on that date. Research only runs again when an admin clicks **Rerun research**.
## Facts, grouped by category
Facts sit under six categories: Company, Product, Tech stack, Hiring, Culture, and Market. Each fact is either:
* **Auto**: written by research. It can be overwritten the next time research runs, unless you accept it.
* **Manual**: typed by hand, or an Auto fact you've accepted or edited. A rerun never overwrites a Manual fact.
A fact research is unsure about starts in a **Pending review** group at the top of the page and isn't used by the agent until you accept it.
## Accept, add, edit, and remove
**Accept** on an Auto fact locks it (and, if it was pending, approves it for the agent to use). If a later research run finds a different value for a fact you've already locked, it doesn't overwrite it: it shows up as a suggested update next to the fact, which you can accept or dismiss.
**Add fact** creates a new Manual fact: pick a category, then write a key and a value. Editing an Auto fact's value locks it the same way Accept does. Deleting a fact removes it outright.
Research-derived facts carry a **Source** link back to the page they came from. Facts you've written by hand don't have one.
## What the agent uses this for
The agent reads your company's summary and up to 20 of its most confident facts in every job chat: when it drafts a brief, writes a listing or answers questions. It may also cite facts when it explains search results. Company knowledge never affects a candidate's [match score](/companies/match-scores).
## Common questions
No. The summary only changes when an admin clicks **Rerun research**, even though the page shows a "next refresh" date.
No. Editing or accepting a fact locks it. A rerun that finds something different offers it as a suggested update instead of overwriting your edit.
No. Scores are based on the candidate's own profile, messages, process steps, and your team's notes, not on what the agent knows about your company.
Team-specific knowledge that layers on top of this.
Where the agent puts this knowledge to work.
# Get contact details
Source: https://docs.staffer.com/companies/contact-details
Look up a candidate's email and pay only when one is found, or add an email or phone number yourself.
Profiles in Staffer's candidate database don't include emails or phone numbers. People who apply give you their email. For everyone else, you look up an email or add contact details yourself.
## Request contact info
On a candidate's profile panel, click **Request contact info**. Staffer looks for a work or personal email with an outside data provider. It searches by the LinkedIn URL on their profile, or by their first name, last name and company when there's no URL. It looks up one candidate at a time.
While it runs, the button reads **Looking up…**. The lookup keeps going if you reload the page, and teammates who open the same candidate see it running too.
What it costs:
* You only pay for the emails it finds. If it finds a work and a personal email, you pay for both.
* If it finds nothing, you pay nothing.
* Your workspace needs credits left to start a lookup.
What you see when it's done:
* **Found:** the email shows in the **Email** row, and you get a "Contact details found." message. A **May bounce** badge means the address belongs to a domain that accepts any address, so the email might not arrive.
* **Not found:** the button is replaced by "No contact details found" and the time of the lookup.
* **Failed:** the button reads **Try again**. You can retry after 10 minutes, up to three times a day.
After a lookup that finds an email or finds nothing, you can't run it again for that candidate for 30 days. Asking again sooner would return the same answer.
If a profile has neither a LinkedIn URL nor a name and company, there's nothing to search by. You'll see "There is not enough on this profile to look up contact details." and you're not charged.
Any emails it finds are saved to that candidate and shared across every job they're on in your workspace, not only this one. It only ever looks up email. Phone numbers are never looked up.
## Add an email or phone yourself
On the profile panel, click **+ Add** next to **Email** or **Phone** and type it in. Phone numbers are always added this way: there's no automated lookup for phone.
## The recipient picker when you message someone
When you compose a message to a candidate, it starts with the preferred email on their Staffer profile. If they've claimed their profile, that's the address they sign in with. The email printed on their CV is only used when nothing else is on file. The same default applies when you invite them to an interview.
**Select channel** shows every email saved for them, grouped by type, with a **Primary** badge on the preferred one. If none are saved yet, it reads **No saved emails yet.**, with a **+ Add email** option to type one in on the spot.
## Contacted and consent indicators
The candidate's header shows two status icons. You can't click them.
* **Not contacted** / **Contacted** shows whether anyone has reached this candidate. A message sent from Staffer counts, and so does a reply from them. You can also choose **Mark as contacted** in the **Candidate actions** menu when you reached them another way, such as by phone. It sends nothing. **Undo mark as contacted** reverses it, as long as no message has been sent since.
* **No consent** / **Consent · this job** / **Consent · workspace** / **Consent · future roles** / **Consent expired** shows whether the candidate has agreed to you keeping their data, and for what. The candidate gives consent when they apply or in their portal. You can't set it. A sourced candidate who hasn't opened their application link yet shows **No consent**. That's normal. **Consent expired** means their consent has lapsed. Ask them to renew it through their application link, or your [retention rules](/admin/retention) may flag them.
## Who can reveal contact info
Requesting contact info and adding an email or phone by hand both need the member role or higher in the workspace. Viewers and reviewers can't do either.
## Common questions
No. When it finds nothing, you pay nothing. You only pay for each email it finds.
No. Phone numbers are always added by hand, using **+ Add** on the profile panel.
They haven't been through the consent step on their own apply or portal flow yet. It's normal for a newly sourced candidate and isn't something you need to fix.
Not for 30 days after a lookup that found an email or found nothing. If a lookup failed, you can try again after 10 minutes, up to three times a day.
# Create a job
Source: https://docs.staffer.com/companies/create-a-job
Describe the role to the agent and it drafts the brief. Or start from a job you already have.
A job holds everything for one hire: the brief, the public listing, the hiring process, your searches and your candidates. You create one by describing the role to the agent in plain language. There's no form to fill in first.
## Create a job from a description
Click **New job** in the sidebar. The home page works too: the box that says **Describe the role you're hiring for…** starts a new job.
Write what you'd tell a recruiter: the title, where the person works, full-time or not, and the few things that separate a strong candidate from an average one. One message is often enough. The agent asks a follow-up question if something important is missing.
The agent drafts the brief and the job opens on its **Brief** tab. It tells you what it assumed (for example that the job has no deadline) and asks about the gaps, such as a salary range.
Reply in the chat ("make the TypeScript criterion required", "set the salary to NOK 850,000 to 1,100,000") or edit the brief directly and click **Save**. The top right of the brief shows **Saving**, then **Saved**.
When the brief looks right, ask the agent to search for candidates, or move on to the other tabs. See [Write the brief](/companies/brief-criteria) for what each field does.
## What gets created
The job exists as soon as the agent drafts the first version of the brief. It appears in your [jobs list](/companies/jobs-list) with the status **Open**, even if you never click anything else.
Creating a job doesn't publish anything or contact anyone. The listing stays unpublished until you publish it, and no candidate hears from you until you send a message yourself.
Drafting the brief never asks for your approval, even when the chat is set to **Ask permission**. Chatting with the agent uses credits.
## Start from a job you already have
There are two ways, and they don't do the same thing.
**Duplicate job** makes an exact copy. Open the job, click the **…** menu at the top right, then click **Duplicate job**. The copy opens right away, named after the original with "(Copy)" at the end.
| Copied | Not copied |
| - | - |
| Every brief field and all criteria | Candidates and applications |
| The listing, as an unpublished draft | Notes |
| The process steps | Searches and the job chat |
| The team the job belongs to | Step assignees and job members |
The copy is always **Open**, even if you duplicated a closed job.
Ask the agent when you want a variation. In a new job's chat, write something like "start from the Senior Backend Engineer job, but make it junior and remote". The agent reads that job's brief, drafts a new one with your change, and copies the listing and the process across. If more than one job matches the name, it asks which one you mean.
## What to do in the editor instead of the chat
A few changes only work in the brief editor:
* Clearing the location, the languages or all the criteria. The agent can change them but won't empty them.
* Turning on **Hide on public listing** for the salary.
* Choosing hourly or monthly pay for a freelance job.
## Common questions
Yes. The job is saved the moment the agent drafts the first version of the brief. It's in your jobs list now.
Open it, click the **…** menu and click **Delete job**. Members can delete a job as long as nobody has applied to it and no candidate has moved past **In review**. After that, only admins and owners can. See [Close, reopen or delete a job](/companies/close-reopen-delete).
It drafts from your description and from what it knows about your company (see [Company knowledge](/companies/company-knowledge)). If your company knowledge mentions a tool your team uses, the agent may add it as a preferred criterion. It says so in its reply. Delete anything that doesn't belong.
No. Creating a job, drafting the brief and running searches never contact candidates.
Every field, and how required and preferred criteria work.
Let the agent find people who match the brief.
# When scores change
Source: https://docs.staffer.com/companies/editing-and-rescoring
The events that update a candidate's match score automatically, how to rescore someone by hand, and why editing the brief doesn't touch anyone's score.
A candidate's match score doesn't move on its own schedule. It changes only when specific evidence comes in, or when someone rescores the candidate directly.
## What updates a score automatically
Five things trigger a rescore on their own, in the background:
* The candidate is added to the job, either by applying or by being added manually.
* They reply to a message from you.
* A process step is completed or skipped.
* An interview transcript arrives.
* Their résumé is re-read.
* They upload a new CV from the **Resume** tab on their application.
You won't see a loading state for any of these. The next time you open the candidate, the score reflects whatever new evidence came in.
## Editing the brief doesn't rescore anyone
Changing a hard field, or adding, editing or deleting a criterion, never rescores a single candidate, no matter how big the change. A candidate keeps the score they already have until one of the events above happens, or you rescore them yourself.
If you rewrite the brief after you've already found and scored people, for example after deciding a criterion should be required instead of preferred, rescore the candidates you care about afterward. Otherwise their scores still reflect the old brief.
## Rescore one candidate by hand
Open the candidate, click the **…** menu at the top right (**Candidate actions**), then click **Rescore**. There's no confirmation: it runs straight away. A message shows the new score out of 100, or says there was nothing new to score.
Members, admins and owners can do this. Viewers and reviewers can't.
## Rescore a whole search
To rescore everyone from a search round at once, open the **Scouting** tab, find the round, open its **Search actions** menu, then click **Re-score**.
## Why a rescore sometimes leaves a criterion unchanged
When one of the automatic triggers above fires, Staffer scores every criterion again, but a criterion only changes if the new evidence (a reply, a completed step, a transcript) is actually about that criterion. If it isn't, the criterion keeps its score, its reason and its confidence exactly as they were, and its row on the [Match tab](/companies/match-scores) says "Unchanged by the latest evidence — this criterion keeps its previous score."
This is deliberate. It stops one strong signal, like a good interview, from dragging every criterion's score up at once.
Clicking **Rescore** by hand works differently: it takes a fresh look at the whole brief, so nothing is held back. That's why a manual rescore can move a criterion that an automatic one left untouched.
## When a rescore can't run
A rescore sometimes can't produce a new score. The candidate always keeps the score they had. Nothing is ever scored as zero because an attempt failed.
* If you clicked **Rescore**, the message tells you. "Nothing new to score for …" means there was nothing to go on.
* If an automatic rescore couldn't run, the candidate's **Activity** tab shows a **Score not updated** entry with the reason.
| Reason shown | What to do |
| - | - |
| "Could not score this candidate — this job has no brief criteria to score against." | Add criteria to the brief. |
| "Could not score this candidate — their profile isn't indexed yet. Try again shortly." | Wait. It clears on its own. |
| "Could not score this candidate — we no longer hold a profile for them to score." | Nothing. The profile is gone. |
| "Could not score this candidate — nothing in their profile matched the brief." | Check the criteria fit the role. |
| "The scorer only covered part of the brief, so the score was left unchanged. Criteria that read very similarly can cause this — try rewording them." | Reword or merge criteria that say nearly the same thing. |
| "The scorer's answer couldn't be read, so the score was left unchanged. This needs a look from us rather than another attempt." | Contact us through **Support**. |
| "The scorer turned the request down, so the score was left unchanged. This needs a look from us rather than another attempt." | Contact us through **Support**. |
| "Could not score this candidate — this candidacy no longer exists." | Nothing. The application was removed. |
## Costs
Rescoring uses credits. There's no cost shown before you click, and no confirmation dialog either way. If your workspace has run out of credits, Rescore fails with the same generic error as any other failed attempt, not a message telling you credits are the problem.
## Score changes on the Process tab
Each completed step under **Previous steps** on a candidate's **Process** tab shows the score at that point, and how much it changed from the step before. Expand a step to see the change broken down criterion by criterion. A criterion that didn't move shows a **Held to prior verdict** badge: the same idea as "Unchanged by the latest evidence" on the Match tab, shown here per step instead of per criterion.
## Common questions
Editing the brief never rescores anyone automatically, however big the change. Rescore the candidates you care about by hand afterward.
An automatic rescore only moves a criterion when the new evidence is actually about it. A manual **Rescore** click takes a fresh look at everything instead, so it can move criteria an automatic rescore left alone.
Members, admins and owners. Viewers and reviewers can't.
Yes. It uses credits, with no price shown before you click.
Yes. Open the **Scouting** tab, then the round's **Search actions** menu, then **Re-score**.
What the two numbers mean and how each criterion is scored.
Notes count as evidence the next time a candidate is rescored.
# Interviews and scheduling
Source: https://docs.staffer.com/companies/human-interviews
Set up an Interview step, book a Google Meet call for a candidate, and see the transcript afterward.
An Interview step schedules a live call over Google Meet, either at a time you pick or one the candidate books themselves.
## Step settings
Open the step from the job's **Process** tab. Its **Setup** tab has:
| Field | What it does |
| - | - |
| Step name | Shown on the canvas and in the candidate's step history. |
| Attendees | The people who join the call, and the only people invited. Their calendars are what gets checked for conflicts. Staffer doesn't add you automatically, so add yourself if you're joining. |
| Provider | Read-only: **Google Meet**. There's no other option. |
| Duration (minutes) | From 5 to 240, in steps of 5. Defaults to 30. |
| Let the candidate pick a time | Off by default. When on, reveals a minimum notice, a maximum lead time, and optional specific date-and-time slots that replace the recurring windows for this step entirely. See the slot picker below. |
| On location | Off by default. When on, adds a location field. Left blank, it falls back to the job's first listed location. |
| Agenda | Free text, shown to the candidate. |
| Record & transcribe | On by default. Turn it off and no notetaker ever joins for that step. |
There's no visibility toggle: an Interview step always shows to the candidate, and the notice reads **Emailed when you schedule it**.
## Scheduling it for a candidate
You schedule from the candidate's **Process** tab. The job's **Process** tab only sets the defaults. When you schedule, the same fields appear, filled in from the step, and you can change them for this candidate:
* Duration, agenda, attendees or location.
* The date and time, unless **Let the candidate pick a time** is on.
* **Also send a message**, to send a message along with the invite.
Before booking, Staffer checks the chosen time against your calendar and every attendee's. If it's busy, you'll see the nearest free slot and a one-click option to use it instead.
## What gets sent
When you schedule, Staffer creates a Google Calendar event with a Google Meet link. Google sends its invite to the attendees on the form and to the candidate, if Staffer has their email. Nobody else is added, including you. Staffer also emails the candidate the time, how to join and the agenda.
You don't need to connect your own Google Calendar. Without it, Staffer schedules from a shared account. With it, you're the organizer. Either way, the invite only reaches your calendar if you're on the attendee list. See [Calendar and availability](/companies/calendar).
When **Let the candidate pick a time** is on, the candidate gets an email and a notification asking them to pick a time. They don't have to find the step on their own.
## Rescheduling and cancelling
Use **Reschedule** or **Cancel meeting** in the step's **Step actions** menu. Both delete the calendar event and stop the notetaker from joining. The duration, agenda, attendees and location are kept.
For an interview you scheduled:
* **Cancel meeting** tells attendees the meeting is cancelled.
* **Reschedule** doesn't send a cancellation. The candidate gets a message from Staffer saying the interview is moving. The step goes back to waiting for you to pick a new time.
For an interview the candidate booked through the slot picker:
* **Reschedule** cancels the booking and lets the candidate choose a new slot. They get an email asking them to.
* **Cancel meeting** removes the event from everyone's calendar and hands the step back to you to set up again.
## The slot picker
With **Let the candidate pick a time** on, the candidate picks from open slots instead of getting a fixed time. A slot only shows if every attendee is free, across every calendar they've connected or added as a feed. Meetings an attendee has declined don't block a slot. The picker only looks 14 days ahead. A longer **Maximum lead time** has no effect, but a shorter one narrows the window. If nothing is free, the candidate sees a notice that the hiring team will follow up.
## During the call
If **Record & transcribe** is on, a notetaker named **Staffer Notetaker** joins the call about 2 minutes before it starts. Unlike an AI interview, the candidate doesn't confirm a notice first. They only see a **Recorded** badge on their interview details and the notetaker in the call.
Say in the agenda that the call is recorded, so the candidate knows before they join.
## After the call
A transcript and recording land on the step, along with an evaluation in the same shape as an AI interview's: a summary, strengths, concerns and a suggested next step of **Advance**, **Uncertain** or **Reject**. Staffer then rescores the candidate from what was said in the call. The evaluation itself doesn't count toward the score.
If **Record & transcribe** was on but nothing was captured, for example because the call didn't happen or nobody let the notetaker in, the step shows "No recording captured".
## Retention
The transcript, recording and evaluation are deleted six months after the application closes, not six months after the interview. Scheduling details (time, duration, location, agenda, attendees) are kept.
## Common questions
No. Without one, Staffer schedules from a shared account. Add yourself to the attendees if you're joining, since only the people on the form are invited. Connect a calendar, or add an iCal feed, so Staffer can check when you're busy.
Scheduling doesn't add you automatically. Only the attendees on the form are invited, so add yourself when you schedule.
Yes. You get the scheduled call, but no recording, transcript or evaluation.
From the **Recorded** badge on their interview details and the notetaker in the call. There's no notice to confirm, as there is for an AI interview. Mention it in the agenda.
At most 14 days, regardless of what the step's maximum lead time is set to.
Connect a calendar, set your available hours, and see the workspace Calendar page.
Let a candidate interview with an AI instead, on their own time.
# How candidates apply
Source: https://docs.staffer.com/companies/inbound-applications
How candidates apply to a published listing, what happens for them and for you afterward, and how the application lands in your pipeline.
Candidates reach your jobs through your career page, the public job board at jobs.staffer.com, or a listing link you share directly. Every listing has one apply button, and it works the same everywhere: on the job board, on your career page and in the candidate's own Staffer dashboard.
## Two ways to apply
After clicking apply, the candidate picks how to send their application.
For a candidate who signs in with Google, Microsoft or LinkedIn. A candidate who hasn't set up their Staffer profile does that first. Staffer then sends their profile, so there's no upload or form.
A second application this way to the same job is refused: "You already applied to this role."
The candidate uploads a CV (PDF or `.docx`, up to 10 MB) and checks their **Name** and **Email**. Staffer reads the CV to fill them in, but never overwrites what the candidate typed. An uploaded CV is scored and evaluated like any other application.
A second submission with the same email to the same job is caught: it offers **Resend my link** instead of creating a new application. A different email is treated as a separate candidate, even with an identical CV.
There's no free-text message box on the application. Every application already gets an acknowledgement.
## The privacy notice
Candidates aren't asked to tick a consent box to apply. A privacy notice tells them how their details are used, and it never blocks an application. If you've turned on your own candidate privacy policy (**Settings** → **Organization** → **Compliance** → **Policies**), it's linked right next to Staffer's own. If you haven't turned it on, only Staffer's policy is linked. See [AI policies](/admin/ai-policies).
The only consent candidates are asked for is optional: whether you can consider them for future roles at your company.
An [anonymous listing](/companies/anonymous-listings) never links your privacy policy, because it would name your company.
## What the candidate gets afterward
A candidate who uploads a CV goes straight to their private application page, and gets an email confirming the application with the private link. They use the link, without an account, to check their status, message you and complete process steps. On an anonymous listing, the email doesn't name your company.
A candidate who applies while signed in doesn't get an email. The application appears in their Staffer account. See [Applying to a job](/candidates/applying-to-a-job) and [Tracking your application](/candidates/tracking-your-application).
## How it lands in your workspace
The candidate appears on the job's **Candidates** tab and on the **Applications** page, at **In review**, the same as a candidate you promote.
* Your job's [process steps](/companies/build-a-process) start right away, the same as for any other candidate.
* Staffer scores them within moments. You don't need to click **Rescore**.
* Your **Candidates** and **Applications** lists show it under **Source** as **Applied**, distinct from **Sourced** (you found them) or **Manual** (you added them by hand).
* You get a "New application" notification if you're subscribed to the job and have **New application in your workspace** turned on. You're subscribed to jobs you create. For other jobs, turn on **Notify me** in the job's **…** menu.
If Staffer can't read the résumé, it still creates the application from what the candidate typed and keeps the file. The profile has less detail until you click **Re-process résumé** on the file in the candidate's profile panel.
## Closed jobs
Once a job is closed, its listing can stay visible for a while, but candidates can't apply. The page shows **Applications closed** instead of the apply button. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## What this doesn't do
Staffer doesn't post your listing to LinkedIn, Indeed or any other job board. The **External jobs** on the public board at jobs.staffer.com are postings Staffer brings in from elsewhere, not your listings going out.
There's no CAPTCHA. The résumé form checks for bots in the background and limits how often someone can submit.
## Common questions
Yes, and Staffer won't catch it. Staffer doesn't compare applications across the two ways of applying or across different emails, so you can end up with two applications from the same person.
Yes. The candidate signs in with Google, Microsoft or LinkedIn, which creates a Staffer account if they don't have one.
No. The shortlist is only for people you find in a search. Anyone who applies starts at **In review**.
Get a job onto your career page and the public board in the first place.
What Staffer reads to score a candidate the moment they land.
# Invite your team
Source: https://docs.staffer.com/companies/invite-team
Two ways to invite teammates, the four workspace roles, and how invites expire, resend, and get revoked.
You can invite teammates from onboarding, or any time afterward from Settings. Both send an email invite. Only Settings offers all four roles.
## Invite during onboarding
The onboarding **Invite your team** screen starts with two empty rows. Add an email and a role for each, up to 20 at once, or click **Skip for now** and invite people later. This screen only offers **Member** or **Admin**. For **Reviewer** or **Viewer**, invite from Settings instead.
## Invite from Settings
Go to **Settings** → **Workspace** → **Members**.
Click **Invite teammate**.
Fill in **Work email** and choose a **Role**, then click **Send invite**.
The four roles, exactly as the dialog labels them:
| Role | Label in the dialog |
| - | - |
| Admin | Admin — manage workspace + members |
| Member | Member — full app access (default) |
| Reviewer | Reviewer — read-only + complete assigned steps |
| Viewer | Viewer — read-only |
See [Roles and permissions](/get-started/roles-and-permissions) for what each role can do.
## What happens next
The invitee gets an email with an **Accept invite** button. Accepting signs them in (or has them sign in first) and adds them to the workspace with the role you chose. See [Join your company on Staffer](/companies/join-your-team) for what they see, including the wrong-account and expired-link screens.
Invites expire 14 days after they're sent. Staffer refuses to send one to a personal email address or to someone already in the workspace. Inviting an address that already has a pending invite doesn't create a second one: it replaces it, with the 14-day clock restarting from the new invite.
## Resend or revoke
In **Settings** → **Workspace** → **Members**, the **Pending invitations** list shows everyone who hasn't accepted yet. Click **Resend** to send the same invite again and extend its expiry by 14 days. Click the **×** next to their name to revoke it before they accept.
## Who can invite
Only workspace owners and admins can send, resend or revoke invites, whether from onboarding or from Settings.
## Common questions
No. The onboarding invite screen only offers Member and Admin. Invite them from **Settings** → **Workspace** → **Members** instead, where all four roles are available.
They got two emails, but only the latest link works. A second invite to the same address replaces the pending one instead of adding another.
No. Resend sends the same link again and extends how long it's valid.
Accepting an invite, and what each failure screen means.
Change someone's role, remove them, or see who's still pending.
# Manage your jobs
Source: https://docs.staffer.com/companies/jobs-list
Search, filter, and sort the Jobs page, and every item in a job's More job actions menu.
The **Jobs** page lists every job in your workspace. Every job also carries the same **More job actions** menu, whether you open it from a list row or from inside the job itself.
## The Jobs page
A chat panel sits on the left (the **Ask anything** page chat described in [Work with the agent](/companies/the-agent)). The job table takes the rest of the page.
* **Search jobs…** matches job names only.
* **Filter** adds conditions on **Status**, **Function**, **Engagement**, and **Location**. Values within one filter combine as "or", and different filters combine as "and".
* **Display options** covers **Sort by** (16 options, including Updated, Name, Deadline, Function, Version, Created, and Candidates, each ascending or descending) and **Columns**. Name always shows. Function, Candidates, Deadline, Updated, Listing and Status show by default. Engagement, Location, Version and Created are available but off by default.
The **Status** filter and the **Status** column aren't the same thing. The filter works on the listing: **Published**, **Draft**, **Closed** or **Not listed**. The column shows the position: **Open** or **Closed**, meaning whether the job still takes candidates. A job can be open with no listing at all. To group open and closed positions, sort by **Status** instead.
**Candidates** shows a live count of everyone on the job. The table paginates at 50 rows by default. Your search text resets each visit, but filters, sort, and column choices are remembered, per browser, not per account: they won't follow you to a different computer or show up for a teammate.
## The job header and its actions menu
Inside a job, the header shows the job's name, its status and the same **More job actions** (**…**) menu as the list. Click the job's name to search for and jump to another job.
| Item | What it does |
| - | - |
| **Members** | Adds people to a roster on the job. This is informational only: it doesn't grant or restrict access. Everyone in your workspace with the right role can already see and act on every job. |
| **Team** | Assigns the job to one of your workspace's teams. If the job has a team, the agent also uses that team's knowledge when working on this job. |
| **Notify me** | Toggles your own notifications for this job: a candidate replies, a new candidate lands on the job, an interview finishes, or any other process step completes. The job's creator is subscribed automatically. Everyone else opts in here. |
| **Share…** | Creates a public, read-only link to one or more candidates on the job. See [Share candidates](/companies/share-candidates). |
| **Duplicate job** | Makes an exact copy immediately, no confirmation: the brief, criteria, listing (as an unpublished draft), and process, but not candidates, notes, or the chat. The copy always opens **Open**, even from a closed job. See [Create a job](/companies/create-a-job) for how this differs from asking the agent to start a job from an existing one. |
| **Move to workspace** | Moves the job into a different workspace in the same organization. Only appears if you're an admin or owner of both workspaces. It's a move, not a copy: the job leaves the workspace you moved it from. |
| **Copy job ID** | Copies the job's internal ID. |
| **Reset chat** | Wipes the job's shared chat for everyone, instantly, with no confirmation. See [Work with the agent](/companies/the-agent). |
| **Close position** / **Reopen position** | Stops or resumes new candidates and applications. See [Close, reopen or delete a job](/companies/close-reopen-delete). |
| **Delete job** | Hides the job everywhere in the app and unpublishes its listing. See [Close, reopen or delete a job](/companies/close-reopen-delete). |
## Common questions
The **Status** filter works on the listing (**Published**, **Draft**, **Closed**, **Not listed**), not on whether the position is open. Sort by **Status** to put open positions first, or look at the **Status** column. "Not listed" only means the job has no published listing: the position itself can still be open.
No. Members is a roster, not a permission list. What someone can see and do is controlled by their workspace role, the same on every job.
View preferences are saved to your browser, not your account. Set them again on any other device.
Start one from a description, or duplicate an existing job.
What each of those three actually does.
# Join your company on Staffer
Source: https://docs.staffer.com/companies/join-your-team
Accept an invite, what each failure screen means, and what happens when your company joins you automatically.
There are two ways to end up in your company's workspace instead of setting up a new one: someone invites you by email, or your company has auto-join turned on for your email domain and you land there the moment you sign up.
## Accept an invite
Click **Accept invite** in the email you received.
If you're not already signed in, sign in with the email address the invite was sent to. See [Sign in and create an account](/companies/sign-in). If you end up on the home page instead of the invite, open the link from the email again.
Review the workspace name and the role you've been given, then click **Accept invitation**.
You land straight in the workspace home. There's no separate confirmation screen after accepting.
## If the invite link doesn't work
| What happened | What you see |
| - | - |
| The link is invalid, or the inviter revoked it | "Invitation not found": "This link is invalid or has been revoked. Ask the inviter to send a new one." |
| It's already been accepted | "Already accepted": "This invitation has already been used. If that wasn't you, contact the workspace admin." |
| It's past its expiry date | "Invitation expired": "Ask the inviter to resend it from Settings › Members." |
| You're signed in as someone other than the invited address | "Wrong account", naming both addresses, with a **Sign out + retry** button. |
Invites expire 14 days after they're sent, or after a resend. Ask a workspace owner or admin to send you a new one. See [Invite your team](/companies/invite-team).
## Signing up when your company's already on Staffer
If you sign up with a work email instead of using an invite link, what happens depends on how your company's admin has set things up:
* Auto-join with a default workspace: you skip setup entirely, including the "Find your company" screen, and land straight in that workspace with the role your admin picked. If they didn't set a role, you land as a viewer, with read-only access.
* Auto-join without a default workspace: you're not automatically placed anywhere. You go through the normal setup screens (see [Set up your workspace](/companies/set-up-your-workspace)) and end up owning a new workspace inside your company's organization. You won't be an admin or owner of the organization itself this way, only of the workspace you just created. Organization ownership goes to the first person from your company who ever signed up.
* No auto-join: signing up is refused. You'll see a message naming your domain: "already has a Staffer organisation. Ask an admin there to invite you." Ask a workspace owner or admin to invite you instead.
## Common questions
You won't, until you try to sign up. If it's on with a default workspace, you're placed there immediately. If it's off, or on without a default workspace, you'll see one of the outcomes above.
Ask an admin in that workspace to change your role, or to invite you into a different one. Auto-join uses the defaults your organization's admin set. You don't choose them when you sign up.
No. The first person to sign up with your company's work email creates the organization and workspace from scratch. See [Set up your workspace](/companies/set-up-your-workspace).
Send invites, choose roles, and resend or revoke one.
The sidebar, search, and the workspace menu.
# How match scores work
Source: https://docs.staffer.com/companies/match-scores
What the two numbers mean, how each criterion is scored, and what the score reads and ignores.
A match score shows how well a candidate fits one job's brief, on a scale from 0 to 100. Every score comes as a pair: the **current score**, based on the evidence Staffer has, and the **potential score**, what the candidate could score if the details their profile doesn't mention turn out in their favor.
Scores are per job. The same person can score 80 for one job and 35 for another, because each job has different criteria.
## How a score is built
Staffer scores each criterion in the brief on its own, then combines them.
1. Staffer compares the criterion with everything it knows about the candidate.
2. An AI model reviews that evidence and sets the criterion's score and potential score. It writes a one-sentence reason, cites up to three sources, and says how confident it is.
3. The overall score is a weighted average of the criteria. Required criteria count double compared with preferred ones.
If the model doesn't answer every criterion, Staffer throws the attempt away and the candidate keeps the score they had. A criterion is never quietly scored as zero because an answer went missing.
## Read the Match tab
Open a candidate and click the **Match** tab.
* **Overall match** shows the overall pair. Expand it for a short summary of the fit.
* **Required criteria match** and **Preferred criteria match** list one row per criterion, with its status and its pair of scores.
Expand a criterion to see the reason, the confidence (**High confidence**, **Medium confidence** or **Low confidence**) and the **Sources** the reason is based on: the profile, a message, a process step or a note. If a later rescore didn't find new evidence for that criterion, you'll see "Unchanged by the latest evidence — this criterion keeps its previous score."
Each criterion gets one of four statuses:
| Status | When |
| - | - |
| **Match** | The score is 70 or higher. |
| **Partial match** | The score is between 40 and 69. |
| **No match** | The score is below 40. |
| **Missing evidence** | Confidence is low and the potential score is at least 25 points above the current one. The profile doesn't say, but the candidate might well have it. |
Scores use the same three colors everywhere: green for 70 and up, teal for 40 to 69, and blue below 40. The scale deliberately avoids red and amber, so a low score reads as "weak fit for this brief", not as a warning about the person.
## Current score and potential score
The potential score is never lower than the current score. It's higher when the evidence is silent on something the candidate plausibly has, given their seniority and roles. When the evidence is clear, the two numbers are the same.
Hover over the two circles to see which is which: **Current score** and **Potential score** (or **Potential not scored yet**).
Potential matters in two places you might not expect:
* Search results on the **Scouting** tab are ordered by potential score.
* The **Match** filter on candidate lists sorts people into **Good fit (70+)**, **Maybe (40–69)**, **Weak (under 40)** and **Unscored** using the potential score when there is one. A candidate showing a current score of 55 can appear under **Good fit (70+)**.
## What the score reads
* The candidate's profile.
* Their six most recent messages with you.
* Completed and skipped process steps, including the candidate's own answers, such as questionnaire responses and interview transcripts.
* Notes from your team. See [Notes](/companies/notes).
## What the score ignores
* The candidate's name.
* The evaluation an AI interview produces, and any score a reviewer gives in a review step. The score reads what the candidate said, not someone's verdict on it.
* Notes left by people outside your workspace on a [share link](/companies/share-candidates).
## Where scores appear
* **Scouting** results. Hover over a score to see the per-criterion breakdown.
* The **Match** column and filter on a job's **Candidates** tab and on the **Applications** page.
* The candidate header and the **Match score** section of the profile panel.
* The **Match** tab.
* Share links, if you include the match score when you create the link.
The talent pool doesn't show scores, because a profile in the pool isn't tied to a job.
## What a score doesn't do
A score is evidence for your decision, not the decision. Staffer doesn't reject, advance or contact anyone because of a score on its own.
A score also doesn't update when you edit the brief. It changes when there's new evidence about the candidate, or when you rescore them. See [When scores change](/companies/editing-and-rescoring).
## Common questions
The profile doesn't mention it, but the candidate's background makes it plausible. Find out and write it down: ask them in a message or a questionnaire, or add a note after a call. The next rescore reads that evidence.
The **Match** filter groups by potential score first. The candidate's potential score is 70 or higher.
Yes. The score belongs to the candidate's application for that job, not to the person looking at it.
No. You can add evidence (a note, a message, a completed step) and rescore, but you can't type a number in.
# Members and roles
Source: https://docs.staffer.com/companies/members-and-teams
Who's in your workspace, how to invite or remove someone, and what each role can do.
**Settings** → **Workspace** → **Members** lists everyone with access to your workspace, their role, and any invitations still waiting to be accepted. Everyone in the workspace can see this list. Only admins and owners can invite someone, change a role, or remove someone.
## The members list
Search by name or email, or use **Filter** to narrow by role. Each row shows the person's name (yours is tagged **You**), their role, and when they joined. Admins and owners get a **⋯** menu on each row to change a role or remove someone. It doesn't appear on your own row or the workspace owner's row.
## Invite a teammate
Click **Invite teammate**. See [Invite your team](/companies/invite-team) for the invite form, the roles it offers, and what the invited person sees.
## Changing a role
From a row's **⋯** menu, pick **Admin**, **Member**, **Reviewer**, or **Viewer**. You can't change the workspace owner's role from here, or your own. If someone holds the **owner** role in your organization, their role can't be changed from this screen either, no matter what role they hold in this particular workspace.
## Removing someone
**Remove from workspace** takes away their access immediately. The same owner and organization-owner protections apply: neither can be removed from this screen.
## Pending invitations
Each pending invite shows the email, when it was sent, and whether it's expired. **Resend** sends a new email and gives the invite another 14 days from now. The **×** button cancels the invite.
There's no self-service way to transfer workspace ownership. The owner's row never shows a way to change or remove it from this screen.
## What each role can do
| Role | Can do |
| - | - |
| Owner | Everything an Admin can, plus delete the workspace and change its public URL slug. |
| Admin | Everything a Member can, plus edit workspace settings, manage members and invitations, delete any job and move jobs to another workspace. |
| Member | Create and edit jobs, search for, shortlist and promote candidates, message candidates, publish listings and close jobs. |
| Reviewer, Viewer | Read-only, except they can complete a process step they're named on and revoke share links. |
Reviewer and Viewer have the same access today. Naming someone on a step is what lets them complete it, not the Reviewer role.
See [Roles and permissions](/get-started/roles-and-permissions) for the full breakdown of what each role can do.
## Organization roles are separate
Owner, admin, and member at the organization level control billing, compliance, and settings that span workspaces, not what someone can do inside this one. See [Organization settings](/admin/organization).
## Common questions
No. The invite form offers Admin, Member, Reviewer or Viewer. The owner is the person who created the workspace.
You can't remove the workspace owner, or anyone who's an owner of your organization, regardless of their role in this workspace.
Nothing, in terms of access. Both are read-only unless personally named on a process step.
The invite form, roles offered, and what the invited person sees.
The full table of what every role can and can't do.
# Message candidates
Source: https://docs.staffer.com/companies/message-candidates
Where you write to a candidate, what the composer can do, and what sending actually changes.
You write to a candidate from two places: their **Messages** tab, or the composer inside a recommended action on their **Process** tab, for example **Send intro outreach**. Both use the same composer and the same **Send** button. The agent can help you think through what to say in chat, but it can't send, or even draft, a message on its own: someone has to put the words in the composer and click **Send**.
## No subject field
There's no subject field anywhere in the composer. Whatever you send first in a thread sets the subject for the whole conversation, and every later message reuses it. The empty state says it plainly: "Your first message sets the subject for the thread."
## The toolbar
The toolbar has **Bold**, **Italic** and **Bullet list** for formatting, and **Insert link** to link the selected text, or add a new one.
**Insert placeholder** inserts a detail about this candidate or job, already filled in, so you see exactly what they'll get:
| Placeholder | Fills in |
| - | - |
| Candidate first name | The candidate's first name |
| Candidate full name | Their full name |
| Job title | The job's title |
| Company | Your company's name |
| Your name | Your name |
| Signature | Your signature, see below |
| Application link | A link to their application, see below |
A detail Staffer doesn't have for this candidate is left out of the menu. In templates and message steps, the same menu inserts a placeholder that's filled in for each candidate when the message is sent.
**Insert template** replaces the whole body with a saved message, either your workspace's own or one of Staffer's built-in ones. See [Message templates](/companies/message-templates).
**AI assist** rewrites the draft that's already in the editor. Write something first, or start from a template, then choose **Personalize** for a one-click pass, or **Request change** to type an instruction, for example "shorter, warmer, mention their AI post". It costs credits, and the result still has to pass the same compliance check as anything else you send.
## Who it goes to
Click **Select channel** to pick where the message goes. It lists every email Staffer has on file for the candidate, each tagged with where it came from, with a **Primary** badge on the main one. If there's nothing on file yet, it reads "No saved emails yet." Add one with **+ Add email**.
Email is the default. If the candidate can already be reached in their Staffer account, you'll also see **Send in-app**. The message then lands on their application in Staffer, and they also get an email with a link straight back to the conversation. Nothing waits unread in a portal they haven't opened.
## Your signature
Set it once, in **Settings** → **Account** → **Signature**. It replaces the closing line on every message you send, including templates. Leave it blank and Staffer signs off with "Best," and your name instead. Right now only workspace admins and owners can save a signature. See [Your account settings](/companies/your-account).
## The application link
Including the **Application link** placeholder does more than insert text. If the candidate doesn't have an application yet, for example they're still on the shortlist, adding this placeholder prepares their application in the background as soon as it's in the message, not only once you send. That's the same thing that happens when you [promote them](/companies/shortlist-and-push): Staffer saves a copy of their profile for this job and creates their private application link. **Send** reads "Preparing link…" and stays disabled until that finishes.
If the link ends up missing from the visible message, or the candidate has no application to link to at all, Staffer shows a warning above the composer instead of sending a broken link.
## Copy vs Send
**Copy** puts the message on your clipboard as plain text, links included, so you can paste it somewhere else, for example a LinkedIn message. It doesn't touch Staffer's record of the candidate at all: nothing is logged. If you reach them this way, log it yourself afterward with **Mark as contacted**, from **Candidate actions**.
**Send** emails the candidate from Staffer and logs the message on their thread. If they're still **In review**, sending moves them to **In progress**, even a plain message with no template. Every send, including an AI-assisted one, is checked against your organization's compliance policy first. A refusal shows as a toast, "Could not send:" followed by the reason, not a dialog. See [AI policies](/admin/ai-policies) for what can trigger one.
Sending, and AI assist, are limited to members, admins and owners. Viewers and reviewers can't use either.
## Common questions
No. The first message in a thread sets the subject for good. There's no subject field to edit it later.
No. It only puts the message on your clipboard. Nothing is logged in Staffer until you either send from the composer or mark them as contacted yourself.
No. The agent can discuss what to say, but there's no tool that lets it send or draft a message on a candidate's thread. A person has to use the composer.
It didn't pass your organization's compliance check. The toast names the reason. See [AI policies](/admin/ai-policies).
Members, admins and owners. Viewers and reviewers can't send, use AI assist, or mark someone as contacted.
Where a candidate's reply lands, and how Staffer drafts one for you.
Save a reusable message and set it as the default for a move.
# Message templates
Source: https://docs.staffer.com/companies/message-templates
Reusable outreach, rejection, offer and hired messages your workspace saves once and reuses.
A message template is a saved message your workspace reuses, so nobody writes the same intro or rejection from scratch. Templates live in **Settings** → **Workspace** → **Message templates**. The ones you create appear under **Workspace** in the composer's **Insert template** menu, next to Staffer's built-in ones.
## Set a default for a type of message
Each template can be the default for one type of message: **Outreach**, **Acknowledge application**, **Follow-up**, **Rejection**, **Offer**, **Hired**, **Interview**, **File upload**, **Questionnaire** or **Task**. When Staffer suggests that action for a candidate on their **Process** tab, the composer starts from your default instead of Staffer's built-in wording.
Outreach, Rejection, Offer and Hired are the ones most teams set first.
## Create or edit a template
Click **Add template**. With nothing saved yet, the page reads "No workspace templates yet" / "Author your own outreach, rejection, offer, or hired copy. Tag one as the workspace default and the composer pre-fills it whenever the recommendation engine surfaces that move."
Give it a name (up to 80 characters) and write the body (up to 20,000 characters, the same limit as a live message), using the same **Bold**, **Italic**, **Bullet list** and **Insert link** tools as the message composer, plus **Draft with AI**: describe what you want and it writes a draft for you, using credits. **Preview** renders the body against sample data so you can see how it reads filled in. Pick a move from **Set as default for** if you want the composer to pre-fill this template automatically, or leave it as **None**.
If you tag a template as the default for a move that's meant to carry a link to the role (Outreach, for one) but leave out the application link placeholder, Staffer warns you that messages seeded from it won't actually link the candidate anywhere.
Deleting a template asks you to confirm first, and can't be undone.
## Placeholders
The same placeholders as a live message work here too, see [Message candidates](/companies/message-candidates), but a template stores them as literal tokens, for example `{candidateFirstName}` or `{applicationLink}`, since the same template gets reused for a different candidate every time. Staffer fills them in only once someone actually sends a message built from the template.
## Who can do what
Creating, editing and deleting a workspace template needs admin or owner access. Anyone who can send a message (members and above) can use one through **Insert template** in the composer.
Members see the same **Add template** and edit buttons, but saving doesn't work for them, and no error appears. If a template won't save, ask an admin.
## The default rejection template when you close a job
When you close a job and choose to reject the candidates still in the pipeline, the message that goes out to them starts from your workspace's default **Rejection** template. You can still edit it in the close dialog before it sends. It doesn't have to go out exactly as saved. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## Common questions
No. Creating, editing and deleting a workspace template needs admin or owner access. Anyone who can send a message can still use an existing one.
Only one can hold a given default at a time. Tagging a new one clears the default off whichever template held it before.
No. This page only lists your workspace's own templates. Staffer's built-in ones aren't editable and don't appear in this list, only in the composer's **Insert template** menu.
Yes, generating a draft uses credits, the same as AI assist in the message composer.
The composer, its placeholders, and what sending does.
What happens to the pipeline, and the rejection message, when you close a job.
# Find your way around
Source: https://docs.staffer.com/companies/navigate-staffer
The sidebar, search, notifications, credits, the workspace menu and keyboard shortcuts.
Everything in Staffer hangs off one sidebar, always visible on the left unless you collapse it.
## The sidebar
| Item | What it does |
| - | - |
| **Notifications** | Bell icon with an unread-count badge. Opens a popover of recent notifications. |
| **New job** | Starts a fresh job chat. |
| **Jobs** | Your workspace's full jobs list. |
| **Applications** | Every candidate across every job, with its own unread badge. |
| **Messages** | Your message threads with candidates, with an unread badge. |
| **Calendar** | Connected calendars and scheduled interviews. |
| **Talent pool** | Everyone your workspace has shortlisted, promoted, received an application from or saved, across all jobs. |
| **Analytics** | Workspace-wide hiring stats. |
Below the nav sits **Recents**: a collapsible list of jobs you've opened recently, up to 12. Hover over a job and click the pin icon to keep it above Recents. Each job shows a colored dot: green means its listing is live, grey means the listing is a draft or closed. Hovering the dot spells it out: "listing is live," "listing is a draft," or "listing closed."
Click the collapse icon at the top of the sidebar to shrink it to icons only. This is saved for your browser.
## Search
Click the search icon at the top of the sidebar, or press **⌘K** (**Ctrl+K** on Windows), from anywhere. Type at least 2 characters to search jobs, candidates, teams, members, and every settings page you have access to. Results are grouped by type. Pick one to go straight there.
## Notifications, messages, and credits
The **Notifications**, **Applications**, and **Messages** sidebar items each carry their own unread-count badge, updated roughly once a minute. Opening the notifications popover shows **Mark all read** and a link to see everything on the full notifications page.
At the bottom of the sidebar, a credits chip shows either your organization's available credit balance, or, if your workspace has a monthly spend cap set, how much of that cap you've used this month. Click it to open your usage and billing details, if you have access to them.
## Support
Click **Support** at the bottom of the sidebar to open a chat window for help. It's the only way to reach support from inside the app: there's no floating help bubble anywhere else.
## The workspace menu
Click your workspace name at the bottom of the sidebar to open:
| Item | What it does |
| - | - |
| **Switch workspace** | Search or pick from every workspace you belong to. Press a number key from **1** to **9** (when you're not typing in a field) to jump straight to that workspace in the list. |
| **Settings** | Your account and workspace settings. |
| **Invite members** | Opens **Settings** → **Workspace** → **Members**, where you click **Invite teammate**. |
| **Theme** | System, Light, or Dark. |
| **Log out** | Signs you out of Staffer entirely. |
## Keyboard shortcuts
| Shortcut | Does this | Where |
| - | - | - |
| **⌘K** / **Ctrl+K** | Opens search | Anywhere |
| **1**-**9** | Jumps to that workspace | Anywhere, when not typing |
| **J** / **K** | Next / previous candidate | A candidate's own page |
| Hold **⌘D** / **Ctrl+D** | Push-to-talk voice input | Any chat composer |
| **Enter** / **Shift+Enter** | Send message / add a line break | Any chat composer |
Only the search and microphone buttons mention their shortcuts in a tooltip.
## Common questions
Pinned jobs and Recents are stored in your browser, not on your account. They don't sync across your own devices either, and nobody else in the workspace sees your list.
Search needs at least 2 characters, and only returns candidates, jobs, teams, and members, plus settings pages you have permission to open. It won't surface something you don't have access to.
# Notes
Source: https://docs.staffer.com/companies/notes
Record what you learn about a candidate. Staffer reads notes as evidence the next time it scores them.
Use notes to record what you learn about a candidate, for example on a call. Staffer reads them as evidence the next time it scores the candidate.
## Add a note
On the candidate's **Notes** tab, type into the box, **What did you learn? What's next?**, and click **Add note**, or press **⌘Enter** (**Ctrl+Enter** on Windows). You need the member role or higher in the workspace. Viewers and reviewers can't add notes here.
## What happens to a note
* At the next rescore, Staffer reads your notes as facts about the candidate. A note that says they described 6 years of Kubernetes work on a call can move that criterion's score. A note that says they seemed great doesn't give it much to use. See [When scores change](/companies/editing-and-rescoring).
* It appears on the **Activity** tab with everything else that has happened with this candidate. See [The candidate view](/companies/candidate-view).
* It stays inside your workspace unless you turn on **Your notes** when you create a [share link](/companies/share-candidates). The candidate never sees it.
## Delete a note
Open a note's **…** menu and click **Delete note**. You can only delete your own notes. You can't edit a note: delete it and add a new one. You can't @mention teammates in notes.
## Notes that aren't typed here
The Notes tab also shows notes that came from elsewhere:
* A reviewer's note from a process step, a review, an interview, or a task, labeled with that step's title.
* A note left by someone on a share link, labeled **Shared link**. Staffer doesn't use these when it scores. Only notes from your own team count as evidence.
## Notes vs. the brief's Notes
This tab is about one candidate. The brief has its own **Notes** field, which tells the agent about the job as a whole. Brief notes never affect scores. See [Write the brief](/companies/brief-criteria).
## Common questions
No. Adding a note doesn't trigger a rescore. Staffer reads it at the next rescore, for example when the candidate replies or finishes a step. To use it now, choose **Rescore** in the **Candidate actions** menu.
No. Delete it and add a new one instead.
No. Only the person who wrote a note can delete it.
Only if you turn on **Your notes** on a share link. Then anyone with that link can read them. The candidate never sees them.
# Notifications
Source: https://docs.staffer.com/companies/notifications
The bell, the Notifications page, every notification kind, and how to change what reaches you.
Staffer notifies you in two places: the bell in the sidebar and the **Notifications** page. Both show notifications from every workspace you belong to, not only the one you're currently in.
## The bell
The sidebar bell shows how many notifications you haven't read. It checks for new ones about once a minute, and again when you switch back to the tab. Click it to see your recent notifications, with a dot on unread ones. Click a notification to mark it read and open what it's about. **Mark all read** marks them all read.
## The Notifications page
The full list has **Mark all read**, a **Search notifications** box and **Filter**. You can filter by **Status** (All or Unread) and by **Type**. The **Type** list only shows kinds you've received. Columns are **Notification**, **Type** and **Received**.
Some **Type** labels differ from the names in your notification settings. For example, **Process step started** here is **A process step is assigned to you** in settings.
## Every notification kind
| Notification | In-app by default | Email by default |
| - | - | - |
| **New application in your workspace** | On | Off |
| **Candidate sent a message** | On | On |
| **A process step is assigned to you** | On | On |
| **Candidate completed a process step** | On | On |
| **Interview transcript ready** | On | On |
| **Workspace research ready** | On | Off |
| **Invited to a workspace** | On | On |
| **DPA signed** | On | On |
| **Compliance export ready** | On | On |
| **Candidate filed a data request** | On | On |
| **Balance running low** | On | On |
| **Payment received** | Off | On |
| **Admin session started on your account** | On | On (locked, can't be turned off) |
Other emails, such as interview confirmations, only go to candidates, so they aren't in your settings.
## Where to change these
In **Settings** → **Account** → **Notifications**, turn each kind on or off, separately for in-app and email. This only affects you. See [Your account settings](/companies/your-account).
## Job-scoped notifications
Four kinds only reach you for jobs you're subscribed to: new applications, candidate messages, interview transcripts and completed process steps. You're automatically subscribed to jobs you create. To follow a job you didn't create, open its **…** menu and check **Notify me**.
Steps assigned to you are different. You're notified when it's your turn, whether or not you're subscribed to the job.
## Common questions
The bell shows notifications from every workspace you belong to, not only the one you're in.
No. The bell checks for new ones about once a minute, plus whenever you switch back to the browser tab.
Some notifications only reach you for jobs you're subscribed to. Turn on **Notify me** in that job's **…** menu.
# Step types
Source: https://docs.staffer.com/companies/process-steps
Every process step kind, its Setup and Rules fields, and when it emails a candidate.
A process step is one of eight kinds: Review, Interview, AI interview, File upload, Questionnaire, Task, Message or Reference check. This page covers Review, Questionnaire, File upload, Task and Message field by field, and how a Reference check works. [AI interviews](/companies/ai-interviews) and [Interviews and scheduling](/companies/human-interviews) get their own pages.
Every kind has an **Applies to** dropdown on its **Rules** tab: **All candidates**, **Applied only** or **Sourced only**. See [Build a hiring process](/companies/build-a-process). The **Rules** tab also shows one of four notices that tell you whether the candidate gets an email:
| Notice | Applies to | Meaning |
| - | - | - |
| **Emailed when you schedule it** | Interview | The candidate gets an email with the time, joining details and agenda the moment you schedule it, plus a calendar invite. |
| **Emailed when this step opens** | AI interview, File upload, Questionnaire | The candidate has something to submit, so they're emailed as soon as the step becomes their turn. |
| **Shows in their portal, no email** | Review, Task, Message, when marked visible | They can see the stage in their portal once it opens, but nothing is emailed. |
| **Not shown to the candidate** | Review, Task, Message, by default | Internal to your workspace. The candidate isn't told this stage exists. |
Interview, AI interview, File upload and Questionnaire steps can't be hidden, because the candidate has something to do. Review, Task and Message default to hidden, with a **Visible to candidate** toggle on their Rules tab.
## Review
**Setup**
| Field | What it does |
| - | - |
| Step name | Shown on the canvas and in the candidate's step history. |
| Method | **Human approval** (default), **Human score** or **AI approval**. |
| Reviewers | Human approval and Human score only. Empty means any teammate can complete it. |
| Instructions for reviewer | Human approval and Human score only. Optional guidance shown above the decision buttons. |
| Passing score | Human score: optional. Leave it blank and the score is advisory only. Nothing gates on it. AI approval: required. Save is blocked until you set one. |
| Rejection disqualifies | Human approval and Human score only. Off by default. See [Assignees, holds and automatic rejection](/companies/reviewer-holds-and-gates). |
| Allow notes | Human approval and Human score only. On by default. Adds a free-text note field to the review form. |
AI approval has no Reviewers field, because no person completes it.
**Rules**
Applies to, and **Visible to candidate** (off by default). Hidden, the notice reads **Not shown to the candidate**. Marked visible, it reads **Shows in their portal, no email**.
## Questionnaire
**Setup**
| Field | What it does |
| - | - |
| Questions | Add as many as you need. Each is Short text, Long text, Multiple choice or Number. |
| Multiple choice options | Lettered rows, add or remove options, and an **Allow multiple** switch. |
| Qualifying | Multiple choice and Number questions only. Multiple choice: mark one or more options as the **Correct answer(s)**. Number: set a min, a max, or both. |
| Reviewers | Who's expected to look at the answers. |
Short text and Long text questions can't be marked qualifying.
**Rules**
Applies to, plus a qualifying-answer block: an info box showing how many qualifying questions are active, and an **Automatically reject** toggle (off by default). See [Assignees, holds and automatic rejection](/companies/reviewer-holds-and-gates) for what turning it on does. Notice: **Emailed when this step opens**.
After a candidate submits, Staffer evaluates the answers. The step shows a **Recommendation** badge (**Advance**, **Hold** or **Reject**) with a short write-up. Expanded, the same result reads **Recommended next step** with **Advance**, **Uncertain** or **Reject**. Staffer also rescores the candidate.
## File upload
**Setup**
| Field | What it does |
| - | - |
| Instructions for the candidate | What you're asking them to send. |
| Maximum files | From 1 to 10. |
| Reviewers | Who's expected to look at what's submitted. |
**Rules**
Applies to. Always visible to the candidate, no toggle. Notice: **Emailed when this step opens**.
Each file can be up to 25 MB. Allowed types: PDF, common image formats, plain text and CSV, Office and OpenDocument documents, and zip. SVG, HTML and executable files aren't allowed. Staffer checks the file extension. PDFs and images open in Staffer. Other files download.
## Message
A Message step doesn't send anything by itself. It marks the point in the process where a message goes. When it's the candidate's current step, their **Process** tab shows the message ready to send. Click **Send** and the step is completed.
**Setup**
| Field | What it does |
| - | - |
| Template | **Custom message**, or a workspace template. Picking a template fills the body. Typing your own leaves it as-is. |
| Message | The body, with a rich-text toolbar and placeholder tokens. |
| AI personalization | Optional. Tells the AI how to tailor the message to each candidate, for example "mention one thing from their background that fits this role". Click **Preview personalized** to see an example. |
**Rules**
Applies to, and **Visible to candidate** (off by default, since the candidate gets the message anyway). Notice: **Not shown to the candidate** by default, or **Shows in their portal, no email** once visible.
This kind shows as **Message** in the process builder, but as **Outreach** in the candidate's own step history.
## Task
**Setup**
| Field | What it does |
| - | - |
| Instructions | What needs doing. Supports basic markdown. |
| Reviewers | Optional. With none, any teammate can complete it. |
| Allow notes | Off by default (unlike Review, where it's on). Adds a team-only note field to the completion form. What you write lands on the Notes tab and counts towards the match score. |
**Rules**
Applies to, and **Visible to candidate** (off by default). Notice: **Not shown to the candidate** by default, or **Shows in their portal, no email** once visible. A Task step never has a gate: it can only be completed or skipped, never used to auto-reject anyone.
## Reference check
A Reference check step collects references inside the process. The candidate sends you a list of their referees. Staffer then sends each referee a request, follows up with reminders, collects the answers and summarizes them for your team.
**Setup**
| Field | What it does |
| - | - |
| Step name | Shown on the canvas and in the candidate's step history. |
| How referees answer | **Questionnaire**, **AI chat** or **Phone call**. With **Questionnaire**, each referee gets an email link to a short form, so referees need an email address. |
| Questions | What you want to ask each referee. Each question has a type, such as **Long text**. |
| Number of referees | How many referees the candidate adds: **At least** (2 by default) and **At most** (5 is the limit). |
| Send invitations automatically | On by default: referees are emailed as soon as the candidate adds them. Turn it off to review the candidate's referees before anyone is contacted. Not shown for **Phone call**. |
| Remind referees who haven't answered | On by default, with one reminder a day after the invitation. Add up to three reminders, each a set number of days after the invitation. Links expire after 14 days. Not shown for **Phone call**. |
| Instructions for the candidate | Shown in their email and in their portal when they add referees. |
The step completes when every referee has responded and every red flag is reviewed. A referee who declines or can't be reached counts as responded. If the step has reviewers, it waits for one of them instead.
The summary sits with everything else you know about the candidate, not in someone's notes. Staffer collects and summarizes. Your team reads it and decides what it means.
Once the candidate sends their referee list, it locks. **Reset step** in the [Step actions menu](/companies/run-the-process) starts the check over from the beginning.
## AI interview and Interview
Two more kinds, each detailed on its own page:
The candidate talks to an AI interviewer by chat, voice or video, on their own time.
A live call over Google Meet, scheduled by you or picked by the candidate.
## Common questions
No. Someone on your team sends it from the candidate's **Process** tab, or with [Speed action](/companies/recommended-actions).
No. Those four kinds are always visible, because there's always something for the candidate to do.
Staffer evaluates the answers, shows a **Recommendation** badge on the step and rescores the candidate.
No. The list locks once they send it. To start again, use **Reset step**, which clears everything recorded on the step.
Yes. A note on a step's completion form also appears on the **Notes** tab and counts as evidence at the next rescore, like any other note.
Add, arrange and save steps on the canvas.
Complete a review, read answers, and act from a candidate's Process tab.
# Create and publish a listing
Source: https://docs.staffer.com/companies/publish-a-listing
Generate a candidate-facing listing from the brief, edit it, and publish it to the public job board.
A listing is the candidate-facing page for a job: what shows up on your career page and the public job board. You don't write it from scratch. Staffer generates it from the brief, and you edit from there.
## Generate the listing
On a job, click the **Listing** tab. A new job shows **No listing yet** with a **Generate from brief** button. It's greyed out, with the tooltip "Add a brief first", until the job has a brief.
Click **Generate from brief**. Staffer drafts a title, tagline, and body from the [brief](/companies/brief-criteria): function, engagement, work mode, location, salary (unless you hid it), and your required and preferred criteria, plus, for a named listing, what it knows about your company from [company knowledge](/companies/company-knowledge). Staffer writes one draft per listing language, so more languages take longer. Drafting uses credits. If your organization has [live policy enforcement](/admin/ai-policies) on, the policy check can refuse a draft. Admins and owners can override the refusal with a written reason.
The listing opens as a preview of the public page: cover photo and logo from [Branding](/companies/branding), the title, the tagline, a details box (engagement, work mode, location, and the deadline or "No deadline — apply anytime"), the body, and the **Apply** button.
Click **Publish**. You only need a title. The job appears on the public job board right away.
## Edit the listing
Click directly on the title, tagline, or body to edit them. The body is a block editor, so you write it in sections rather than one long paragraph.
Listing edits don't save as you type. Editing marks the listing unsaved and shows **Save** (and **Discard**) in the toolbar, and nothing is kept until you click **Save**: it changes to **Saving**, then **Saved**. If you reload the tab before saving, the edit is still there when the page comes back. It's held in your browser, not on Staffer's side, until you save it.
You can also ask the agent to make a specific change from the job's chat ("make the tagline shorter", "add a line about our benefits"). In **Ask permission** mode it asks first ("I'd like to rewrite the listing."). In **Auto** mode it rewrites it right away. For a full regenerate from the current brief, use **Re-draft from brief** instead.
If the agent saves a change while you have unsaved edits, Staffer keeps your version on screen, shows that a newer version exists, and asks you once whether to keep your edits or see the update.
You can change the **Apply** button's text in the primary language only. **Re-draft from brief** and **Sync translations** reset it.
If you edit the brief after generating the listing, the Listing tab shows a banner: "Brief has changed since this listing was drafted." Nothing updates on its own. Click **Re-draft from brief** to catch it up, or leave the listing as it is.
## Re-draft from brief
Open the **…** menu and click **Re-draft from brief** (it reads **Generate from brief** until the listing has content). It rewrites the named listing's title, tagline, body and **Apply** button text for every language, from the current brief. It leaves the publish status, the **Anonymous client** switch, the link and the map setting as they were. If the listing is anonymous, check the confidential copy after a re-draft. See [Anonymous listings](/companies/anonymous-listings).
You can't re-draft, edit, or publish a listing while its job is closed. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## Add a language and translate
The listing picks up its languages from the job's Brief tab, not from here. Add a language under the brief's Languages field and it shows up in the Listing tab's language picker. The first language in that list is the primary language, marked with a star.
To work in another language, click the language button above the listing (it shows the current language's flag and name) and pick one under **Edit listing in**. Each language keeps its own draft. To translate the primary language's saved copy into every other language, open the **…** menu and click **Sync translations from** followed by your primary language. This overwrites the other languages, and it only runs once the primary language has a saved body.
Your company name and logo aren't translated. They're the same in every language, pulled from the workspace rather than the listing text.
## Publish and unpublish
**Publish** puts the listing on the public job board and, unless it's anonymous, your [career page](/companies/career-page). **Unpublish** takes it off the board and turns it back into a draft you can keep editing. Both take effect immediately.
Once published, the **…** menu shows **View listing** (opens the public page) and **Copy listing link**. The URL is `jobs.staffer.com/companies/your-workspace/listing-name`, or `jobs.staffer.com/jobs/listing-id` for an anonymous listing. After you close the job, both menu items disappear, even though the listing stays visible for the grace period.
The same menu has two switches that change the public page:
* **Anonymous client** hides your company. It saves as soon as you switch it. See [Anonymous listings](/companies/anonymous-listings).
* **Show map** shows the job's location on a map. Click **Save** afterwards to apply it. Your own preview always shows the map.
Unpublish is not the same as closing the job. Unpublish pulls the listing off the board straight away and leaves it fully editable. Closing the job (the job's **…** menu, **Close position**) keeps the listing visible with applications turned off for the **Closed listing grace period** set in **Settings** → **Workspace** → **Preferences** (30 days by default, or 0 to remove it immediately), and only then does it drop off. This also happens to a listing you unpublished earlier: closing the job puts it back on the board, with applications closed, until the grace period ends. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## Who can do this
Members, admins and owners can generate, edit and publish a listing. Viewers and reviewers can look at it but can't change it. Generating, re-drafting and syncing translations use credits, for each language. Saving your own edits, publishing and unpublishing don't.
## Common questions
No. Publishing lists the job on `jobs.staffer.com` only. Staffer doesn't post listings to other job boards.
Yes. The public URL includes a slug made from the title, and it changes whenever the title changes, even after publishing. If you've already shared or indexed the old link, it stops working. Copy the link again after a title change.
Yes, from the brief rather than the listing. Turn on **Hide on public listing** next to the salary field in the [brief](/companies/brief-criteria). You still see the number. The listing omits it.
Mostly separate. A job can be **Open** with no listing published, if you're only sourcing candidates, or **Closed** with the listing still visible for the grace period. **Publish** and **Unpublish** control the listing. **Close position** controls the job, and it also shows a closed listing on the board for the grace period, even one you'd unpublished.
Run a confidential search without naming your company.
Where published listings live together with your mission and offices.
# Next actions
Source: https://docs.staffer.com/companies/recommended-actions
One recommended next step per candidate, worked out from their stage, messages and process steps. Nothing sends or changes until you act on it.
Staffer suggests one next action for each candidate. It works it out from their stage, their messages, their process steps and how they compare with others in the same job.
* It's worked out again every time you look, so it always matches what has happened.
* Nothing sends or changes until you act on it. Acting on it needs the member role or higher. Reviewers and viewers can only complete steps they're named on.
* You can't dismiss or snooze it. It changes when you act on it or when something happens with the candidate.
## Where you see it
* The **Process** tab's **Next step** card, marked with a purple **AI recommendation** badge, often with a composer or editor already open underneath it.
* The **Next action** column, filter and group-by option on candidate lists. See [Candidate lists](/companies/candidates-list).
* The **Messages** inbox. See [Replies and the inbox](/companies/replies-and-inbox).
* **Speed action**, for working through several at once (below).
Every one of these shows the same next action, worked out from the candidate's own process. If a step is next on the **Process** tab, that step is what the list, the inbox and Speed action show too.
## Every action
### In review
| Title | Appears when | Acting on it |
| - | - | - |
| **Acknowledge application** | They applied and you haven't responded | Opens a composer pre-filled with an acknowledgement message. Sending moves them to In progress. |
| **Send intro outreach** | You sourced them and haven't reached out yet | Opens a composer pre-filled with an outreach message. |
| **Send follow-up** | You've messaged, no reply for 5 or more days | Opens a composer pre-filled with a follow-up message. |
| **Wait for reply** | You've messaged, no reply, under 5 days | Nothing to act on. |
| **Advance to In progress** | They replied | Opens a stage-change control, no message. |
### In progress
| Title | Appears when | Acting on it |
| - | - | - |
| **Advance to Offer** | Every step is done and they're near the top compared with others in this job | Opens a composer pre-filled with the offer message. Sending moves them to Offer. |
| **Reject** | Every step is done and they're near the bottom compared with others in this job | Opens a composer pre-filled with the rejection message. Sending moves them to Rejected. |
| **Wait for the pipeline** | Every step is done, but they're in the middle | Nothing to act on. |
| **Send status check** | Steps still open, no contact for 7 or more days | Opens a composer pre-filled with a follow-up message. |
| **In progress** | Nothing else to flag | Nothing to act on. |
### Offer, Hired, Rejected, Withdrawn, Not interested
| Title | Appears when | Acting on it |
| - | - | - |
| **Send the offer** | Moved to Offer, never messaged | Opens a composer pre-filled with the offer message. |
| **Follow up on offer** | Offered, no contact for 3 or more days | Opens a composer pre-filled with a follow-up message. |
| **Awaiting decision** | Offered, recently followed up | Nothing to act on. |
| **Send welcome message** | Hired, never welcomed | Opens a composer pre-filled with a welcome message. |
| **Hired** | Hired and welcomed | Nothing to act on. |
| **Send rejection note** | Rejected, never notified, and they applied, replied or completed a step | Opens a composer pre-filled with the rejection message. |
| **No next step** | Rejected and notified, rejected without ever engaging, withdrawn or not interested | Nothing to act on. |
Staffer only suggests a rejection message for someone who applied, replied or completed a step. A sourced candidate you never reached, who never replied, or who said no doesn't get one, so nobody hears "we've decided not to move forward" about a job they never asked to be considered for.
### Any active stage
| Title | Appears when | Acting on it |
| - | - | - |
| **Reply to their message** | They messaged you and you haven't replied | Opens a composer pre-filled with an AI-drafted reply. |
| **Mark not interested** | Their latest reply reads as a no | Shows their message and the reason, with a composer pre-filled with an AI-drafted reply. Sending it moves them to Not interested. **Mark without replying**, in the **…** menu, moves them without a message. |
| **Reject** | A completed interview or questionnaire recommends rejecting, or a completed step scored below its threshold | Opens a composer pre-filled with the rejection message. |
| **Advance to In progress** / **Advance to Offer** | A completed interview or questionnaire recommends advancing | Opens a composer (if advancing to Offer) or a stage-change control. |
| The step's own title, or **Send message** | The next open step is a message step assigned to you | Opens a composer seeded with the step's own message. Sending also completes the step. |
| The step's own title or kind | The next open step is any other kind, assigned to you | Opens that step's editor. |
| **Waiting on ``** | The next open step is assigned to someone else | Nothing to act on. Disabled. |
### When a reply reads as a no
Staffer reads every reply a candidate sends. If it reads as a no, the message gets a purple **Sounds not interested** badge in the thread, and the next action becomes **Mark not interested**. The card shows the reason in one sentence, or "Their last message reads as a no."
It's only a suggestion. Staffer never moves the candidate itself. You confirm the move by sending the reply or by choosing **Mark without replying**. If you think the AI read it wrong, reply as usual instead.
## Urgency
Every next action has a priority: low, medium, high or critical. It shows with the same bars and colors as on [candidate lists](/companies/candidates-list). The most time-sensitive situations, such as an unanswered message after 3 or more days, or an unsent offer, show as critical.
The badge says **AI recommendation**, but fixed rules pick the action, based on the stage, what has happened and how the candidate compares with others in the job. AI writes the draft replies for **Reply to their message** and **Mark not interested**, and reads each reply to decide whether it sounds like a no.
## Speed action: work through several at once
Click **Speed action** on a job's **Candidates** tab or the **Applications** page. The table turns into a list of cards, one per candidate, all selected. Each card shows how the candidate entered your pipeline and where they are now. A card with a message shows the draft collapsed. Expand it to edit before sending. **Skip** hides a card until you leave the page. When you're ready, click **Apply N action(s)** at the bottom.
Only these can be applied in bulk: **Reply to their message**, **Send intro outreach**, process **Send message** steps, **Acknowledge application**, **Send follow-up**, **Send offer**, **Send rejection note**, **Send welcome message**, and plain stage changes. Other actions, such as completing a step, need you to open the candidate.
**Apply N action(s)** fires immediately, with no confirmation. A card you never expanded still sends its seeded message exactly as written. Check anything you haven't opened before you click Apply.
## Common questions
No. **Skip** in Speed action hides a card until you leave the page. Otherwise, a next action only changes when you act on it or when something happens with the candidate.
Staffer works it out again from the candidate's current stage, messages and steps every time you open it. A reply, a completed step or a few days without contact can all change it.
No. It only suggests. You send the message or change the stage. The one exception is a questionnaire step with **Automatically reject** turned on, which you set up yourself. See [Assignees, holds and automatic rejection](/companies/reviewer-holds-and-gates).
The pre-filled draft, with that candidate's name and job filled in.
What each stage means and how moves are recorded.
The Next action column, filter and urgency indicator.
# Replies and the inbox
Source: https://docs.staffer.com/companies/replies-and-inbox
How a candidate's reply finds its way back to you, and where to go read it.
A candidate can reply two ways: to your email, or from their application in Staffer. Either way, the reply lands in the same thread you messaged them from.
## One thread per candidate per job
Each candidate has exactly one thread per job. If the same person is in two of your jobs, they have two separate threads, one per job, even though it's the same person.
## The Messages page
Open **Messages** in the sidebar (it carries your unread count) to see every conversation across every job. The page splits in two: a thread list on the left, and the full candidate view on the right once you pick one. Before you pick one, the right side reads "No message open" / "Pick a conversation on the left to see the candidate, the thread, and the rest of their pipeline."
The list shows everyone currently active in a pipeline, **In review** or later, plus anyone you've ever exchanged messages with, even if they're now **Rejected** or **Withdrawn**. Each row shows the candidate's name (bold while unread), the job, a relative time, a one-line preview of the last message, an arrow icon for one you sent or a reply icon for one they sent, and an unread-count badge. Unread threads sort to the top, then by most recent activity.
**Filter** narrows the list by read status, by job, and by whether you've contacted them yet. You can also sort the list and use priority to see at a glance who is waiting on you. **Mark all as read** clears every unread marker at once. With nothing in the list at all, it reads "No conversations yet. Outreach you send and replies you get land here." Filtered down to nothing, it reads "No threads match the current filter."
Opening a thread marks it read and takes you straight to that candidate's **Messages** tab. Each thread shows which job it belongs to. A thread for someone who applied with an uploaded CV shows the name and photo from their CV.
The next action shown for each candidate is the same one their **Process** tab shows. See [Next actions](/companies/recommended-actions).
## The reply Staffer drafts for you
When a candidate replies, Staffer starts drafting a reply for you in the background, within seconds. You won't find it sitting in the thread: it shows up pre-filled in the **Reply to their message** recommendation on the candidate's **Process** tab, ready for you to edit before you send it. If you open that recommendation before the draft is ready, it reads "Drafting a reply from their message…" until it is.
Staffer also reads each reply to see whether it's a no. If it is, the message shows a purple **Sounds not interested** badge, and the recommendation becomes **Mark not interested**, with a drafted reply. You decide whether to send it. See [Next actions](/companies/recommended-actions).
A reply also triggers a rescore in the background. See [When scores change](/companies/editing-and-rescoring).
## Notifications
To hear about a reply as soon as it lands, turn on **Notify me** for that job, from its **…** menu, and make sure **Candidate sent a message** is switched on for you in **Settings** → **Account** → **Notifications**. Notifications are scoped per job: turning on **Notify me** for one job doesn't cover any other.
## Common questions
It never appears in the thread. It's pre-filled into the **Reply to their message** recommendation on the **Process** tab instead, so you review it before it goes anywhere.
Yes, it triggers a rescore in the background. See [When scores change](/companies/editing-and-rescoring).
Unread is tracked per person, not shared across the workspace. Whether a thread looks unread depends only on what you personally haven't opened yet.
No. Each job gets its own thread with that candidate, even if it's the same person replying from the same email address.
Where you write, what the composer can do, and what sending changes.
Every event that updates a candidate's match score.
# Assignees, holds and automatic rejection
Source: https://docs.staffer.com/companies/reviewer-holds-and-gates
Who gets asked to act on a step, and the three ways a process can reject someone on its own.
Almost every step waits for a person to act. Naming reviewers decides who can act. A process only rejects someone on its own through the three settings below, and all three are off unless you turn them on.
## Who gets asked
Every step has a **Reviewers** picker, except a Review step set to **AI approval**. Interview steps also have **Attendees**, the people on the call.
* Leave it empty and any member, admin or owner in the workspace can complete the step.
* Name specific people and only they can complete it.
* A reviewer or viewer can only complete a step they're named on. It's the only change they can make in a workspace.
On the candidate's Process tab, a step's badge tells you which of these applies:
| Badge | Meaning |
| - | - |
| **Your turn** | You're named as an assignee. |
| **Any teammate** | No assignees are set. |
| **Awaiting teammate** | Assigned to someone else. |
| **Awaiting candidate** | Waiting on the candidate to act, or to pick an interview time. |
## Being unassigned doesn't make a step complete itself
Leaving **Reviewers** empty only changes who can act. A Review (Human approval or Human score) or Task step always waits for someone to click **Approve**, **Reject** or **Mark complete**. Interview, AI interview, File upload, Questionnaire and Message steps also wait for something to happen: the candidate submits, the interview takes place or you send the message.
The one exception is a Review step whose **Method** is **AI approval**. It has no **Reviewers** field:
* With the candidate's current match score at or above the step's **Passing score**, it completes and advances on its own.
* Below the **Passing score**, it waits, and **Approve** / **Reject** buttons appear for a person to decide. If a later rescore lifts the score to the **Passing score**, it completes. AI approval never rejects anyone.
You can't save an AI approval step without a **Passing score**.
## The three automatic-rejection gates
All three are off by default. With one turned on, a candidate can be rejected without anyone confirming it.
| Gate | Where | Off (default) | On |
| - | - | - | - |
| **Rejection disqualifies** | Review (Human approval) | A reviewer's reject only completes the step and suggests rejecting. | A reviewer's reject moves the candidate to Rejected automatically. |
| **Rejection disqualifies** | Review (Human score) | A reviewer's score below the **Passing score** only completes the step and suggests rejecting. | A reviewer's score below the **Passing score** moves the candidate to Rejected automatically. |
| **Automatically reject** | Questionnaire (a Qualifying question) | A failed qualifying answer flags a recommended rejection, and the candidate keeps moving. | A failed qualifying answer moves the candidate to Rejected and sends the rejection note you wrote for it. |
**Automatically reject** only works on questions you've marked **Qualifying**, with a correct answer or range. Only Multiple choice and Number questions can be qualifying.
When any of the three rejects a candidate, their other open steps are skipped, the same as when you reject someone by hand.
These settings reject candidates without anyone checking first. Only turn one on when a wrong answer really rules someone out.
## What the candidate is told
* **Rejection disqualifies** sends nothing. Like any other move to **Rejected**, the candidate hears nothing until you send a rejection note.
* **Automatically reject** on a questionnaire sends the rejection note you wrote when you turned it on. If Staffer has no email address for the candidate, it doesn't reject them. The next action suggests rejecting them instead, so you can do it by hand.
## What's not automatic
* A match score never rejects anyone. Apart from AI approval, no setting advances a candidate because of their score.
* The process only emails a candidate for the steps listed on [Step types](/companies/process-steps) and for the questionnaire rejection note. You send everything else, such as intros, follow-ups and offers.
## Common questions
No. It means any member, admin or owner can complete it. Someone still has to act, except on a Review step set to **AI approval**.
No. A match score never rejects anyone, even on an **AI approval** step. Candidates are only rejected automatically by **Rejection disqualifies**, after a reviewer rejects or scores them low, or by **Automatically reject** on a questionnaire.
Only if its **Method** is **AI approval** and the candidate's match score is at or above the **Passing score**. Below it, the step waits for a person.
A questionnaire's **Automatically reject** sends the note you wrote for it. **Rejection disqualifies** on a Review step sends nothing until you send a rejection note yourself.
Every field on every step kind.
Complete a review, skip a step, and see what happens on rejection or hire.
# Move candidates through the process
Source: https://docs.staffer.com/companies/run-the-process
Work a candidate's Process tab: complete steps, read what they submitted, and see what closing an application does to what's left.
You move a candidate through the process on their **Process** tab. It has three sections: **Next step**, **Previous steps** and **Upcoming steps**.
For a rejected candidate, the **Process** tab is currently empty, even if they went through steps. Their history is still on the **Activity** tab. Shortlisted people have no **Process** tab until you promote them.
## Next step, previous steps, upcoming steps
* **Next step** shows the candidate's current step, ready to act on: **Approve** / **Reject** for a review, the composer for a message, and so on. The [next action](/companies/recommended-actions) card, marked **AI recommendation**, sits above it. When every step is done, it reads "No steps left in the pipeline."
* **Previous steps** lists completed and skipped steps, oldest first. It starts with an **Application** card that shows their score when they joined the job. Each row shows who completed the step and when.
* **Upcoming steps** lists the steps after the current one. You can't act on them until they're current.
## Completing a review
The form depends on the step's Method:
* **Human approval**: an optional instructions box, a note field if Allow notes is on, then **Approve** / **Reject** buttons.
* **Human score**: the same instructions and note fields, plus a plain number field labeled **Score** (1 to 100), then a single **Complete review** button, disabled until you enter a valid score.
* **AI approval**: a box explains what happens: the step completes at or above the passing score and waits below it. **Approve** / **Reject** buttons appear only while it's waiting.
## Completing a task
When a Task step is the candidate's next step, the **Next step** card shows a **Complete** button, plus a notes field if **Allow notes** is on. You can also use **Mark complete** in the step's **Step actions** menu.
## Reading questionnaire answers and files
A completed **Questionnaire** step shows how many questions were answered. Expand it and click **Review** to open the full set of questions and answers under a **Responses** heading.
A completed **File upload** step shows what the candidate sent. PDFs and images open in Staffer. Other files download.
## The score on each previous step
Any step that changed the candidate's match score shows the change next to it, green for up and red for down. Expand the step for a summary of what changed and a per-criterion breakdown. A criterion that got no new evidence from the step shows **Held to prior verdict** and keeps its old score. See [How match scores work](/companies/match-scores) for what the numbers mean, and [When scores change](/companies/editing-and-rescoring) for what triggers a rescore in the first place.
## Step actions
Every step has a **Step actions** (⋯) menu. What's on it depends on the step:
| Item | Available on | What it does |
| - | - | - |
| **Mark complete** | Any completable pending step | Completes it by hand. |
| **Skip** / **Skip step** | Pending steps | Marks it skipped, no data recorded. |
| **Un-skip step** | A skipped step | Puts it back to pending. |
| **Reschedule** / **Cancel meeting** | A scheduled interview | Reschedules or cancels the call. |
| **Add step before** / **Add step after** | Pending or in-progress steps | Adds a one-off step, for this candidate only. |
| **Edit step** / **Delete step** | One-off steps you've added | Change or remove it. |
| **Copy interview link** | A pending AI interview | Copies the candidate's interview link. |
| **Reset step** | Any step with a result | Wipes everything recorded (transcript, upload, answers) and returns it to pending. Can't be undone. |
| **Copy step ID** | Every step | Copies its ID. |
You can't reassign a step from here. Change a step's reviewers on the job's [Process tab](/companies/build-a-process). For a one-off step you added for this candidate, use **Edit step**.
## Add a one-off step for this candidate
In the **Step actions** menu on any pending step, choose **Add step before** or **Add step after**, then pick a kind. The step is added for this candidate only. The job's process doesn't change. You can also ask the agent, for example "give Alice a portfolio review". In **Ask permission** mode it shows a confirmation card first. In **Auto** mode it's added straight away.
## What happens when you close a candidate's application
Closing a candidate's application, for example by moving them to **Rejected**, pauses every step they haven't finished. The steps aren't skipped.
If you reopen the application later, the candidate picks up where they left off. You don't need to turn steps back on one by one.
## Common questions
Not from the candidate. Change the step's reviewers on the job's **Process** tab. A one-off step you added for this candidate can be changed with **Edit step**.
**Skip** marks a step as not happening and moves on. **Reset step** deletes what was recorded, such as a transcript, an upload or answers, so the step can be done again. You can't undo a reset.
Yes. Rejecting pauses their remaining steps instead of skipping them, so reopening the application picks up where they left off.
Expand the step in **Previous steps** and click **Review**.
Who gets asked, and what can reject a candidate on its own.
Move a candidate to Rejected, Offer or Hired, and what that tells them.
# Search for candidates
Source: https://docs.staffer.com/companies/running-a-search
Describe who you want to the agent in the job's chat. It runs a multi-round search and scores every result against your brief.
There's no search form. You describe who you want in the job's chat, and the agent searches Staffer's candidate database for you. Results stream into the **Scouting** tab as it works.
## Start a search
Write who you're looking for, the way you'd brief a recruiter: "senior backend engineers in Norway with Kotlin experience." If the brief already looks right, you can say "ready to scout" and the agent builds a search from the brief's criteria itself.
The chat shows a "Searching · ``" line while it works, and the **Send** button turns into a **Stop** button. On the **Scouting** tab, a new group appears titled with the search's query, with a live **Searching · Ns** timer that ticks up as results come in.
When it finishes, the agent posts a short summary: who scored well, who stands out on a specific criterion, and any gaps in the pool. It usually suggests a next step: drill into the top profiles, run a tighter search, or tell it who to shortlist.
The agent doesn't ask permission before running a search, even if your chat mode is set to **Ask permission**. Shortlisting and promoting the people it finds do ask first, unless you've switched to **Auto**.
## What the agent does
* Turns your message (or the brief's criteria) into several different search queries, covering different angles on the same brief.
* Runs up to 4 rounds. Between rounds, it looks at what it's found so far and proposes new queries to fill gaps, without you having to ask.
* Reranks and narrows each round's results before scoring them.
* Double-checks the strongest matches against the brief.
* Scores every result against your brief's criteria. See [How match scores work](/companies/match-scores).
It stops early if it reaches your workspace's result limit, if two rounds in a row find nothing new, or if it runs out of time.
## How long it takes
Expect a few minutes, not seconds. One search that returned 47 results took about 4 minutes. There's no fixed time: it depends on how many rounds run and how many candidates get scored.
## Reading the results
Each search gets its own collapsible group on the **Scouting** tab, titled with its query. A **Shortlist** group always sits above them, even when it's empty.
Each result row shows:
* A checkbox to select the row, for acting on several rows at once.
* A bookmark icon, **Add to shortlist**. It fills in blue once you've shortlisted that person.
* The candidate's name and current title at company (or "Unknown role" if neither is on file).
* Two score circles: the filled one is the current match score, the outlined one is the potential score. Rows are ordered by potential score, highest first.
* A **Candidate actions** (…) menu: **View candidate**, **Copy ID**, **Save to talent pool**, **Add to shortlist**.
Click anywhere else on a row to open a profile panel with a **+ Shortlist** button, the candidate's match score, and their seniority, function, experience, location and languages. It's profile only: there's no Process, Match, Messages, Notes or Activity tab yet, because nothing exists to show until you promote them. See [The candidate view](/companies/candidate-view).
Select one or more rows to shortlist, remove, or promote them together. See [Shortlist and promote candidates](/companies/shortlist-and-push).
### Search actions and shortlist actions
Each search group's **…** menu:
| Action | What it does |
| - | - |
| **Re-score** | Re-runs scoring for that round's results against the current brief. Doesn't search again. |
| **Download as CSV** | Exports that round's results. |
| **Delete search** | Removes the group from the tab. |
The **Shortlist** group's **…** menu has one action, **Download as CSV**, which exports everyone on the shortlist.
## Refine the search
Send a follow-up message in the same chat: "also look in Sweden", "skip anyone without a design background". Each request becomes its own group on the **Scouting** tab. Earlier groups stay, so nothing you've already reviewed disappears. For what to say, see [Steer a search](/academy/steer-a-search).
## Where candidates come from
Staffer searches its own candidate database, not only people who've applied to you. It currently covers Europe and North America. It never has candidate emails or phone numbers by design. See [Get contact details](/companies/contact-details).
## What isn't filtered reliably
* Function or department. Asking for "engineers only" doesn't reliably exclude other functions. Describe the role in words instead.
* Seniority mostly works, but isn't applied consistently across the whole search. Put seniority in the criteria if it matters to the score.
## Settings that affect search
In **Settings** → **Workspace** → **Preferences**, under Sourcing:
* **Maximum sourcing results** (25, 50, 75 or 100) sets how many people one search returns. Higher numbers take longer.
* **Default countries** is saved but currently has no effect on search results. Don't rely on it to narrow searches to specific countries: put the countries in your message instead.
## Credits and running searches
Running a search uses credits: every query, rerank and score the agent runs is billed individually, not as a flat price per search. Your balance is checked before the chat turn starts, not while the search runs, so a search that's already going always finishes, even if the balance runs out partway through.
You can't cancel a running search. Clicking **Stop** stops the reply in your chat, not the search itself: it keeps running on the server and its results still land in Scouting. **Delete search** removes the group afterward but doesn't stop work already in progress.
If a search runs out of time, you get whatever results it had already scored. There's no error message. The tab stops adding new rounds.
## Who can search
Viewers and reviewers can open jobs and read chat, but the agent won't search, shortlist, or promote candidates on their behalf. You need the member role or above.
## Common questions
Seniority filtering mostly works. Department and function filtering doesn't do anything right now, even though you can ask for it. Describe the role in your message instead and let the scoring sort out fit.
No. Cost scales with how many rounds ran and how many candidates got scored. There's no flat "credits per search" price.
No. **Stop** ends the agent's reply in your chat, but the search carries on and its results still arrive on the **Scouting** tab. Delete the search afterwards if you don't want it.
The candidate's profile has no current title or company on file. It's still scored against your brief like any other result.
Move search results into your pipeline.
What the two numbers on every result mean.
# Set up your workspace
Source: https://docs.staffer.com/companies/set-up-your-workspace
What happens the first time you sign in for your company: finding your company, reviewing the workspace, research, and inviting your team.
The first time you sign in for a new company, Staffer walks you through four screens before you land in the app: find your company, review your workspace, wait for research (optional), and invite your team. You'll see the same flow again if you create an additional workspace later from the workspace switcher's **+ New workspace**.
## The setup screens
Type your company's website (for example notion.com) and click **Lookup company**. Staffer checks it against its own company data and shows a preview card (logo, industry, headquarters, employee count) if it finds a match. Click **Use this** to continue with it, or click **Setup manually** to skip the lookup and fill everything in yourself on the next screen. This is a one-time search, not suggestions as you type, and a miss doesn't block you either way.
Edit the fields Staffer pre-filled, or start from blank if you set up manually: name, industry, website, employee count, headquarters, and a description. Add a logo, a cover photo, and a brand color. This is what candidates will see on your public listings later. Click **Continue** to save and move on.
The name can be up to 80 characters and the description up to 2,000. Images must be PNG, JPEG or WebP, up to 8 MB. Use a logo of at least 400×400 pixels and a cover of about 1600×500.
Staffer reads public pages on your company's website and shows facts as it finds them. This usually takes 30 to 60 seconds. Click **Skip and continue** at any point, or wait for **Continue** once it finishes. After 90 seconds you get a **Continue anyway** button instead. Research keeps running in the background either way.
Add teammates by email, as **Member** or **Admin**, or click **Skip for now** and do it later. See [Invite your team](/companies/invite-team) for what each role means and what happens after you send an invite.
## What gets created
You become the owner of the new workspace. If you're also the first person from your company to sign up to Staffer, Staffer creates an organization for your company and makes you its owner too.
Your organization also gets \$100 in signup credit. It's granted once, the first time any workspace is created under that organization, and it's shared across every workspace in it, not reissued per workspace.
## What Staffer researches, and where it goes
The research step pulls public information about your company: its homepage, news mentions, and pages like careers or about. It doesn't ask you anything. While it runs, you can skip it or wait.
The facts it finds land in **Settings** → **Workspace** → **Knowledge**, grouped by category, with a written summary. The agent uses the facts research is confident about straight away. Less certain ones wait under **Pending review** until an admin approves them. You can rerun research from the same page later if your company's public information changes. See [Company knowledge](/companies/company-knowledge).
## If you signed up with a personal email
Staffer only sets up workspaces for work email addresses. If your account's email is a personal provider (Gmail, Outlook.com, and similar), setup stops on a screen asking you to sign in with a work address instead, with a button labeled **Sign out + delete account**.
This really deletes your account and signs you out. It's scoped so it won't delete a workspace you share with other people, but it removes your user record and any workspace where you're the only member. There's no confirmation step: one click and it's done.
## Common questions
You can skip company lookup (**Setup manually**) and skip research (**Skip and continue**), but not the review-workspace screen. The invite screen has its own **Skip for now**. If your company's email domain already has a Staffer organization with auto-join turned on, you skip all of this and land straight in that workspace.
No. It keeps running in the background and lands in **Settings** → **Workspace** → **Knowledge** whenever it finishes, whether you waited for it or not.
It depends on whether an admin at your company turned on auto-join for your email domain, and how it's configured. See [Join your company on Staffer](/companies/join-your-team) for the different cases, including what to do if nobody's set it up yet.
Roles, what invitees get, and how to resend or revoke.
The sidebar, search, and the workspace menu.
# Share candidates with a hiring manager
Source: https://docs.staffer.com/companies/share-candidates
Send a read-only view of specific candidates to someone outside your workspace, without giving them a Staffer account.
Sharing sends a no-login, read-only link to one or more candidates on a job. Open the job's **…** menu, then click **Share…**. The dialog describes exactly what it does: "Make a public, read-only view of one or more candidates from \[job name]. Activity threads and inbound messages are never included."
Two tabs sit at the top: **Create share** and **Active shares**.
## Create a share
| Field | What it does |
| - | - |
| **Title** | For your own records only. Never shown to the recipient. |
| **Candidates** | Every candidate on the job, except anyone still on the shortlist. They need to be promoted to a candidate first. Everyone eligible is selected by default. |
| **Select all** | Selects or clears every eligible candidate at once. |
| **Include: Profile** | Shows their profile: bio, experience, education, skills. On by default. |
| **Include: Match score** | Shows their match score and the per-criterion breakdown. On by default. |
| **Include: Your notes** | Shows your team's notes on each candidate. Off by default. |
| **Link expires** | 7, 30 or 90 days. 30 by default. |
| **Anonymize names** | See the warning below. |
| **Allow recipients to add notes** | Lets recipients leave their own notes on a candidate. Off by default. |
**Anonymize names** only hides the candidate's name and photo, replacing them with a label like "Candidate A." Current title, current employer and location still show, in both the candidate table and their profile pane. A recipient can often still work out who someone is from those alone.
Click **Create share**. With no candidates selected, it stops you with a toast: "No candidates to share." Otherwise Staffer shows you the link, split into two tabs:
* **Link**: the URL itself, with a **Copy** button. Copying is the only step most recipients need: anyone with the link can open it for as long as it's valid.
* **Email**: send it directly. Add up to 20 recipient addresses and an optional **Personal note**, then click **Send email**. A toast confirms how many recipients it reached.
The email asks each recipient not to forward the link, but it's the same link for everyone: every recipient of one email, and anyone you give the copied link to, gets the same URL. Revoking it stops it working for all of them at once.
## Active shares
Every share you've created and haven't revoked is listed here, with its title (or "Untitled share"), how many candidates it covers, and when it expires.
* **Extend** adds 30 days to the expiry, counted from today, not from whenever it was due to expire.
* **Copy** puts the link back on your clipboard.
* **Revoke** asks you to confirm: "Revoke this share? The link will stop working immediately." It can't be undone. The share and any notes left on it stay on record. Only the link itself stops working.
## Who can create or revoke a share
Creating a share and emailing it out needs the member, admin or owner role. Viewers and reviewers can't.
Revoking is open to everyone, on purpose, including viewers and reviewers: anyone who notices a link is a problem should be able to kill it, even if they couldn't have created one themselves.
## What a recipient sees
No account, and no Staffer login. The link itself is the only credential. They land on a page with a candidate table down the middle, a chat assistant on the left that can answer questions about the shared candidates and nothing else in your workspace, and a detail pane on the right with up to three tabs: **Profile**, **Match** and **Notes**, each one only present if you included it.
What they never see, under any combination of settings: your messages with the candidate, any reply the candidate has sent you, the activity timeline, or any contact detail like an email or phone number. None of that is ever loaded onto this page, regardless of your settings, so there's nothing to accidentally expose.
## What crosses into the Match tab
If you include the match score, a recipient sees the same breakdown you do, current and potential, per criterion, with one difference: the "Sources" citations only ever come from the candidate's profile. A citation drawn from a message, a process step or a note never shows.
The written reasons are narrower, but not completely: a reason built from a team note is left out entirely, but a reason built from something the candidate said in a reply or a questionnaire answer can still appear in the text, even with **Your notes** turned off. Scores and the criteria list themselves always show, regardless of any setting.
## Notes a recipient leaves
With **Allow recipients to add notes** on, anyone with the link can leave a note without signing in. Staffer recognizes them by a cookie in their browser instead of an account, which is also how it lets them delete their own notes afterward. Clear cookies or switch browsers and they lose that ability. The note form tells them plainly: "Your note goes to the hiring team. It does not change the candidate's match score."
Every note they leave is mirrored back into your own workspace too. It shows up on the candidate's **Notes** tab and **Activity** tab, tagged **Shared link**, under whatever name they typed or **Anonymous reviewer** if they left it blank.
If **Your notes** is off but recipients can still add their own, each recipient's browser only shows the notes it posted itself, not anyone else's, since there's no login to tell reviewers apart.
## When a link expires or is revoked
A revoked or expired link doesn't fail quietly. The recipient sees a card that says so, without naming the job or any candidate:
* Revoked: **"Link revoked"**, "The recruiter has revoked this share. Reach out to them for a new link."
* Expired: **"This link has expired"**, "Share links are set to expire when they are created. Ask the recruiter to renew it — they can extend this same link from their share list."
## Common questions
No. Promote them to a candidate first. The candidate picker in Create share leaves shortlisted people out entirely.
No. It's one link for everyone you send it to.
No, never, regardless of any setting. Messages, replies and the activity timeline are never part of what a share link can show.
No. It's disclosed to them directly on the note form, and it's mirrored into your Notes tab, but it never feeds scoring.
Anyone in your workspace, including viewers and reviewers, even though only members and above can create one.
How notes work, and what counts as evidence for a score.
What the two numbers mean and how each criterion is scored.
# Shortlist and promote candidates
Source: https://docs.staffer.com/companies/shortlist-and-push
Save candidates to a job's shortlist without committing to them, then promote the ones you want into your pipeline.
Shortlisting saves a candidate to one job without putting them in your process. Promoting moves them in. Both need the member role or higher in the workspace.
## Shortlist a candidate
* Click the bookmark icon on a row in the **Scouting** tab, or choose **Shortlist** from its **Candidate actions** (…) menu.
* Open a search result and click **+ Shortlist** on its profile panel.
* Select several rows with the checkboxes, then click **Shortlist** in the bar that appears.
* Ask the agent in the job's chat: "shortlist the top 5." In **Ask permission** mode, it confirms first.
## Where shortlisted candidates live
In the **Shortlist** group at the top of the job's **Scouting** tab, and in your workspace's [Talent pool](/companies/talent-pool). They don't appear on the **Candidates** tab, and they don't count as candidates, until you promote them.
## Remove someone from the shortlist
Click the filled bookmark again, or choose **Remove from shortlist** from the row menu. There's no confirmation. You can shortlist them again at any time. Removing someone doesn't block them.
## Promote candidates into your pipeline
* **Promote**, on the **Shortlist** group's header, promotes the whole shortlist at once. There's no partial option from this button. It's disabled with a tooltip, **Shortlist someone first** or **Position is closed**, when there's nobody to promote or the job's closed.
* **Promote to candidate**, from a row's **Candidate actions** menu or from the bar that appears once you select rows, promotes one or more specific people.
* In chat, ask the agent to promote people. In **Ask permission** mode it confirms first: for the whole shortlist, "I'd like to promote everyone on the shortlist into the Candidates pipeline. Heads-up: this freezes an application snapshot for each — irreversible for the candidate." For a subset, "I'd like to promote N candidate(s) into the Candidates pipeline."
## What happens when you promote someone
Promoting never emails the candidate. It's silent. The candidate's **Process** tab immediately recommends **Send intro outreach** as the next step, but nothing goes out until you or a teammate actually sends it.
For each candidate promoted:
1. Staffer saves a copy of their profile as it is now, for this application. Later changes to their live profile don't change what you reviewed.
2. A private application link is created for them.
3. The job's process steps are set up for their candidacy.
4. They move to **In review**.
## If a promotion fails
If Staffer can't promote someone, for example because they're blocked in your workspace, they stay on the shortlist. The message shows a count, not names: "N candidate(s) could not be promoted and stayed in the shortlist". Check the **Shortlist** group to see who's left. A blocked candidate shows a **Blocked** label.
## Closed jobs
A closed job refuses new candidates entirely: "This position is closed and takes no new candidates." Reopen it first. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## No confirmation dialog
**Promote** and **Promote to candidate** act as soon as you click. There's no confirmation dialog. Only the agent asks first, and only in **Ask permission** mode.
## Common questions
No. The shortlist is a holding area on one job's **Scouting** tab. People become candidates, and show up on the **Candidates** tab, once you promote them.
No. Promoting saves a copy of their profile, creates their application link and sets up their process steps, but sends nothing. You send the first message yourself, from the next action or the **Messages** tab.
Yes. You don't have to shortlist first. Use **Promote to candidate** in a row's **Candidate actions** menu or the selection bar, or ask the agent.
Everyone else moves to **Candidates**. Anyone who couldn't be promoted stays on the shortlist and is counted in the message.
What Staffer recommends once a candidate is in.
Find an email before you send that first message.
# Sign in and create an account
Source: https://docs.staffer.com/companies/sign-in
Sign in with Google, Microsoft, or email and password, what the work-email rule rejects, and how to reset a password.
Staffer signs you in with Google, Microsoft, or an email and password you create yourself. All three are on the same sign-in page at [app.staffer.com](https://app.staffer.com). There's no SAML single sign-on.
## Sign in with Google or Microsoft
Click **Continue with Google** or **Continue with Microsoft** and authenticate with that account. Staffer reads your email from the account to find or set up your workspace.
## Sign in with email and password
Enter your email and password below the two buttons and click **Sign in with email**. This works for any account that has a password, whether you set one when you created your account or added one later from **Forgot your password?**.
## You need a work email
Staffer organizes workspaces by company, so it doesn't accept personal addresses such as Gmail, Outlook.com, iCloud or Yahoo (about 35 providers in all), whichever way you sign in. Trying one on sign-in shows "Use your work email": "Staffer sets up workspaces by company, so personal addresses (gmail, outlook, etc.) can't register. Sign in again with your work email."
## Create an account with email
Click **Create account** on the sign-in page, enter your email and click **Continue**.
Staffer emails a link titled "Confirm and choose a password." It expires in 24 hours. If it doesn't arrive, click **Resend email** on the check-your-inbox screen.
The link opens a page confirming your email. Add your name (optional) and a password, then click **Create account**. Passwords need at least 10 characters and at most 72 (fewer if you use accented letters or emoji).
Your account doesn't exist until you finish step 3. If you enter an email that already has an account, Staffer doesn't send a second confirmation link: it sends a notice with a sign-in link instead. The check-your-inbox screen looks the same either way, so someone typing in your address can't tell whether you already have an account.
## Forgot or reset your password
Click **Forgot your password?** on the sign-in page and enter your work email. If it matches an account, Staffer emails a reset link that expires in 60 minutes. This also works if you've only ever signed in with Google or Microsoft and want to add a password to your account.
Setting a new password signs you into the device you're on and signs you out of every other active session on your account.
## How long you stay signed in
A session lasts 14 days from the moment you sign in, active or not. There's no "remember me" option and no idle timeout: you're either within the 14 days or you sign in again.
## Common questions
Some Microsoft work accounts don't send Staffer an email address at all, usually accounts without a Microsoft 365 mailbox. Staffer falls back to your username, but if that isn't a real email either, such as a guest account, sign-in is refused with the same message personal addresses get, even though yours is a genuine work account. Sign in with email and password instead, or ask whoever manages your Microsoft tenant.
No. A password is only needed for email sign-in. You can add one later from **Forgot your password?** if you want a fallback.
Confirmation links expire in 24 hours, reset links in 60 minutes, and each works once. Go back to the sign-up or forgot-password page and request a new one.
What happens the first time you sign in for your company.
Accepting an invite or joining through your email domain.
# Talent pool
Source: https://docs.staffer.com/companies/talent-pool
Everyone your workspace has shortlisted, promoted, received an application from or saved, across all jobs.
Your talent pool is everyone your workspace has shortlisted, promoted or received an application from, on any job. It also includes anyone you saved with **Save to talent pool**, even if they've never been on a job. You can save someone from their **Candidate actions** menu or from a search result.
## Columns
| Column | What it shows |
| - | - |
| Name | Avatar, name, a small **Claimed** badge if they've claimed their own profile, and their title at company (or "Unknown role" if neither is on file). |
| Applications | How many jobs they've been part of. |
| Last activity | The most recent activity from either side, yours or theirs. Shows a dash if there's none. |
| Active / Inactive | Whether they're currently in a live pipeline. See below. |
| Engagement | **Warm**, **Lukewarm**, **Cold**, or **No activity**, based on the candidate's own recent activity. See below. |
Applications, Last activity, and Engagement hide when the window is narrow. Name and the Active/Inactive badge always show.
**Active** means at least one of their applications is on an open job, at a stage other than **Rejected**, **Hired** or **Withdrawn**. Everyone else shows **Inactive**, including people you saved who aren't on any job. Hover the badge to see why.
**Engagement** only counts what the candidate did: replying to a message, updating their consent or completing a step such as a questionnaire. Nothing your team does changes it. **Warm** means within the last 7 days, **Lukewarm** within 30, **Cold** past that, and **No activity** means never.
Active/Inactive and Engagement answer different questions. A candidate can be **Active** with no recent activity of their own (they're sitting **In review** on an open job), or **Inactive** but still **Warm** (they replied days ago on a job that's since closed).
## Search, filter, and sort
**Search the pool…** matches by name. **Filter** has two options: **Status** (Active or Inactive) and **Engagement**. **Display options** only sets the sort order. You can't pick columns here. The sort options are **Most recent activity** (default), **Most engaged first**, **Most applications**, and **Name · A → Z**.
## Add a candidate
**Add candidate** searches people already in Staffer's candidate database. Type a name and pick a result. People already in your pool don't show up, and blocked profiles show a **Blocked** label instead of an add option. Only members, admins and owners see this button.
## Row actions
Each row's **⋯** menu offers **View profile**, **Copy ID**, and, for members and above, **Save to talent pool** (or **Remove from talent pool** if they're already saved).
## Opening a profile
Click a row to open the person's page. It has two tabs, **Applications** and **Activity**, and a profile panel you can hide.
* **Applications** lists every job they've been part of. Click a row to open them in that job. Someone you saved who isn't on a job shows "hasn't applied to any of your jobs".
* **Activity** is a timeline of what's happened with them.
## Ask anything
The **Ask anything** box on this page is a chat with the agent about your talent pool. Ask it to filter the table ("show only warm candidates") or open a profile. The conversation isn't saved: reload the page and it's gone.
## No match scores here
Scores belong to a job, so the talent pool doesn't show them. Open a job's **Candidates** or **Scouting** tab to see how someone matches that job. See [How match scores work](/companies/match-scores).
## Common questions
Yes. Shortlisting, promoting and applying all add someone, as well as **Save to talent pool**.
They hide when your browser window is narrow. Widen the window to see them.
Members, admins and owners. Viewers and reviewers can see the pool but can't add or remove anyone.
**Active** means they're in a live pipeline now. **Warm** means they did something themselves in the last 7 days, like replying to a message. Someone can be one without the other.
Why the talent pool doesn't show a score, and where scores do live.
What you see once someone's on a job, beyond the pool.
# Teams
Source: https://docs.staffer.com/companies/teams
Split a workspace into teams so the agent applies team-specific knowledge to the jobs each one owns.
A team is a group inside your workspace with its own knowledge. For jobs assigned to the team, the agent uses the team's knowledge on top of the workspace's. Teams don't control access: everyone in the workspace still sees every job.
## Creating a team
**Settings** → **Workspace** → **Teams** → **Create team**. Give it a name (required) and an optional description. You're added to the team automatically with the role **lead**. Only admins and owners can create, edit, or delete a team, but every workspace role can see the Teams list.
## Team members
Open a team and add people from its **Members** page. You can only add people who are already in the workspace. Removing someone from a team doesn't remove them from the workspace.
Deleting a team (from its **Danger zone**, admins and owners only) removes it from any jobs that used it and deletes its facts. Nobody loses workspace access.
## Sub-teams
A team can have a **Parent team**. The child team uses its parent's knowledge as well as its own. Nesting is one level deep: a team with children can't have a parent, and a team with a parent can't have children.
## Team knowledge
Each team has its own facts and a summary, organized the same way as [Company knowledge](/companies/company-knowledge): Company, Product, Tech stack, Hiring, Culture, and Market. Unlike workspace knowledge, none of it comes from research. You add every team fact by hand with **Add fact** on the team's **Knowledge** page. Only admins and owners can add, edit or delete team facts.
## Assigning a job to a team
Open the job, click its **…** menu, then **Team**, and pick one (or **No team**). Anyone who can edit the job can do this, not only admins.
## What changes for the agent
When a job belongs to a team, the agent in that job's chat reads the workspace's knowledge, then the parent team's if there is one, then the team's own. If a child team's fact conflicts with its parent's, the child's wins.
## What teams don't do
Assigning a job to a team doesn't change who can see or work on it. Teams only change what the agent knows about that job.
## Common questions
No. It only changes what the agent knows in that job's chat. Access depends on workspace role.
No. Nesting is one level deep. A team with children can't become a child itself.
No. You add every team fact by hand.
The workspace-wide knowledge every team builds on top of.
Who's in your workspace, separate from which team they're on.
# Work with the agent
Source: https://docs.staffer.com/companies/the-agent
Where each chat lives, what the agent can see, voice input, Reset chat, and why some conversations aren't saved.
Staffer doesn't have one global assistant. It has several chats, each scoped to what you're looking at, and each with different rules for what's saved.
## Where you can chat with it
* A job's chat, on the left of every job. This is one shared transcript per job: every workspace member who opens that job sees the same conversation, with each message tagged by who sent it. It's still there next time anyone opens the job.
* The **Ask anything** chat on the **Jobs**, **Talent pool** and **Applications** pages. This one only lasts for your current visit: reload the page and it's gone. It can filter the list you're looking at, open a specific item, and, on the Jobs page, create a bare job for you to build out.
* The home page. Before a job exists, typing here is how you start one. See [Create a job](/companies/create-a-job).
## Voice input
Click the microphone (**Record voice message**) to dictate instead of typing. This uses your browser's own speech recognition, not Staffer's, so it only shows up in browsers that support it. Holding **⌘D** (**Ctrl+D** on Windows) in any chat composer works as push-to-talk: release the keys and the transcript goes into the message box, ready to send.
## Hide or show the chat
Click the chat icon at the top of a job to toggle **Hide chat** and **Show chat**. Hiding it just gives the tabs more room. It doesn't stop or lose anything.
## Reset chat
The "More chat actions" menu (…) above the chat has one item: **Reset chat**.
On a job that already exists, this deletes the shared chat instantly, for the whole team, with no confirmation and no undo. On the home page, before a job exists, it starts a new draft instead. Your old draft's chat isn't deleted, just left behind.
## Message length and stopping a reply
A message can be up to 8,000 characters. A counter appears once you're close to the limit, and going over it disables **Send** rather than cutting your text short. While the agent is replying, the send button becomes **Stop**. Stopping ends the reply in your chat. A search that's already running keeps going in the background, and its results still land on the **Scouting** tab when it finishes.
## What it uses to answer
Every reply is grounded in your company knowledge, the job's brief and notes, your own **Communication tone** and **Notes for the agent** (set in **Settings** → **Account** → **Preferences**), and, if the job belongs to a team, that team's knowledge too.
## What it can't see
The agent can't see your email, Slack or calendar. It only knows what's in Staffer, so a decision made in a call or a DM is invisible to it until someone writes it down, for example in the job's notes.
## "Tell me more" on a candidate
The shared job chat doesn't automatically know which candidate you're looking at. Click **Tell me more** on a candidate's profile panel to send a message naming that candidate, which is what lets the agent read their full record and answer questions about them specifically.
## Whose messages get saved
Chats by members, admins and owners are saved to the job. Viewers and reviewers can chat and get answers, but their messages aren't saved: a notice says so the first time, and reloading the page clears them.
## Credits
Every message you send the agent uses credits, in every chat, including **Ask anything** and the home page.
## Common questions
No. It's one conversation per job, visible to everyone in the workspace who can open that job, not a personal thread.
Not for an existing job. Resetting it deletes the transcript immediately for everyone, with no undo. On the home page, before a job exists, resetting starts a new draft rather than deleting the old one.
No. It only lasts for your current visit to that page. Reloading, or coming back later, starts it empty.
Which actions it takes immediately, which ask first, and what it can't do at all.
Turn the brief into a search the agent runs for you.
# Workspace settings
Source: https://docs.staffer.com/companies/workspace-settings
Your workspace's name and public URL, sourcing and listing defaults, and who can change each one.
**Settings** → **Workspace** holds settings for the whole workspace: its name and public details, search and listing defaults, and the option to delete it. Everyone in the workspace can see these pages. Most fields can only be changed by an admin or owner. If you can't change a field, it's greyed out with a note.
## General
The basics: **Workspace name** (shown across Staffer and on your public listings), **Industry**, **Website**, **Employees**, **Headquarters**, and **Description** (a short pitch candidates read on the listing). Click **Save changes** to apply them.
### Public URL slug
Your **Public url slug** sets the address of your career page and every public listing: `jobs.staffer.com/companies/your-slug`. Pick 3 to 60 characters: letters, numbers, and hyphens. Only the workspace **owner** can change it, not admins. Click **Save slug**.
Changing the slug breaks every listing and career page link that's already out there, shared, bookmarked, or indexed by a search engine. There's no redirect from the old address to the new one.
### Organization, owner, and metadata
Read-only cards show your organization's name and domain, and who holds the workspace owner role. A Metadata card shows the workspace ID, organization ID, and when the workspace was created, each with a copy button.
### Danger zone
Only the owner sees this section. **Delete this workspace** removes the workspace and everything in it from the app and from public listings: jobs, listings, candidates and members. Staffer keeps the data on its servers rather than erasing it straight away. To confirm, type the exact workspace name and the phrase `delete my workspace`.
If your organization adds new sign-ups to this workspace automatically, you can't delete it until an organization admin points auto-join at another workspace or turns it off. See [Organization settings](/admin/organization).
## Preferences
**Settings** → **Workspace** → **Preferences** sets defaults the agent and your public listings use. Admins and owners can change them. Everyone else sees them read-only.
**Sourcing**
* **Maximum sourcing results**: 25, 50, 75 or 100 (25 unless you change it). It limits how many people one search returns. Higher numbers find more people and take longer.
* **Default countries** doesn't currently narrow anything. It's saved, but no search reads it yet.
**Job**
* **Default currency**: the currency the agent uses for salaries on new jobs. You can change it on any job.
* **Default language**: the language the agent writes new listings in. You can change it on any job.
**Listings**
* **Closed listing grace period**: how many days a closed job's listing stays visible, with applying turned off, before it comes off the job board. From 0 to 365 days, 30 by default. Set it to 0 to remove closed listings straight away.
## Message templates and company knowledge
Two more workspace-wide settings live on their own pages:
* [Message templates](/companies/message-templates): reusable message text for the workspace. Only admins and owners can create or edit them.
* [Company knowledge](/companies/company-knowledge): what the agent knows about your company.
Branding (logo, cover photo, color) and your [career page](/companies/career-page) content are also workspace-wide. See [Branding](/companies/branding).
## Who can see each Settings page
| Section | Pages | Who sees it |
| - | - | - |
| Account | Profile, Preferences, Notifications, Signature, Calendar | Everyone |
| Workspace | General, Branding, Career page, Preferences, Knowledge, Message templates, Members, Teams | Everyone in the workspace. Editing most of them needs an admin or owner. |
| Organization | General, Members, Workspaces, Billing, Usage & credits, Plans, Compliance | Organization admins and owners only |
If you open a link to an Organization settings page and land on a workspace settings page instead, with no error, you're not an organization admin or owner. The **Organization** section doesn't show in your settings menu either.
## Common questions
Admins and owners can edit General and Preferences. Only the owner can change the public URL slug or delete the workspace. Everyone else can see these pages but not edit them.
They disappear from the app and from public listings straight away. Staffer keeps the data on its servers rather than erasing it immediately.
Yes. It limits how many people one search returns. **Default countries**, on the same page, doesn't do anything yet.
Who's in your workspace and what each role can do.
What the agent knows about your company, and how to correct it.
# Your account settings
Source: https://docs.staffer.com/companies/your-account
Your profile, agent preferences, notification channels, signature, and calendar, under Settings → Account.
**Settings** → **Account** holds what's personal to you: your name, how the agent should treat you, which notifications reach you and where, your outreach signature, and your calendar connection. To get there, click your workspace name at the bottom of the sidebar, then **Settings**. **Back to app** at the top takes you back.
Your preferences, notification settings and signature are saved per workspace. If you're in three workspaces, you set them three times. Your name and calendar apply in every workspace.
## Profile
You can only change your **Name** here. Your email is the one you signed in with. If you sign in with Google or Microsoft, your avatar comes from that account and updates the next time you sign in. Your email, user ID and join date are shown but can't be changed.
## Preferences
Two groups of settings, available in every role.
**AI agent**: **Communication tone** (**No preference**, **Formal** or **Casual**) sets how the agent writes drafts for you. **Notes for the agent** is free text about how you work, as you'd brief a new coworker. The agent uses both in every chat you have in this workspace.
**Privacy & cookies**: one switch, **Analytics & marketing cookies**. It only covers usage and ad measurement, never candidate data.
## Notifications
Choose what shows up in the bell and what gets emailed to you, kind by kind. See [Notifications](/companies/notifications) for the full list and what each one means.
## Signature
Your sign-off for messages you send from Staffer. It replaces the closing line of every template. Leave it blank and Staffer signs off with "Best," and your name. You can use bold, italic, strikethrough, links and images, up to 2,000 characters. Images must be PNG, JPEG, WebP or GIF, dragged, dropped or pasted in. Links to images hosted elsewhere aren't allowed. Click **Save signature** when you're done.
Right now only workspace admins and owners can save a signature. If you're a member, saving shows "Could not save signature." and the default sign-off is used.
## Calendar
Connect a calendar so your scheduled interviews land on it automatically. See [Calendar](/companies/calendar).
## Common questions
Your name and calendar apply everywhere. Preferences, notification settings and your signature are saved per workspace.
No. Your email is the one you sign in with. Your avatar comes from your Google or Microsoft account and updates when you next sign in.
No. **Communication tone** and **Notes for the agent** only change how the agent works for you.
# FAQ
Source: https://docs.staffer.com/get-started/faq
Short answers to the questions teams ask most before and after they start with Staffer.
## About Staffer
Yes. You run jobs, candidates, the hiring process, interviews and messages in Staffer. The difference is that an AI agent works inside each job: it drafts the brief, searches for candidates, scores them and suggests the next action for each one. See [How Staffer works](/get-started/how-staffer-works).
No. The agent drafts, searches, scores and suggests. A person on your team moves every candidate to **Offer**, **Hired** or **Rejected**. The only automatic rejections are ones you set up yourself, such as a questionnaire that rejects on a wrong answer to a qualifying question.
No. Someone on your team sends every message. Your process does send automatic notices, such as a link to a questionnaire or an AI interview when it's the candidate's turn, and the details when you schedule an interview.
Yes. On the free **Starter** plan, your organization gets \$100 of credits when you set up your first workspace. See [Plans](/pricing/plans).
By usage. You buy credits, and AI work such as chat, searches, scoring and AI interviews draws on them. There are no per-seat fees. See [How pricing works](/pricing/how-it-works).
## Candidates and data
From Staffer's database of public professional profiles in Europe and North America. It includes work history, skills and location, but no email addresses or phone numbers. See [Search for candidates](/companies/running-a-search).
Not directly. There's no integration with other applicant tracking systems. You can add people by LinkedIn URL, by name or from a file, but Staffer only matches them to people already in its database. See [Add candidates yourself](/companies/add-candidates).
Click **Request contact info** on their profile to look it up, or add it yourself. See [Get contact details](/companies/contact-details).
In the EU: the database, search index, file storage and the application itself. AI requests go through an EU endpoint, and nobody trains models on your data. See [Data location and security](/admin/security).
No. Candidates use Staffer for free. Their chat with the assistant on their application page doesn't use your credits either.
## Working in Staffer
Everyone in the workspace, whatever their role. Roles decide what people can change, not what they can see. To keep hiring separate, use separate workspaces. See [Roles and permissions](/get-started/roles-and-permissions).
Yes, with a [share link](/companies/share-candidates). For ongoing involvement, invite them as a reviewer and name them on a review step. See [Get a hiring manager's feedback](/academy/hiring-manager-feedback).
Not today. Interviews use Google Meet, and calendar sync works with Google Calendar. You can also share any calendar as a read-only iCal link so your busy times are respected. See [Calendar and availability](/companies/calendar).
No. Published listings appear on your career page and on the Staffer job board at jobs.staffer.com. You can copy a listing's link and post it wherever you like.
No. Staffer runs in the browser, for your team and for candidates.
The app itself is in English. Listings can be translated into many languages. AI interviews run in English or Norwegian.
Click **Support** at the bottom of the sidebar to chat with the Staffer team.
Check [status.staffer.com](https://status.staffer.com) for current incidents and uptime. If the status page shows everything working and Staffer still won't load for you, email [support@staffer.com](mailto:support@staffer.com).
# How Staffer works
Source: https://docs.staffer.com/get-started/how-staffer-works
The path a hire takes through Staffer, where each part lives in the app, and who does what.
Every hire in Staffer runs through one job. The job holds the brief, the candidates, the process they go through and the conversation with the agent about all of it. This page follows a job from the first message to the final decision.
## 1. The brief
You start a job by describing it to the agent. It drafts the brief on the job's **Brief** tab:
* **Details**: function, engagement, work mode, location, languages, salary and a few more.
* **Role**: a written description of the job.
* Criteria: plain-language sentences you'll judge candidates against, split into **Required** and **Preferred**.
The criteria matter most. Every candidate is scored against them, one criterion at a time, so a vague criterion gives you a vague score. See [Write the brief](/companies/brief-criteria).
## 2. Finding candidates
Candidates reach a job through two doors.
* **Sourced**: you ask the agent to search Staffer's candidate database, or you add people yourself by LinkedIn URL, by name or from a file. Results land on the **Scouting** tab. See [Search for candidates](/companies/running-a-search).
* **Applied**: you publish a listing and people apply from your career page or the public Staffer job board. Applicants go straight into the job's **Candidates** tab. See [How candidates apply](/companies/inbound-applications).
Either way, each candidate gets a [match score](/companies/match-scores) for this job, with a reason for every criterion.
## 3. Shortlist, then promote
Search results stay on the **Scouting** tab. Shortlist the ones worth a closer look, then promote them into the job's pipeline.
Promoting a candidate does three things: it 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. Your first message does that. See [Shortlist and promote candidates](/companies/shortlist-and-push).
## 4. The process
Each job has its own process on the **Process** tab: a sequence of steps such as reviews, questionnaires, file uploads, interviews and AI interviews. Steps can apply to everyone, or only to people who applied, or only to people you sourced, so the two groups can start differently and meet later.
Candidates see the process in their application, so they know what's coming. Internal steps, like your team's reviews, stay hidden from them unless you choose to show them. See [Build a hiring process](/companies/build-a-process).
## 5. Next actions
For every candidate, Staffer works out one next action from what has actually happened: their stage, the messages sent and received, where they are in the process and how they compare with others in the job. "Send intro outreach", "Reply to their message" and "Complete step" are typical examples.
Next actions are suggestions. Nothing sends or changes on its own. You act on them one candidate at a time from the **Process** tab, or in bulk with **Speed action**. See [Next actions](/companies/recommended-actions).
## 6. Messages
You message candidates from Staffer. Replies come back into the same thread, whether the candidate answers the email or writes in their application. See [Message candidates](/companies/message-candidates).
## 7. Scores that follow the evidence
A candidate's score updates when there's new evidence about them: they reply to a message, complete a step, or an interview transcript arrives. Your team's notes count as evidence too. Editing the brief doesn't rescore anyone on its own. See [When scores change](/companies/editing-and-rescoring).
## 8. The decision
A person moves every candidate to a new stage: **In review**, **In progress**, **Offer**, **Hired** or **Rejected**. Every change is logged with who made it and when. Hiring someone doesn't close the job. You close it yourself when you're done, and you can choose to reject and message everyone still in the pipeline at the same time. See [Close, reopen or delete a job](/companies/close-reopen-delete).
## What the candidate sees
A candidate you've contacted gets a private link to their application in your message. From there they can follow their progress, complete steps and reply to you, without creating an account. If they sign in to Staffer, they can also edit their profile and see their applications in one place. An application you sourced only shows up there once you move the candidate past **In review**. The private link works from the start.
Applicants who apply with a CV get the same private link by email. See [Staffer for candidates](/candidates/what-staffer-is).
## Where the agent fits
The agent works inside each job. It drafts and refines the brief, runs searches, shortlists and promotes candidates, builds the process and drafts the listing when you ask. In **Ask permission** mode it asks before changing things, and it never messages candidates. See [Work with the agent](/companies/the-agent).
# Key concepts
Source: https://docs.staffer.com/get-started/key-concepts
The words Staffer uses, what each one means, and where to find it in the app.
## 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](/admin/organization).
**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](/admin/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](/companies/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](/get-started/roles-and-permissions).
## Jobs
**Job.** One hire. A job has five tabs: **Brief**, **Listing**, **Process**, **Scouting** and **Candidates**. A job is **Open** until you close it.
**Brief.** The job's details, role description, criteria and notes, on the **Brief** tab. The agent drafts it from your description and you edit it. See [Write the brief](/companies/brief-criteria).
**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](/companies/publish-a-listing).
**Career page.** Your company's public page on the Staffer job board, listing your published jobs. See [Your career page](/companies/career-page).
## 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](/companies/shortlist-and-push).
**Stage.** Where a candidate is in the job: **In review**, **In progress**, **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](/companies/candidate-state).
**Talent pool.** Everyone your workspace has saved or worked with, across jobs. See [Talent pool](/companies/talent-pool).
## 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](/companies/match-scores).
**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](/companies/editing-and-rescoring).
## Process
**Process.** The steps candidates go through in a job, on the **Process** tab. See [Build a hiring process](/companies/build-a-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](/companies/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](/companies/recommended-actions).
## The agent
**The agent.** The AI you chat with in each job and on the home page. It drafts briefs, runs searches, shortlists and promotes candidates, builds processes and drafts listings. It doesn't send messages. See [Work with the agent](/companies/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](/companies/agent-actions).
**Company knowledge.** What Staffer knows about your company: a summary and a list of facts, first collected when you set up the workspace. The agent uses it when it drafts and searches. See [Company knowledge](/companies/company-knowledge).
## 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](/companies/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](/pricing/how-it-works).
# Quickstart
Source: https://docs.staffer.com/get-started/quickstart
Set up your workspace and take your first job from brief to first message.
This takes about half an hour, most of it waiting for a search to finish. You need a work email address. Personal addresses such as Gmail or Outlook.com can't sign up.
## 1. Create your account and workspace
Go to [app.staffer.com](https://app.staffer.com) and click **Continue with Google** or **Continue with Microsoft**, or click **Create account** to sign up with your email and a password.
Paste your company's website and click **Lookup company**. If Staffer recognizes it, click **Use this**. If not, click **Setup manually**.
Check the name, industry, website, size, headquarters and description, and add a logo, cover photo and brand color if you have them. Candidates see these on your listings. Click **Continue**.
Staffer reads public information about your company to build its company knowledge. It usually takes 30 to 60 seconds. You can click **Skip and continue** at any time: research carries on in the background.
Add teammates' emails and roles and click **Complete**, or click **Skip for now**. You can invite people later from **Settings**.
Your organization starts with \$100 of credits for AI work such as chat, searches and scoring. See [How pricing works](/pricing/how-it-works).
## 2. Create your first job
On the home page, write a short description of a job you're hiring for in the box that says **Describe the role you're hiring for…** and press Enter. Include where the person works, whether it's full-time, and what separates a strong candidate from an average one.
The job opens on its **Brief** tab. Read the **Required** and **Preferred** criteria carefully: every candidate is scored against them. Delete what doesn't belong and add what's missing, then click **Save**.
See [Write the brief](/companies/brief-criteria) for what makes a good criterion.
## 3. Find candidates
In the chat on the left, write something like "search for candidates in Norway". The agent turns the brief into several searches and runs them.
Open the **Scouting** tab to watch the results arrive. A search usually takes a few minutes. When it's done, the agent posts a summary in the chat.
Click the bookmark next to the people you want, so they appear in the **Shortlist** group. Then click **Promote** on the **Shortlist** group to move them into the job's **Candidates** tab.
Promoting doesn't contact anyone. See [Shortlist and promote candidates](/companies/shortlist-and-push).
## 4. Send the first message
On the **Candidates** tab, click a candidate. Their **Process** tab opens with a suggested next action, usually **Send intro outreach** with a drafted message.
Staffer's candidate database doesn't include email addresses. Click **Request contact info** on the profile panel to look one up, or add it yourself with **+ Add** next to **Email**.
Read the draft, change what you'd like, and click **Send**. The message includes a private link where the candidate can follow their application.
## 5. Optional next steps
* Add a process: on the **Process** tab, add steps such as a review, a questionnaire or an AI interview, then click **Save**. See [Build a hiring process](/companies/build-a-process).
* Publish a listing: on the **Listing** tab, click **Generate from brief**, check the text, then click **Publish**. See [Create and publish a listing](/companies/publish-a-listing).
* Work through your candidates: the **Applications** page in the sidebar lists everyone across your jobs with their next action. See [Next actions](/companies/recommended-actions).
# Roles and permissions
Source: https://docs.staffer.com/get-started/roles-and-permissions
What owners, admins, members, reviewers and viewers can do, in a workspace and in the organization.
Everyone in Staffer has two roles: one in the workspace, which covers hiring work, and one in the organization, which covers billing, compliance and company-wide settings. What you can do is the combination of both.
The two are independent. An organization admin who is only a viewer in a workspace can manage billing but can't create a job. A recruiter who is a member of a client's workspace can do all the hiring work there without any role in the client's organization.
## Workspace roles
| Role | In short |
| - | - |
| Owner | Everything an admin can do, plus changing the workspace's public URL and deleting the workspace. The person who creates a workspace is its owner. |
| Admin | Runs the workspace: settings, branding, the career page, message templates, teams and members. |
| Member | Does the hiring work: jobs, searches, candidates, messages, processes and listings. |
| Reviewer | Read-only access to the whole workspace. Can complete process steps they're named on. |
| Viewer | Read-only access to the whole workspace. Can complete process steps they're named on. |
Reviewer and viewer currently have exactly the same access. Anyone named on a process step, as a reviewer or an attendee, can complete that step whatever their role.
### What each workspace role can do
| Action | Owner | Admin | Member | Reviewer, Viewer |
| - | - | - | - | - |
| See jobs, candidates, messages and analytics | Yes | Yes | Yes | Yes |
| Chat with the agent | Yes | Yes | Yes | Read-only answers, chat isn't saved |
| Create and edit jobs, briefs and processes | Yes | Yes | Yes | No |
| Search, shortlist and promote candidates | Yes | Yes | Yes | No |
| Change stages, message candidates, add notes, rescore | Yes | Yes | Yes | No |
| Request contact info | Yes | Yes | Yes | No |
| Publish listings | Yes | Yes | Yes | No |
| Create share links | Yes | Yes | Yes | No |
| Revoke share links | Yes | Yes | Yes | Yes |
| Complete a step you're named on | Yes | Yes | Yes | Yes |
| Delete a job | Yes | Yes | Only while nobody has applied and no candidate is past **In review** | No |
| Change workspace settings, branding, career page, templates and teams | Yes | Yes | No | No |
| Invite and remove members, change their roles | Yes | Yes | No | No |
| Move a job to another workspace (needs admin or owner in both) | Yes | Yes | No | No |
| Change the workspace's public URL, delete the workspace | Yes | No | No | No |
Change someone's workspace role in **Settings** → **Workspace** → **Members**. See [Members and roles](/companies/members-and-teams).
## Organization roles
| Role | In short |
| - | - |
| Owner | The person who created the organization. Everything an admin can do, plus demoting admins. There's one owner per organization. |
| Admin | Manages organization settings, billing, credits, compliance and organization members. |
| Member | Belongs to the organization. This role gives no access to organization settings on its own. |
Organization pages (**Settings** → **Organization**, including **Billing**, **Usage & credits**, **Plans** and **Compliance**) are only available to organization owners and admins, whatever their workspace role.
Organization members are often people who joined automatically because their email domain matches the company's. That's why the member role grants nothing at the organization level.
Change someone's organization role in **Settings** → **Organization** → **Members**. See [Organization settings](/admin/organization).
## Common questions
Billing belongs to the organization, not the workspace. If you created your workspace inside an organization that already existed, you're a member of that organization, not an admin. Ask an organization admin to promote you, or to handle billing.
No. Everyone in a workspace can see every job in it. A job's **Members** list and its team don't limit access. To keep hiring separate, use separate workspaces.
Yes. Send them a [share link](/companies/share-candidates). They can read the candidates you picked and leave notes, without signing in.
No. The five workspace roles and three organization roles are fixed.
Not from the app. You can't change your own role, and you can't invite someone as an owner. If a workspace needs a new owner, ask us through **Support** in the sidebar.
# What is Staffer
Source: https://docs.staffer.com/index
A hiring platform where an AI agent does the legwork on every job and your team makes the calls.
Staffer is a hiring platform for recruiting teams. You describe a job in plain language, and an AI agent drafts the brief, searches for candidates, scores every candidate against your criteria and works out what should happen next with each one. People on your team decide who moves forward and send every message.
Candidates use Staffer too, for free. They follow their applications, complete the steps you set up, reply to you and keep their own profile up to date.
## How a hire moves through Staffer
Describe the role to the agent. It drafts the brief: the job details, a role description and the criteria you'll score candidates against, each marked **Required** or **Preferred**. [Create a job](/companies/create-a-job)
Ask the agent to search Staffer's candidate database, add people yourself, or publish a listing so people can apply. Every candidate gets a match score for this job. [Search for candidates](/companies/running-a-search)
Shortlist the people worth a closer look, then promote them into the job's pipeline. Promoting sets up their hiring process and a private link to their application. [Shortlist and promote](/companies/shortlist-and-push)
Each job has its own steps: reviews, questionnaires, interviews, AI interviews and more. Staffer shows each candidate the next action and who it's waiting on. [Build a hiring process](/companies/build-a-process)
Move candidates to **Offer**, **Hired** or **Rejected** when you've made the call. Every change is logged with who made it and when. [Change a candidate's stage](/companies/candidate-state)
## What the agent does, and what you do
| The agent | You |
| - | - |
| Drafts the brief from your description | Check the criteria and fix what's wrong |
| Runs searches and scores every result | Choose who to shortlist and promote |
| Explains each score, criterion by criterion | Decide what the evidence means |
| Works out the next action for each candidate | Send the message or move the stage |
| Drafts the job listing | Publish it |
| Runs AI interviews when you add one to the process | Review the transcript and decide |
In **Ask permission** mode, the agent asks before it changes anything that matters, such as shortlisting people or editing the process. See [What the agent can do](/companies/agent-actions).
## What Staffer doesn't do
* It doesn't write and send messages to candidates on its own. A person on your team sends every message. The only automatic emails are the notices your process sends, such as a link to a questionnaire when it's the candidate's turn.
* It doesn't reject or advance anyone because of a score. Candidates are only rejected automatically if you set up a step to do that, such as a questionnaire with a qualifying question.
* It doesn't import candidates from another applicant tracking system, and it doesn't post your jobs to LinkedIn or Indeed. Listings go on your Staffer career page and the public Staffer job board.
## Where to start
Set up your workspace and get your first job moving.
The whole loop, from brief to hire, in more detail.
Every feature for recruiters and hiring teams.
Heard from a company through Staffer? Start here.
# Payment and invoices
Source: https://docs.staffer.com/pricing/billing
Your organization's plan, payment method, billing details, and invoices.
**Settings** → **Organization** → **Billing** holds your organization's plan, payment method, billing details, and invoices. Only organization owners and admins can open it.
## Current plan
Shows your plan's name, price, and highlights, plus a badge: **Current plan**, or **Ending** with a date if you've cancelled and coverage is running out its period. Click **Manage plan** to upgrade, downgrade, or contact sales for Enterprise. See [Plans](/pricing/plans).
## Payment method
Until you add one, this reads "No card on file." Click **Add payment method** and Staffer takes you to Stripe's hosted checkout to save a card. You need a card on file before you can add credits. See [Credits, top-ups and spend caps](/admin/credits).
Once a card is saved, this section shows its brand, last 4 digits, and expiry, with **Replace card** and **Remove card** actions. Removing a card doesn't touch your existing credits: it only detaches the payment method from Stripe.
## Bank transfer
On **Enterprise**, Staffer invoices your organization directly and collects by bank transfer instead of a card, with no card fees.
## Billing details
Legal company name, country, address, and a tax ID (Staffer supports EU VAT, UK VAT, US EIN, and over a dozen other country-specific tax ID types). Stripe Tax uses your country and tax ID to compute VAT automatically on every invoice. This section stays disabled until you've added a card, since these details attach to the same Stripe customer record as your card.
## Billing manager email
One address on file. It's shown to your team when a workspace runs out of credits, as the place to ask for a top-up, and it separately receives billing notifications like low-balance alerts. Only organization owners and admins can change it.
## Invoices
**Recent invoices**, on the Billing page itself, shows your last 3. **All invoices** lists up to 50, each with its date, number, amount, status, a PDF, and either **View** (once paid) or **Pay** (while open) linking to Stripe's hosted invoice page.
## Currency
Your credits, spend caps, and top-ups are always priced in USD. An individual Stripe invoice can show a different currency if that's how it was billed, but the credit pool itself is USD only.
## Common questions
It needs a card on file first, because it saves onto the same Stripe customer record as your payment method. Add a card, and the fields open up.
No. Removing a card only detaches it from Stripe. Your credits and past invoices are untouched, and you can add a new card any time.
Starter, Growth, and Enterprise, and how the bonus works.
Refunds, invoices, per-seat fees, and more.
# Billing FAQ
Source: https://docs.staffer.com/pricing/faq
Real questions about credits, top-ups, caps, and invoices.
No. Paid and bonus credits both carry over indefinitely. A slow quarter doesn't cost you anything you've already bought.
Nothing gets cut off mid-run. Credits are checked before an action starts, not while it's running, so a search or generation already underway finishes even if it drains your organization's credits to zero. The next action after that is refused until you top up.
Both, the same way. A one-off top-up and your monthly subscription invoice each get your plan's bonus percentage. See [Plans](/pricing/plans).
On Enterprise, yes, by bank transfer. Starter and Growth pay by card through Stripe.
No. Staffer doesn't charge per member on any plan. Inviting more teammates to a workspace doesn't add to your bill: only the AI work they run does.
Two different things produce two different messages. If your organization is out of credits entirely, the agent shows "It needs a top-up before the agent can keep chatting." If this workspace has its own monthly spend cap and hit it, you'll see a message about the workspace's limit instead, even though the organization overall still has credits. See [Credits, top-ups and spend caps](/admin/credits).
Every organization owner and admin, plus your Billing manager email if one is set, plus anyone who has "Balance running low" checked on their own Notifications page.
Only for credit you actually paid for, never bonus credit, and only Staffer can issue one. There's no self-serve refund button in the app.
Yes. Set a monthly cap on any workspace from Usage & credits. It's available on every plan, including Starter, not only Growth and Enterprise.
No. Chat on the apply page, in the candidate portal, and on share links is paid by Staffer, not your organization. It keeps working even if your organization is out of credits. AI interviews are different: they use your credits, and they still run when your balance is at zero, so it can go below zero.
# How pricing works
Source: https://docs.staffer.com/pricing/how-it-works
Prepaid credits, one shared pool per organization, debited per AI action as it happens.
Staffer runs on prepaid credits, not seats. Your organization buys credits (or starts with \$100 free), and each AI action debits the pool the moment it runs.
## One pool for the whole organization
Credits sit in a single pool per organization, not per workspace. Every workspace your organization has draws from the same pool. An organization admin can set a monthly spend cap on an individual workspace to stop one team from using up the shared pool, but there's no separate credit balance per workspace. See [Credits, top-ups and spend caps](/admin/credits).
## What uses credits
Credits pay for AI and vendor work, grouped here by what you'd recognize in the app:
| Group | What's included |
| - | - |
| The agent and chat | Chatting with the agent on a job, and the **Ask anything** page chat on Jobs, Talent pool, and Applications |
| Searches and scoring | Running a candidate search, and scoring or rescoring candidates against a brief |
| Listings and drafting | Generating or translating a job listing, drafting or rewriting a message, naming a search, drafting a message template or career page copy |
| AI interviews and interview notetaking | The AI interviewer's conversation and voice, and recording and transcribing a human interview |
| Contact lookups | **Request contact info** on a candidate's profile |
| Research | Researching a company for workspace knowledge, and the web research the agent runs while it searches |
| Policy checks | The compliance check that runs before certain AI actions, when **Live policy enforcement** is on |
Every one of these is metered by the work it actually takes. A short search costs less than a long one, and a five-minute AI interview costs less than a twenty-minute one. See [What uses credits](/pricing/what-you-pay) for how each is charged.
Credits are checked before an action starts, not while it runs. A search or generation already in progress finishes even if it drains your organization's credits to zero along the way. The next action after that is what gets refused.
## What's free
Candidate-facing chat doesn't touch your credits at all. A candidate chatting on the apply page, in the candidate portal, or through a share link is paid by Staffer, not your organization, and it keeps working even if your organization is out of credits. AI interviews are different: they use your credits.
Ordinary product use costs nothing: viewing jobs and candidates, editing a brief by hand, building a process, adding a note, sending a message you wrote yourself. Only the AI work around those actions (drafting, rewriting, scoring) uses credits.
## No seats
Every plan includes as many members as you invite. Adding a teammate to a workspace doesn't add to your bill: only the AI work they run does.
## The \$100 to start
Signing up grants an organization \$100 in credits, once, applied when its first workspace is created. Extra workspaces don't get their own grant. See [Plans](/pricing/plans).
## See your balance
The sidebar shows a **Credits** chip: your organization's available credits, or, if the workspace you're in has a monthly cap, this month's spend against that cap. Anyone in the workspace can see the chip. Only organization owners and admins can click through it to the full **Usage & credits** page. See [Credits, top-ups and spend caps](/admin/credits).
Starter, Growth, and Enterprise, and how the top-up bonus works.
Which actions are metered, the one fixed price, and how to see where credits went.
# Plans
Source: https://docs.staffer.com/pricing/plans
Starter, Growth, and Enterprise exactly as they appear on the Plans page, and how the top-up bonus works.
Staffer has three plans: **Starter**, **Growth**, and **Enterprise**. All three draw from the same shared pool of credits. What changes between them is monthly commitment, bonus credits, and how many workspaces you can run.
## The three plans
| Plan | Price | What you get |
| - | - | - |
| **Starter** | Free | \$100 in signup credits, 1 workspace, no monthly commitment, top up any time |
| **Growth** | \$3,000 / month | 5% bonus credits on every top-up, \$3,150 credited monthly, unlimited workspaces, cancel any time with coverage to period end |
| **Enterprise** | Custom | Negotiated bonus (typically 10%+), bank-transfer invoicing, unlimited workspaces, priority support and activation by the Staffer team |
## How the bonus works
The bonus applies to every dollar you pay Staffer, not only your monthly commitment. A one-off top-up and your monthly subscription invoice both get your plan's bonus percentage.
On **Growth**, that bonus is 5%. Top up \$1,000 and you get \$1,050 in credits: \$1,000 base plus \$50 bonus. The same 5% is why the \$3,000 monthly commitment lands as \$3,150, the number shown on the Growth tile itself.
**Starter** carries no bonus. **Enterprise**'s bonus is set in your contract, typically 10% or more.
## Upgrading to Growth
From **Settings** → **Organization** → **Billing**, click **Manage plan**. That opens the Plans page. Choosing **Growth** takes you to Stripe's hosted checkout to add a card and start the subscription. Once it's active, every future top-up gets the 5% bonus, and your first invoice credits \$3,150 to the shared pool.
## Downgrading or cancelling
Click **Downgrade to Starter**. This doesn't cut you off immediately: coverage runs to the end of your current billing period, then the plan lapses to **Starter**. Changed your mind before the period ends? Click **Resume plan** to stay on **Growth** without interruption.
Downgrading doesn't touch workspaces you already have. On **Starter** you can't create another workspace beyond your first, but any extra workspaces you made while on **Growth** keep working. Nothing gets deleted or locked.
## Starter's one-workspace limit
**Starter** caps an organization at 1 workspace. Trying to add another from the workspace switcher (**+ New workspace**) is disabled, with a prompt to upgrade. See [Workspaces](/admin/workspaces) for how workspace creation works day to day.
## Enterprise
**Enterprise** isn't self-serve. Click **Contact sales** and Staffer sets up your plan, your bonus rate, and bank-transfer invoicing, and activates it for you.
## Common questions
Yes. Enterprise's bonus percentage is set in your contract instead of fixed at 5%, but it applies to every top-up and every invoice the same way Growth's does.
Before your period ends, click Resume plan to stay on Growth without a gap. If you've already lapsed to Starter, upgrading again works the same way it did the first time.
Which actions are metered, and the one fixed price.
Add credits, cap a workspace's spend, and see what happens at zero.
# What uses credits
Source: https://docs.staffer.com/pricing/what-you-pay
Which actions are metered, which have fixed prices, and how to see where your credits went.
Almost everything that costs credits is metered: you pay for the AI and vendor work an action takes, not a flat fee per click. **Request contact info** is the one action with fixed prices.
## What's metered vs. fixed
| Action | How it's charged |
| - | - |
| Chatting with the agent (job chat and page chat) | Metered |
| Running a candidate search | Metered |
| Scoring or rescoring a candidate | Metered |
| Generating or translating a job listing | Metered |
| Drafting or rewriting a message | Metered |
| Naming a search, drafting a message template, drafting career page copy | Metered |
| The AI interviewer's conversation and voice | Metered |
| Recording and transcribing a human interview | Metered |
| Preparing interview questions | Metered |
| Researching a company for workspace knowledge | Metered |
| **Request contact info** | Fixed, and only for each email it finds |
| The compliance policy check, when **Live policy enforcement** is on | Metered, usually well under a cent each time it runs |
**Request contact info** only charges for emails it finds. A lookup that finds nothing costs nothing. Once a lookup has found an email or found nothing, you can't run it again for that candidate for 30 days, so you don't pay twice for the same answer. See [Get contact details](/companies/contact-details).
Metered actions vary because the underlying work varies. A ten-minute AI interview costs more than a five-minute one. Scoring 200 candidates costs more than scoring 20. A search that runs several rounds because the first pass didn't find enough strong matches costs more than one that stops early.
## What doesn't cost you anything
Candidate-facing chat is paid by Staffer, not your organization: chat on the apply page, in the candidate portal, and on share links never touches your credits, and it keeps working even when your organization is out of credits. AI interviews aren't free: they use your credits, and they keep running even at zero balance.
Everyday use of the product is free too: viewing jobs and candidates, editing a brief, building a process, adding a note, sending a message you wrote yourself. Only the AI work behind an action (drafting it, scoring it, generating it) is metered.
## Where credits went
**Settings** → **Organization** → **Usage & credits** has a spend chart with three series, and two of them are easy to mix up:
* **AI Agent**: chat, search, scoring, and everything else the agent drafts or generates.
* **Interviews**: the notetaker bot that records and transcribes a scheduled human interview.
* **AI Interviews**: the AI-led interview feature itself, its conversation and its voice.
Below the chart, **Usage history** lists every individual top-up, credit, and reconciliation from the last 30 days, plus your usage grouped by day, workspace, and type of action. See [Credits, top-ups and spend caps](/admin/credits).
## Why you won't see a price before you click
The price depends on what the action takes to run: how long a search goes, how many candidates get scored, how long an interview conversation runs. Staffer charges for what happened, not an estimate made in advance.
Prepaid credits, one pool per organization, and what's free.
Add credits, cap a workspace's spend, and see what happens at zero.