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February 23, 2026

The Complete HiredAI Recruiter Help Manual: How to Hire Top Talent Using AI-Powered Recruiting Software

Whether you are a staffing agency veteran or a hiring manager posting your first opening, this manual walks you through every feature inside HiredAI’s recruiting platform — from initial account setup to closing a hire. Bookmark this page so you can return whenever you need a quick refresher on a specific workflow.

1. Getting Started — Account Setup and Company Registration

Before you can post jobs or search candidates, you need a verified recruiter account and an affiliated company profile.

Creating Your Account

Visit the HiredAI registration page and sign up with your corporate email address (for example, yourname@company.com). Choose a strong password, complete the short registration form, and submit. HiredAI will send a verification email to your inbox within a few minutes. Click the verification link to activate your account. If the email does not appear, check your spam or junk folder, or request a new verification link from the login page.

Creating a Company Affiliation

Once verified and logged in, navigate to the Company section and enter your company details: company name, logo, website URL, and your role within the organization. Submitting this affiliation unlocks job posting, the branded job board, and the full recruiter dashboard. Think of this step as building your storefront — candidates will see your company name, logo, and branding throughout the application experience.

2. Posting a Job — Create Listings That Rank on Google

HiredAI’s job posting tool is designed for both recruiter convenience and search-engine visibility. Every listing you publish is automatically SEO-optimized, which means qualified candidates can find your opening through organic Google searches — not just through HiredAI’s internal jobs board.

Step-by-Step Job Posting

Go to Post Job from the main navigation. Fill in the required fields: job title, location type (remote, hybrid, or on-site), city and state if applicable, employment type, and department. Write a detailed job description that includes responsibilities, qualifications, required skills, and any preferred certifications. You can use HiredAI’s built-in AI description generator to draft the description for you, or write your own from scratch. Add a salary range — transparency here increases applicant volume and improves your listing’s ranking on search engines. Preview the listing to make sure everything looks accurate, then click “Deploy Job Posting” to push it live.

Your job is now visible on HiredAI’s public jobs page, your branded company job board, and Google search results. Candidates browsing local jobs near me or current job openings will also see it.

Pro Tips for High-Performing Job Posts

Use clear, searchable job titles — “Senior Software Engineer” performs better than “Code Ninja III.” Include specific keywords that candidates actually search for (programming languages, certifications, tools). Keep the description thorough but scannable. Highlight company culture, growth opportunities, and benefits to stand out from generic listings.

3. Customizing Your Branded Job Board

Every recruiter on HiredAI gets a branded company job board — a dedicated page that showcases your active openings under your own company logo, colors, and branding. This is accessible through the Companies page and acts as a professional career page you can share with candidates and link from your company website.

The branded job board automatically pulls in every active job you have posted on the platform. Candidates can browse all of your openings in one place, learn about your company, and apply directly. This feature alone replaces expensive career page builders that other recruiting platforms charge thousands of dollars for as a separate product.

To set up or update your branded board, make sure your company affiliation is complete with a high-resolution logo, an accurate company description, and a link to your website. The board updates in real time whenever you publish, edit, or archive a job.

4. Managing Applicants — From Application to Interview

Once your job is live, applications start flowing in. HiredAI gives you a centralized hub to review, sort, and act on every applicant.

Receiving Notifications

When a candidate applies, you receive an email notification and an in-app alert. To prevent inbox overload, HiredAI batches notifications after the first applicant — so you get periodic digests rather than individual emails for every submission.

Reviewing Applicant Profiles

Navigate to your Applicants tab to see everyone who has applied. Click any applicant’s name to open their full profile, which includes their work history, education, skills, contact information, and their HiredAI Match Score. The Match Score is an AI-generated rating that tells you how closely the candidate’s background aligns with the job requirements. Use the built-in filters to sort applicants by match score, application date, status, or other criteria.

Moving Candidates Through Your Pipeline

As you review applicants, update their status within the system — screening, phone interview, in-person interview, reference check, offer, or hired. This pipeline management ensures no candidate falls through the cracks, and it gives your team a clear picture of where every applicant stands at any given moment.

5. Scheduling Interviews

HiredAI includes a built-in interview scheduling tool that eliminates the back-and-forth emails that slow hiring down.

How to Schedule an Interview

From an applicant’s profile, click “Schedule Interview.” Select one or more available timeslots from the calendar. The applicant receives an email notification and an in-app alert prompting them to accept a timeslot. Once the candidate confirms, both you and the candidate receive a calendar invite with the date, time, and a virtual meeting link.

Managing Your Interview Calendar

Go to the Interviews tab to view all upcoming, in-progress, and completed interviews. Toggle between List View (a chronological rundown) and Calendar View (a visual schedule layout). Click any interview entry to join the meeting directly, view candidate details, or initiate a reschedule. If you need to change the time, navigate to the applicant’s profile and click “Reschedule Interview” — the candidate will receive a new set of timeslot options.

6. Using the ATS — Applicant Tracking System

HiredAI’s ATS is the command center for your entire recruiting operation. It goes beyond basic applicant tracking by incorporating AI-powered scoring, automated workflows, and team collaboration tools.

Dashboard Overview

When you open the ATS, you see a dashboard summarizing your active jobs, total applicants, pipeline stage distribution, and key performance metrics. This bird’s-eye view tells you immediately which roles need attention and which are on track.

Customizing Your Pipeline Stages

Every recruiting team works differently. The ATS lets you configure custom pipeline stages — for example, Screening, Phone Interview, Technical Assessment, In-Person Interview, Reference Check, and Offer. Candidates move through these stages as you update their status, giving your team a visual kanban-style workflow.

AI-Powered Candidate Scoring

The ATS automatically scores and ranks every applicant based on how well their profile matches your job requirements. Instead of manually reading through hundreds of resumes, you can focus your attention on the highest-ranked candidates first. The scoring algorithm evaluates skills, experience, education, location match, and other weighted factors.

Team Collaboration

Add team members to your ATS and assign role-based permissions. Hiring managers can leave feedback on candidates, interviewers can submit scorecards, and administrators can oversee the full pipeline. Notes and activity history are attached to each candidate record so everyone stays aligned.

Automation Rules

Set up automated actions that trigger based on candidate status changes. For example, automatically send a confirmation email when an interview is scheduled, send a rejection notification when a candidate is moved to the declined stage, or assign a follow-up task when a candidate reaches the reference check stage. These automations keep your process moving without manual intervention.

7. Sourcing Candidates — Internal and External Search

Posting a job and waiting for applicants is just one approach. HiredAI gives you two powerful proactive sourcing tools to go out and find candidates before they ever apply.

Internal Candidate Search

The Candidate Search tool lets you search HiredAI’s internal database of pre-qualified, active job seekers. These are candidates who have created profiles, uploaded resumes, and indicated they are open to new opportunities. Use filters for job title, skills, certifications, location, salary expectations, and remote-work preferences to narrow results. When you find a strong match, you can view their full profile, leave a note, or invite them to apply for your open role.

External Candidate Search with HiredGPT

HiredGPT is HiredAI’s AI-powered search engine that gives you access to over 750 million candidate profiles from external databases. This is where you find passive candidates — talented professionals who are not actively job hunting but whose skills and experience make them ideal for your opening.

HiredGPT understands natural language. Instead of complicated boolean strings, you type queries like “cybersecurity analyst in Virginia with CISSP certification and 5+ years experience” or “bilingual marketing manager in Miami with SaaS background.” The AI interprets your intent, searches the massive external database, and returns ranked results with enriched profile data including work history, skills, education, and contact information.

From the HiredGPT results, you can quickly send a candidate to your ATS, leave notes on their profile, or add them directly to an email campaign for outreach. This seamless connection between sourcing and engagement is one of the features that sets HiredAI apart from traditional recruiting platforms.

8. Your Personal Candidate Database

Every candidate you interact with on HiredAI — whether they applied to your job, you sourced them through HiredGPT, or you added them from an external search — is stored permanently in your personal dashboard.

Think of this as your private talent vault. Over time, it becomes an incredibly valuable asset because it contains every candidate relationship you have ever built on the platform. You can search, filter, and tag candidates in your personal database. Add custom notes to any record. Track when you last contacted someone, what stage they reached, and which jobs they were considered for.

When a new role opens up, your personal database is the first place to look. You may already have the perfect candidate sitting in your vault from a previous search, saving you days of sourcing work.

9. Automated Email Campaigns — Scale Your Outreach

One of HiredAI’s most powerful features is the automated email campaign system, available through the Campaigns Dashboard. This tool lets you run targeted email outreach to sourced candidates at scale — without manually writing and sending individual messages.

How Email Campaigns Work

After you source candidates through HiredGPT or the internal search, HiredAI automatically captures their email addresses and makes them available for campaign enrollment. Navigate to the Campaigns Dashboard and click to create a new campaign. Define your target audience, select or customize your email templates, write your messaging, and set the delivery schedule.

Campaign Creation and Customization

The campaign creation interface lets you build multi-step email sequences. A typical campaign might include an initial outreach email introducing the opportunity, a follow-up email two days later highlighting company culture and benefits, and a final touchpoint a few days after that with a direct call-to-action to apply or schedule a call. You can customize every email in the sequence — the subject line, body copy, personalization tokens (candidate name, job title, company name), and send timing.

Automated Delivery and Follow-Ups

Once you launch a campaign, HiredAI handles everything automatically. Emails go out on your defined schedule, follow-ups trigger based on candidate behavior (opens, clicks, replies), and the system respects opt-out requests and anti-spam compliance (CAN-SPAM and GDPR). You do not need to babysit the campaign — it runs in the background while you focus on interviewing and closing candidates.

Tracking Campaign Performance

The Campaigns Dashboard provides real-time analytics for every active campaign: delivery rates, open rates, click-through rates, reply rates, and candidate conversion metrics. Use these insights to refine your messaging, adjust your send schedule, and improve response rates over time. You can also view campaign performance alongside your broader recruiting analytics on your recruiter statistics dashboard.

Email Campaign Pricing

The automated email campaign feature is available as an add-on subscription at $19.99 per month. This includes unlimited campaigns, unlimited email sequences, full analytics, and integration with every other tool in the HiredAI platform.

10. Recruiting Analytics and Performance Tracking

Data-driven recruiting is better recruiting. HiredAI gives you a full analytics suite to measure what is working, what is not, and where to focus your energy.

Your recruiter statistics dashboard tracks key metrics including time-to-hire, cost-per-hire, source effectiveness (which channels produce your best candidates), pipeline conversion rates (how many candidates move from application to interview to offer), offer acceptance rates, and diversity-related statistics. If you are running email campaigns, you can see exactly which campaigns are driving the most engaged candidates.

Use these insights to make smarter decisions: double down on sources that produce quality hires, adjust job descriptions that are not attracting enough applicants, and optimize your interview process to reduce drop-off.

11. Hiring a Candidate and Archiving the Job

When you have found the right person, closing the loop in HiredAI is straightforward.

Marking a Candidate as Hired

From the interview page or the candidate’s profile in the ATS, click “Mark as Hired.” Both you and the candidate receive a confirmation notification. The notification informs the candidate that HR will follow up with next steps such as the offer letter and onboarding details.

Archiving a Completed Job

Once the position is filled, go to Manage and then My Jobs, select the job, click “Edit,” scroll to the bottom, and click “Mark Filled.” The job moves to your Archives tab, where it remains accessible for historical reference. You can view archived jobs, their applicants, interview records, and all associated data at any time. If a similar role opens in the future, you can reference the archived listing to jumpstart your new search — or even reactivate it.

12. Mobile Recruiting — Hire From Anywhere

HiredAI’s full platform is mobile-responsive, meaning you can manage your entire recruiting workflow from your phone or tablet. Review applicants during your commute, schedule interviews between meetings, respond to campaign replies in real time, and check your analytics dashboard from anywhere. Push notifications keep you informed of urgent actions like new high-match applicants or confirmed interview times.

13. Getting Help and Additional Resources

HiredAI provides multiple resources to support you beyond this manual.

The Help Center contains detailed how-to articles and troubleshooting guides for every feature on the platform. The User Guide offers a condensed walkthrough for both recruiters and job seekers. The Getting Started for Recruiters page includes video tutorials covering job posting, ATS usage, candidate sourcing, and HiredGPT. For a personalized walkthrough, you can schedule a live demo with the HiredAI support team.

Stay current with recruiting industry trends and platform updates through the HiredAI Blog, News page, Press Releases, and Articles section. If you have questions not covered here, visit the FAQ page or reach out through the Contact page.

Quick Reference — Key Recruiter Links

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