HR Administrator Guide

Admin Overview

As an HR Administrator, you have full access to configure, manage, and optimize your organization's entire recruitment process.

Your Responsibilities

• Manage all users and permissions
• Configure company-wide settings
• Customize AI behavior and thresholds
• Create and manage templates
• Monitor billing and usage
• Access advanced analytics
• Ensure compliance and security
• Integrate with other systems

User Management

Available Roles

• HR Admin: Full access to all features and settings
• Recruiter: Operational access to jobs and applications
• Hiring Manager: Limited access to assigned candidates
• Interviewer: Minimal access to assigned interviews

Adding New Users

1. Navigate to Settings → Team Management
2. Click "Invite Team Member"
3. Enter email address and select role
4. Assign department and set permissions
5. Send invitation

AI Configuration

Available AI Agents

• Resume Parser: Extracts structured data from resumes
• Job Matcher: Calculates candidate-job compatibility
• Candidate Summarizer: Generates recruiter-friendly summaries
• Interview Assistant: Creates interview questions
• Email Composer: AI-assisted email writing

Model Configuration

For each agent, you can configure:

• Temperature: Controls creativity vs consistency
• Max Tokens: Response length limits
• Model Selection: Choose from Gemini models
• Custom Prompts: Override default prompts

Template Management

Email Templates

Create and manage email templates with variables:

• Application Received
• Interview Invitation
• Rejection with Feedback
• Offer Letter
• Welcome Message

Available Variables

• {{candidateName}}
• {{jobTitle}}
• {{companyName}}
• {{recruiterName}}
• {{interviewDate}}
• {{meetingLink}}

Pipeline Configuration

Auto-Reject Settings

1. Go to Settings → Pipeline Management
2. Set Auto-Reject Threshold (e.g., below 30%)
3. Configure Minimum Applications before activation
4. Enable Email Notifications for rejected candidates

Billing & Subscription

Plan Management

• Growth Plan: $249/month - 5 Active Jobs, 1 Recruiter
• Professional Plan: $599/month - 15 Active Jobs, 3 Recruiters
• Enterprise Plan: Custom pricing - Unlimited seats

Usage Tracking

Monitor your usage:

• Active jobs count
• Total applications
• AI credits consumed
• Storage used
• User seats occupied

Analytics & Reporting

Key Metrics

• Time to Hire: Average days from post to hire
• Cost per Hire: Including advertising and tools
• Quality of Hire: Performance tracking
• Offer Acceptance Rate: Percentage accepting offers
• Source Effectiveness: Which channels work best
• Diversity Metrics: DEI tracking and reporting

Security & Compliance

GDPR Compliance

• Consent management
• Data portability
• Right to deletion
• Privacy controls
• Processing records

Security Features

• Single Sign-On (SSO)
• Multi-factor authentication
• Audit logging
• Role-based access control
• Data encryption