Recruitment

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Overview

Knowlix Recruitment organizes every candidate through a structured hiring pipeline. From the moment an application arrives to the day a new employee is onboarded, each applicant moves through defined stages with automated communications, interview scheduling, and contract delivery built in. Recruitment teams get a clear Kanban view of every candidate across all active positions, with color-coded status indicators showing at a glance where attention is needed. Key features:

• Kanban pipeline with customizable hiring stages
• Automated email notifications on stage transitions
• Interview survey distribution and tracking
• Self-service interview scheduling for candidates
• Contract generation and digital signature workflow
• Job board publishing and external posting management
• Source analysis and recruiter performance reporting
• Velocity analysis for identifying pipeline bottlenecks

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Settings

Navigate to Recruitment > Configuration > Settings to configure the module before creating job positions.

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Interview Surveys

Enable Send Interview Survey to allow the recruitment team to distribute questionnaires, assessments, or skills tests to applicants at any stage. Once activated, an Interview Survey link appears in settings, directing to a list of all surveys in the system. Enabling this option installs the Surveys module if it is not already present.

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Salary Package Configurator

Set the number of days an offer remains valid in the Offer Validity (days) field. After this period expires without candidate acceptance, the offer becomes unavailable and a new one must be generated.

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Resume Display

When applicants submit their application, the attached CV is stored in the Documents module and linked to the applicant card. Enable Resume Display to render the CV directly within the applicant form on the right side of the screen. When this option is off, the CV is accessible only through a download link in the activity feed. The inline display requires the browser window to occupy the full screen width. In narrower windows, the CV appears as a linked file beneath the applicant card rather than alongside it.

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Resume Digitization (OCR)

Enable Resume Digitization (OCR) to extract candidate contact details (name, phone, email) from uploaded CVs automatically, populating the applicant form without manual data entry. Three modes are available once this option is enabled:

• Do Not Digitize - keeps the module installed but paused without uninstalling it
• Digitize on Demand - adds a Digitize Document button to each applicant card; extraction runs only when clicked
• Digitize Automatically - processes every submitted CV immediately upon receipt

The “Do Not Digitize” option differs from simply turning off OCR because it preserves the installed module, allowing reactivation without a fresh installation.

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Online Posting

Enable Online Posting to publish job listings directly on your company website. This option requires the Website module to be installed.

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Job Positions

The main Recruitment dashboard displays all active and inactive job positions as Kanban cards. Published positions show a green PUBLISHED banner in the top corner of their card.

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Creating a Job Position

From the Recruitment dashboard, click New. A dialog appears requesting:

• Job Position - the role title (such as Product Manager or Data Analyst)
• Application Email - a dedicated address where applicants can submit CVs; Knowlix automatically creates an applicant card from every email received at this address

Click Create to save the position and generate its Kanban card on the dashboard.

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Configuring Job Position Details

Click the dropdown icon on the job position card and select Configuration to open the full job position form.

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Recruitment Tab

Configure all visible and internal details for the role:

• Department - the organizational unit the position belongs to (visible on the website)
• Job Location - the physical work site; leave blank for remote positions
• Industry - the job sector for job board categorization
• Email Alias - the application email address (pre-filled if set during creation)
• Employment Type - Permanent, Temporary, Full-Time, Intern, Apprenticeship, and others depending on installed localizations
• Working Schedule - the expected weekly work hours
• Salary Range - minimum and maximum compensation with the pay period (hourly, monthly, annual, etc.)
• Expected Skills - competencies required for the role, drawn from the Employees module skill library
• Company - relevant in multi-company environments
• Mission Dates - start and optional end date for temporary positions
• Target - the number of hires planned for this position
• Website - which company website the listing appears on
• Recruiter - the person managing the hiring process
• Interviewers - team members who will conduct interviews
• Interview Form - the survey sent to candidates prior to interviews
• Contract Template - the default contract structure used when generating offers

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Job Summary Tab

Enter the full position description in this tab. The content appears on the company website and job board listings, visible to all prospective applicants.

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Application Info Tab

This tab holds the Process Details section, which informs candidates about the hiring timeline:

• Time to Answer - days before the candidate hears back (default: 2 business days)
• Process - the steps candidates go through (default: 1 Phone Call, 1 Onsite Interview)
• Days to Get an Offer - expected wait after the final stage (default: 4 days after interview)

The text entered here appears on the public job listing exactly as written.

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Creating Interview Forms

To create a new interview form from the job position’s Recruitment tab, type a name in the Interview Form field and select Create and Edit. This opens a survey builder form. Configure the form as a standard Knowlix survey, adding questions, scoring rules, and answer options as needed. Interview forms can range from technical skills assessments to culture-fit questionnaires, depending on what the recruiting team wants to evaluate at each stage.

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Publishing a Job Position

Toggle the Not Published / Published switch on the bottom left of the job position card to make the listing visible on the company website. Published positions display a green PUBLISHED banner. Click Job Page at the bottom right of the card to preview the listing as it appears to visitors.

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Posting to Job Boards

To distribute a position to external job boards:

1. Navigate to Recruitment > Configuration > Settings and configure the relevant job board integration.
2. From the job position card, click the applicant count button.
3. Click Publish on Job Board and fill in the posting form:
   • Job Board - select the target platform
   • Apply Method - direct email or redirect to company website
   • Email or Job URL - the application destination
   • From / To dates - the active period for the listing
   • Description tab - the job description shown on the board (defaults to the Job Summary)
4. Click Post to submit the listing.

All active job board listings are accessible from Recruitment > Applications > Job Boards Posts.

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Job Board Email Parsing

When a candidate applies directly on a job board (LinkedIn, Indeed, etc.), the board sends an automated email to Knowlix. The system uses regex rules to extract the candidate’s name and create an applicant record automatically. Preconfigured parsing rules for common job boards are available at Recruitment > Configuration > Emails. To add a new board, click New and provide the platform name, the sender email address, and the regex expression to extract applicant data.

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Kanban Pipeline

Click the New Applications smart button on any job position card to enter the Kanban pipeline view for that role.

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Default Stages

Six stages are included out of the box: The Contract Signed stage is collapsed by default. Click the narrow gray column to expand it and view hired candidates.

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Applicant Status Indicators

A color bar beneath each stage name reflects the combined status of cards in that column:

• Green - candidate is ready to advance to the next stage
• Red - candidate is blocked from progressing
• Gray - candidate is still being evaluated in the current stage

Set individual card status by clicking the small circle in the lower-left corner of any applicant card. A status selector appears with the three options.

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Customizing Stages

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Adding a Stage

Click + Stage at the right end of the Kanban board to add a new column. Enter a stage title and click Add. To exit without saving, click anywhere outside the column.

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Editing a Stage

Hover over the stage name to reveal the settings icon in the top-right corner. Click it and select Edit. The stage configuration form includes:

• Stage Name - the label shown on the Kanban board
• Email Template - the template sent automatically when an applicant enters this stage
• Folded in Kanban - whether the stage is collapsed in the default view
• Hired Stage - marks this stage as the point of hire; applicant cards display a green HIRED banner when they reach it
• Job Specific - limits the stage to selected job positions only; leave blank to apply the stage to all positions
• Show in Referrals - makes this stage visible in the Referrals module and awards referral points when a referred candidate reaches it
• Points - the referral point value awarded when enabled
• Tooltips - the display names for the three status dot labels (In Progress, Blocked, Ready for Next Stage); colors are fixed but labels are editable
• Requirements - internal notes describing what must happen before a candidate advances from this stage

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Deleting a Stage

Hover over the stage name, click the settings icon, and select Delete. A confirmation prompt appears. Stages containing active applicant cards cannot be deleted until those cards are moved, archived, or removed.

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Adding Applicants

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Quick Add

Click the (+) plus icon in the top-right corner of any stage column to create a minimal applicant card directly in that stage. Enter the candidate name and job position, then click Add. Click Edit on the new card to open the full applicant form.

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New Applicant Form

Click New in the top-left corner of the Applications page for a blank applicant form.

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Candidate Section

• Evaluation - star rating for the applicant (one star: Good, two stars: Very Good, three stars: Excellent)
• Candidate - the applicant’s full name (the only required field)
• Email - the applicant’s email address
• Phone - the applicant’s contact number
• LinkedIn Profile - URL for the candidate’s professional profile
• Job Position - the role being applied for (pre-filled from the current position)
• Recruiter - the team member responsible for this application
• Interviewers - the people who will conduct interviews (must have recruiter or officer access rights in the Recruitment module)
• Tags - custom labels for filtering and grouping; new tags can be created inline

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Notes Tab

Internal notes about the candidate, visible only to users with the appropriate access rights.

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Details Tab

Applicant section:

• Degree - highest academic qualification (Graduate, Bachelor, Master, Doctoral)
• Availability - the candidate’s earliest possible start date; blank indicates immediate availability

Salary Package section:

• Expected - the compensation the candidate is requesting
• Other Benefits (Expected) - any additional benefits requested (e.g., remote work, extra leave)
• Proposed - the compensation the team intends to offer
• Other Benefits (Proposed) - the benefits package being offered

Job section:

• Department - the organizational unit (pre-filled from job position configuration)
• Company - relevant for multi-company environments

Sourcing section:

• Source - where the applicant learned about the position (Search engine, LinkedIn, Glassdoor, job fairs, etc.)
• Medium - how the listing was discovered (Direct, Email, Banner, Google Ads, social media, etc.)
• Referred By - the employee who made the referral (requires the Referrals module)

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Skills Tab

Add competency assessments to the applicant card. Skills are drawn from the categories configured in the Employees module.

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Email Communication

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Built-In Email Templates

Knowlix includes several pre-built templates for standard recruitment communications:

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Sending a Manual Email

From any applicant’s activity feed, click Send message. Use the Full Composer icon to open the full email editor, where you can select a template from the template menu, edit the body, add attachments, and send. Templates with dynamic placeholders insert personalized data (the candidate’s name, applied position, recruiter’s name, etc.) automatically at send time. To save a customized message as a reusable template, open the template menu after editing the body and select Save as Template. Choose to overwrite an existing template or create a new one.

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The Recruitment Pipeline

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New Stage

All incoming applications land here, regardless of submission method. When a CV is attached to the application, it appears in the activity feed under Files and is also stored in the Documents module under the Recruitment folder. If Resume Display is enabled in settings, the CV renders inline on the right side of the applicant form.

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Sending an Interview Survey

At any stage, click Send Interview on the applicant card. An email composer appears with the selected interview form linked. Set an Answer Deadline if the assessment must be completed before a specific date. If no email address is on file, a prompt appears to add one before the survey can be sent.

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Initial Qualification

Recruiters move promising candidates to this stage manually by dragging the card on the Kanban board or clicking the stage name on the applicant form status bar. No automatic emails are triggered here. The stage serves as a holding area for candidates under internal review before committing to an interview.

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First Interview

Move the card to this stage when an interview is scheduled. Optionally configure the stage to auto-send the Recruitment: Schedule Interview template, which includes a calendar link for self-service booking. To enable automated scheduling, edit the First Interview stage and set the Email Template field to Recruitment: Schedule Interview.

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Second Interview

After the first interview, advance successful candidates to the second interview stage. The same scheduling tools used for the first interview are available here. No automatic actions are set by default for this stage.

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Contract Proposal

When the team is ready to extend an offer:

1. Move the applicant’s card to the Contract Proposal stage.
2. Open the applicant card and click Generate Offer.
3. The offer form loads with contract details pre-filled from the job position configuration.

Offer form fields:

• Title - the offer reference
• Contract Template - the template used to structure the offer
• Employer Budget - the salary being offered
• Job Title - the position title (can be customized for the specific role context)
• Employee Job - the formal job position name from the recruitment dashboard
• Department - the organizational unit
• Contract Start Date - when the contract takes effect
• Offer Validity Date - the deadline for candidate acceptance
• Validity Days Count - number of days the offer is open (default: 30)

Click Send By Email to dispatch the offer. The offer email uses the default salary package template, with all fields pre-populated. Attach any relevant documents before sending. A green Offers smart button appears on the applicant card once the offer has been sent. Candidates receive the offer and can review or configure their compensation package through the self-service link included in the email. Personal details entered by the candidate in this process are imported to their employee record upon hire. The candidate accepts by clicking Review Contract and Sign, then signing through the built-in signature tool.

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Contract Signed

Once both the candidate and the HR representative have signed, Knowlix automatically moves the applicant to the Contract Signed stage. A green HIRED banner appears on the card. Click Create Employee to generate the employee record. Information from the application and contract pre-fills the employee form. Complete any remaining fields and save to the Employees module.

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Scheduling Interviews

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Team-Scheduled Interviews

From any applicant card, click the Meetings smart button (labeled No Meeting if none are scheduled). A calendar view opens showing availability for the recruiter and assigned interviewers. Click on a time slot in the Day or Week view to open the New Event popup:

• Meeting Title - defaults to the candidate name
• Start / End - the interview time window
• All Day - toggle for full-day scheduling
• Attendees - the candidate and recruiter are added automatically; add additional participants as needed
• Videocall URL - generates a secure meeting link automatically
• Description - formatted notes for the meeting agenda

Additional options (click More Options):

• Duration - calculated automatically from the time window
• Recurrent - enable for repeating meetings with configurable frequency and end conditions
• Location - physical address for in-person meetings
• Tags - organizational labels
• Privacy - control who can see the meeting (Public, Private, Internal only)
• Reminders - set automated notifications via email, push notification, or SMS

Send the meeting invitation to all attendees using the Email button next to the Attendees field. A pre-formatted calendar invitation is generated using the default event update template.

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Candidate Self-Scheduling

When the interview stages are configured to send the Schedule Interview email template, candidates receive an automated email when their card enters that stage. The email contains a Schedule My Interview button linking to a private booking page. On the booking page:

1. The candidate views available time slots on a calendar.
2. The candidate selects a preferred day and time.
3. The system prompts for name, email, and phone number to create a reminder record.
4. The candidate clicks Confirm Appointment to finalize.

After confirmation, the candidate receives a summary page with calendar export options (iCal, Outlook, Google Calendar) and the ability to cancel or reschedule if needed. The scheduled slot is blocked on the recruiter’s calendar and all relevant attendee calendars automatically.

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Refusing Applicants

Applicants can be declined at any point in the pipeline.

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Refusing a Candidate

Open the applicant card and click Refuse at the top of the form. The Refuse Reason popup appears.

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Refusal Reasons

Predefined refusal reasons determine which email template is sent to the candidate: Select a reason and confirm whether to send the refusal email using the Send Email checkbox. The email address from the applicant card is used automatically. Click Refuse to finalize the decision. A red Refused banner appears on the card. Refused cards are hidden from the active Kanban view.

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Viewing Refused Candidates

Navigate to Recruitment > Applications > All Applications, open the search panel, and apply the Refused filter. All declined candidates appear, organized by the stage they had reached before refusal.

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Creating Custom Refusal Reasons

Navigate to Recruitment > Configuration > Refuse Reasons and click New. Enter a short description (such as “Offer expired” or “Skills mismatch”) and link an email template. New templates can be created inline from this form using the Create and Edit option in the Email Template field.

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Reporting

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Applicant Analysis

Navigate to Recruitment > Reporting > Applicant Analysis to view a line chart showing hiring outcomes for the past 365 days, with separate lines for In Progress, Hired, and Refused candidates. Switch to Pivot view for a detailed breakdown by job position, showing total applicants alongside hired, refused, and in-progress counts. Use case: measuring referral effectiveness From the Pivot view, click Measures and activate Has Referrer and Count while deactivating the default applicant metrics. The resulting table shows how many applicants for each position came through the referral program. Expand individual job position rows and group by State to see how many referred candidates were ultimately hired.

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Source Analysis

Navigate to Recruitment > Reporting > Source Analysis for a bar or line chart showing applicant volume by acquisition source over the past year. Switch to Pivot view and click the Total column header to group results by Source. Use the Flip Axis icon to swap rows and columns so sources appear as rows and job positions as columns. Expand any source row and group by Medium to see which specific channel (Google Ads, direct, email, social, etc.) within that source generated the most applicants. This report helps recruiting teams reallocate budgets toward the channels producing the highest hire rates rather than just applicant volume.

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Team Performance

Navigate to Recruitment > Reporting > Team Performance to see applicant counts by recruiter, broken down by outcome (Hired, Refused, In Progress). Use case: recruiter comparison over time In Pivot view, group by Recruiter and apply a quarter filter from the search bar. Add a Comparison column to measure changes between quarters for each team member, revealing trends in individual recruiter effectiveness.

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Velocity Analysis

Navigate to Recruitment > Reporting > Velocity Analysis for a line chart or bar chart showing the average number of days candidates spend in each pipeline stage. Long averages at specific stages indicate bottlenecks where candidates are waiting too long. Switch to Pivot view for a table showing days-in-stage by job position. Use case: identifying seasonal delays In Pivot view, collapse job position rows and group by Start Date to see how stage durations vary month by month. This approach reveals whether hiring slows during certain periods, such as summer vacation season or year-end budget freezes.

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Best Practices

Configure email templates for each pipeline stage before activating any job positions to ensure candidates receive timely, professional communications without manual intervention. Use stage-specific templates rather than sending manual emails, so communication history is attached to the applicant card automatically. Set meaningful refusal reasons that give your HR team useful data for reporting without revealing internal decision criteria to candidates. Archive refused applicants rather than deleting them to preserve pipeline metrics in reporting. Review Source Analysis regularly and cut budget from low-performing channels. Use the self-service scheduling option to reduce recruiter time spent on calendar coordination. Your Knowlix: “Show me all applicants currently in the First Interview stage” or “Which job positions have been open for more than 60 days without a hire?” or “List all candidates who were refused for salary reasons this quarter” or “How many days on average do candidates spend in the Contract Proposal stage?” or “Show me the top 3 recruitment sources by hire rate” or “Which recruiter has the highest hire-to-applicant ratio this year?” or “Schedule a second interview for the applicant in the Marketing Manager pipeline” or “Create a new job position for a Senior Data Engineer in the Technology department”