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February 18, 2026

HiredAI Complete Help Manual: How to Set Up and Use Your AI Recruiting Platform From Day One

Last Updated: February 17, 2026 | Applies to: All HiredAI Plans (Free, Basic, Pro, Unlimited)

Whether you are a solo recruiter posting your first job, a small business owner hiring your fifth employee, or a staffing agency scaling to dozens of active requisitions, this help manual walks you through every feature of the HiredAI platform. Each section answers a specific question and includes step-by-step instructions so you can start getting results immediately.

If you do not yet have an account, create your free HiredAI account here — no credit card required — and follow along.

Table of Contents

How Do I Create an Account and Get Started?

Getting started with HiredAI takes less than two minutes. There is no sales call, no mandatory onboarding session, and no credit card required for the free plan.

Step 1: Register Your Account

Visit the HiredAI registration page and enter your name, email address, and a secure password. You will receive a confirmation email — click the verification link to activate your account. If you already have an account, log in here.

Step 2: Complete Your Recruiter Profile

After registration, you will be prompted to fill in your company details — company name, industry, location, and a brief description. This information powers your branded career page and appears on job postings you create. Take a few minutes to complete this thoroughly, as candidates evaluate your company profile when deciding whether to apply.

Step 3: Choose Your Plan

HiredAI offers four plans to match different hiring volumes. You can start with the Free plan and upgrade at any time as your needs grow:

  • Free Plan — $0/month: No credit card needed. Full platform access with 1 active job posting. Ideal for testing the platform or low-volume hiring.
  • Basic Plan — $19.99/month: 6 job postings per month, 10 HiredGPT candidate profile views per day, full access to all features.
  • Pro Plan — $39/month: 20 job postings per month, 20 HiredGPT profile views per day, advanced campaign tools, priority support.
  • Unlimited Plan — $95/month: Unlimited job postings, 35 HiredGPT profile views per day, custom branded job board, dedicated account support.

All plans include the AI-powered ATS, candidate search, analytics dashboard, campaign tools, and branded career page functionality.

Step 4: Explore the Platform

Once logged in, your personal dashboard is your home base. From here, you can post jobs, search candidates, manage your ATS pipeline, launch campaigns, and view analytics. The sections below walk through each capability in detail.

How Do I Navigate the HiredAI Dashboard?

The HiredAI dashboard is your central command center. It provides an at-a-glance overview of your recruiting activity and quick access to every platform feature.

What You Will See on the Dashboard

Active Job Postings: A summary of your currently live job listings, including the number of applicants for each role and the posting status. Click any job to view its full applicant pipeline in the ATS.

Recent Candidate Activity: A feed showing recent applications, candidate profile views, and campaign engagement. This helps you identify candidates who need immediate attention or follow-up.

Quick Action Buttons: Shortcuts to the most common tasks — post a new job, search candidates, view your ATS pipeline, and check analytics.

Recruiting Metrics Summary: Key performance indicators including total applications received, interviews scheduled, time-to-hire averages, and source effectiveness. These metrics update in real time as your hiring activity progresses.

The dashboard is designed to show you what requires your attention right now, so you spend less time navigating and more time on high-value recruiting activities like candidate conversations and interview preparation.

How Do I Post a Job on HiredAI?

Posting a job is typically the first action new users take. HiredAI’s job posting tool guides you through creating a professional, optimized listing in minutes.

Step 1: Click “Post a Job”

From your dashboard or the top navigation, select the “Post a Job” option. This opens the job creation form.

Step 2: Enter Job Details

Fill in the essential information for your listing:

  • Job Title: Use the title candidates actually search for. “Marketing Manager” performs better than “Marketing Ninja” or “Growth Hacker.” Specificity helps both candidates and the AI matching system.
  • Company: Auto-filled from your profile. Ensure your company details are current.
  • Location: Specify the city and state, or indicate if the role is remote, hybrid, or on-site. Location is one of the primary filters candidates use when searching.
  • Job Type: Full-time, part-time, contract, internship, or temporary.
  • Salary Range: Including compensation information significantly increases application rates. Even a broad range helps candidates self-select.
  • Job Description: Provide a clear, detailed description of the role, responsibilities, qualifications, and benefits. Structure the description with clear sections so candidates can quickly assess fit.

Step 3: Set Screening Criteria

Define the must-have qualifications and preferred skills for the role. The AI uses these criteria to rank incoming applicants, ensuring the strongest matches appear at the top of your ATS pipeline automatically.

Step 4: Publish

Review your listing and click publish. Your job immediately becomes live on the HiredAI platform and your branded career page. Candidates can discover it through direct searches, the HiredAI job board, and your company profile.

Tips for Better Job Postings

Write for your ideal candidate, not your internal team. Use clear, jargon-free language. Include specifics about day-to-day responsibilities, growth opportunities, and team culture. Job postings that include salary ranges, benefits, and remote work details receive substantially more qualified applications than vague listings. In the current 2026 job market, where application volumes are surging, a well-written posting helps the AI filter more effectively and reduces the number of unqualified applications you need to review.

How Do I Use the Applicant Tracking System (ATS)?

The HiredAI ATS is where you manage every candidate from first application through final hiring decision. It replaces spreadsheets, email chains, and scattered notes with a single organized pipeline.

Understanding the ATS Pipeline

Each job you post has its own pipeline consisting of customizable stages. The default stages are:

  • New Applicants: Candidates who have just applied. AI ranks them by qualification match so the strongest appear first.
  • Screening: Candidates you are actively reviewing — reading resumes, checking backgrounds, and assessing initial fit.
  • Interview: Candidates you have moved to the interview stage. Track scheduled interviews, interviewer feedback, and next steps.
  • Offer: Candidates who have received or are about to receive an offer.
  • Hired: Candidates who have accepted and are confirmed.
  • Rejected: Candidates who did not advance. Maintaining this data helps build your internal database for future roles.

How AI Ranking Works

When candidates apply, the ATS does not simply list them chronologically. The AI evaluates each application against your job requirements — skills, experience, career trajectory, and qualification alignment — and assigns a relevance ranking. This means you start reviewing the best-matched candidates first, rather than working through hundreds of applications in the order they arrived.

This is especially important in 2026, where application volumes have surged 30% year-over-year and many candidates use AI tools to polish their resumes. The ATS evaluates substance over surface presentation, helping you identify genuinely qualified candidates through the noise.

Moving Candidates Through Stages

To advance a candidate, select their profile within the ATS and move them to the appropriate stage. You can add notes, attach interview feedback, and tag candidates for team review at any stage. The system maintains a complete history of every interaction, ensuring nothing falls through the cracks even when managing multiple roles simultaneously.

Collaborating With Your Team

If you work with hiring managers or other recruiters, the ATS supports collaborative evaluation. Multiple team members can view candidate profiles, leave feedback, and participate in hiring decisions from within the platform. This eliminates the back-and-forth emails and shared spreadsheets that slow down traditional hiring processes.

How Do I Search for Candidates Using HiredGPT?

HiredGPT is HiredAI’s AI-powered candidate sourcing tool. It searches a database of over 750 million candidate profiles using natural language queries — no Boolean strings or complex search syntax required.

How to Run a Search

Navigate to HiredGPT from your dashboard or the main navigation. In the search field, describe the candidate you are looking for in plain language. For example:

  • “Senior software engineer with Python and AWS experience in Austin, Texas”
  • “Marketing manager with B2B SaaS background, 5+ years experience, open to remote”
  • “Registered nurse with emergency department experience in the Chicago area”
  • “Bookkeeper with QuickBooks expertise for a small business in Denver”

How the AI Processes Your Query

Unlike traditional keyword search tools, HiredGPT understands context, synonyms, and skill relationships. When you search for a “data analyst,” the AI also considers candidates with titles like Business Intelligence Specialist, Reporting Analyst, or Data Scientist who have relevant analytical skills. It evaluates career trajectory patterns, skill clusters, and experience depth — not just keyword matches.

Reviewing and Acting on Results

HiredGPT returns a ranked list of candidate profiles matching your query. Each profile shows key information — current role, experience summary, skills, and location. From the results, you can:

  • View the full profile to assess detailed background and qualifications
  • Save the candidate to your internal database for future reference
  • Send directly to your ATS pipeline for a specific job
  • Add to an outreach campaign for personalized engagement

Daily Profile View Limits by Plan

Each plan includes a daily allocation of HiredGPT profile views: Free plan users can explore the search interface, Basic plan includes 10 views per day, Pro plan includes 20 views per day, and Unlimited plan includes 35 views per day. Views reset daily, and you can upgrade your plan at any time if you need higher volume.

Every candidate who applies to your jobs, every profile you save from HiredGPT, and every contact from your campaigns is stored in your internal candidate database. This growing talent pool becomes one of your most valuable recruiting assets over time.

Why Your Internal Database Matters

When a new role opens, the fastest path to a qualified candidate is often through people you have already engaged. A candidate who was strong but not the right fit six months ago may be perfect for today’s opening. The internal database search lets you mine your entire history of candidate interactions instantly.

How to Search

Navigate to the Candidate Search page. You can search by skills, job title, location, tags you have applied, or any keyword in the candidate’s profile. The AI applies the same contextual matching used in HiredGPT, so searches return relevant results even when candidates use different terminology than your query.

Building Your Database Proactively

The most effective recruiters in 2026 are building talent pipelines before roles open. Every time you run a HiredGPT search, save promising candidates. Every applicant who enters your ATS — even those who are not hired — stays in your database. Over months of use, this creates a proprietary talent pool that gives you a significant speed advantage over competitors starting from scratch for each new opening.

How Do I Create and Manage Outreach Campaigns?

Outreach campaigns allow you to engage candidates through personalized, automated communication sequences. This is particularly valuable for reaching passive candidates — people who are not actively applying to jobs but would consider the right opportunity.

Setting Up a Campaign

From your dashboard, navigate to the campaign management section. Create a new campaign by defining:

  • Campaign name: An internal label for your reference (e.g., “Q1 Sales Hiring” or “Denver Engineers Outreach”)
  • Target audience: Select candidates from your internal database, HiredGPT search results, or specific ATS stages
  • Message sequence: Create one or more messages that will be sent at defined intervals. Each message can be personalized with candidate-specific details.
  • Timing: Set the schedule for when each message in the sequence is delivered

Writing Effective Outreach Messages

The best campaign messages are brief, personalized, and specific about the opportunity. Reference something relevant from the candidate’s background to show you are not sending a mass blast. Include a clear call to action — whether that is scheduling a call, reviewing a job description, or simply replying to express interest. In the current market, where candidates are cautious about changing roles, messages that emphasize stability, growth, and concrete opportunities outperform generic outreach.

Monitoring Campaign Performance

Track open rates, response rates, and engagement for each campaign and each message within a sequence. This data shows you which messages resonate and which need adjustment. Over time, you build a library of proven outreach templates that consistently generate candidate engagement.

How Do I Track My Recruiting Performance and Analytics?

The HiredAI analytics dashboard provides real-time visibility into your recruiting metrics. Accessible from your main dashboard, analytics help you identify what is working, where bottlenecks exist, and how to improve your process continuously.

Key Metrics Tracked

  • Time-to-hire: The average number of days from job posting to accepted offer, broken down by role and source
  • Applicants per job: Volume of applications received for each posting, helping you assess whether your job descriptions and distribution are effective
  • Source effectiveness: Which channels — HiredGPT, job board, career page, campaigns, referrals — produce the most qualified candidates and the best conversion rates
  • Pipeline velocity: How quickly candidates move through each ATS stage, highlighting where delays occur
  • Candidate quality scores: AI-generated quality indicators that track whether your screening criteria are producing strong shortlists
  • Campaign engagement: Open rates, response rates, and conversion metrics for your outreach sequences

Using Analytics to Improve

Data-driven recruiting consistently outperforms intuition-based approaches. Review your analytics weekly to spot patterns. If time-to-hire is high for a specific role, check where candidates stall in the pipeline. If a particular source generates high volume but low quality, redirect your efforts toward higher-converting channels. Small adjustments based on real data compound into significant performance improvements over time.

How Do I Set Up a Branded Company Career Page?

Every HiredAI account includes access to a branded company career page — a professional, customizable hub where candidates can learn about your organization and browse open positions.

Why a Career Page Matters

Candidates who discover your roles on third-party job boards often visit your company’s own career page before applying. A professional, well-designed career page reinforces your employer brand and gives you control over the candidate’s first impression. In 2026, where employer stability and culture are top candidate concerns, a strong career page differentiates you from competitors who rely solely on job board listings.

Setting Up Your Page

Navigate to your company settings and customize your career page with your logo, brand colors, company description, team photos, and culture highlights. All active job postings automatically appear on your career page and update in real time as you add or close positions.

Share your career page link on your website, social media profiles, and email signatures to drive traffic directly to your branded hiring experience rather than to generic job boards where you compete for attention.

What Is Included in Each HiredAI Plan?

Every HiredAI plan includes the full platform — there are no locked features or hidden upsells. The difference between plans is volume (job postings and daily HiredGPT views), not capability.

FeatureFree ($0)Basic ($19.99/mo)Pro ($39/mo)Unlimited ($95/mo)
Job Postings16/month20/monthUnlimited
HiredGPT Profile ViewsLimited10/day20/day35/day
AI-Powered ATS✓✓✓✓
Candidate Database Search✓✓✓✓
Campaign Automation✓✓✓✓
Recruiting Analytics✓✓✓✓
Branded Career Page✓✓✓✓
Credit Card RequiredNoYesYesYes

Start with the Free plan and upgrade whenever your hiring volume requires it. All upgrades and downgrades take effect immediately with no long-term contracts.

Help for Job Seekers: How Do I Use HiredAI to Find a Job?

HiredAI is not only a recruiting platform — it is also a comprehensive job search tool for candidates. Here is how to use the platform to accelerate your job search.

Create and Optimize Your Profile

Register for a free account and build your candidate profile at the profile page. Include your full work history, skills, education, certifications, and a professional summary. Your profile is what recruiters see when they search for candidates — a complete, keyword-rich profile surfaces in more searches and generates more interview invitations.

Use the profile editor to update your information anytime. In the current market, keeping your profile current with your latest skills and experiences is critical since recruiters are increasingly using AI tools that match candidates to roles based on profile completeness and relevance.

Search and Apply for Jobs

Browse open positions on the HiredAI jobs page. Filter by industry, location, job type, and salary range. For location-specific searches, the local jobs near me tool finds openings in your geographic area. You can also explore current job openings across all categories and view companies that are actively hiring.

Set Up Auto-Apply

The auto-apply feature automatically submits your application to new jobs matching your profile criteria. This keeps your pipeline active even when you are not manually searching — valuable in a slow market where new listings may appear at any time. Set your preferences once and let the system work in the background.

Track Your Job Search Performance

The statistics dashboard shows you how many applications you have submitted, which are generating responses, and where you stand in various hiring processes. Use this data to refine your approach — if a particular role type is not converting to interviews, adjust your profile or targeting.

Manage Your Interviews

The interview tracker organizes your upcoming and completed interviews in one place. Track dates, companies, follow-up tasks, and outcomes so you maintain a professional, organized approach throughout your search.

Additional Job Seeker Resources

  • Career tools and resources hub — guides, tips, and strategies for your search
  • HiredAI blog — latest insights on the job market, resume tips, and interview preparation
  • Articles — in-depth analysis on hiring trends and career development
  • News — latest updates from HiredAI and the broader job market
  • User guide — detailed platform instructions
  • Help center — tutorials, walkthroughs, and support resources
  • FAQs — answers to common questions

Troubleshooting and Frequently Asked Questions

I forgot my password. How do I reset it?

Visit the password reset page, enter your registered email address, and follow the instructions in the reset email. If you do not receive the email within a few minutes, check your spam or junk folder.

My job posting is not showing up. What should I do?

Ensure your posting is set to “Active” status in your ATS. Jobs in draft mode or paused status are not visible to candidates. Also verify that your plan supports the number of active postings you are trying to maintain — the Free plan supports 1 active job, Basic supports 6, Pro supports 20, and Unlimited has no cap.

How do I upgrade or change my plan?

Navigate to your account settings from the dashboard and select the plan you want to move to. Upgrades take effect immediately, giving you instant access to higher posting limits and more daily HiredGPT views. There are no long-term contracts — you can change plans monthly.

Can I use HiredAI on my phone or tablet?

Yes. The HiredAI platform is fully responsive and works on mobile browsers. You can post jobs, review candidates, manage your ATS, and check analytics from any device.

How do I contact support?

For personalized assistance, you can book a live demo and support session with the HiredAI team. For self-service help, visit the help center, browse the user guide, or check the FAQ page.

Is my data secure?

HiredAI takes data security seriously. The platform uses encrypted connections, secure authentication, and follows industry best practices for protecting both recruiter and candidate information. Your candidate database, communications, and analytics are private to your account.

Can I cancel my subscription at any time?

Yes. All paid plans are month-to-month with no cancellation fees or long-term commitments. If you cancel, your account reverts to the Free plan with 1 active job posting, and your candidate database and ATS history are preserved.

Need More Help?

This manual covers the core features of the HiredAI platform. For additional guidance, explore these resources:

Create your free account now and start hiring smarter today.

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