Key Concepts

Understanding how Vitae.ai models its data makes the API easier to work with.

Professionals

A Professional is a candidate or talent record. It includes identity, contact info, work history, skills, location, and any attached media (documents, videos, audios). Professionals can be linked to job applications and matched against open roles. Each professional can have public profile links for sharing externally.

Companies & Clients

A Company is an employer in your system. A Client is a relationship between your agency and a company — tracking the business context, contacts, and active roles. The same company can exist as both a sourced employer entity and a client you have a relationship with. Clients support custom branding and domain verification for white-label careers pages.

Contacts

A Contact is a person associated with a client or company. Contacts have enrichable company data, exportable records, and can be tagged across campaigns and prospect lists.

Jobs

A Job is an open position linked to a company. Jobs have requirements (skills, location, experience level) that the AI matching engine uses to score candidates. Jobs include ATS kanban boards with customizable pipeline stages, screening questions, interview question templates, and scoring rubrics.

Applications

An Application links a Professional to a Job. It tracks the stage of the hiring process via stage transitions, screening answers, feedback, documents submitted, and any communications.

Matches

A Match is an AI-generated candidate-to-job pairing with a scored fit assessment. Matches power the recommendation engine — the platform automatically surfaces relevant candidates for open roles. Jobs have configurable minimum scores to filter match quality.

Campaigns

A Campaign is a coordinated outreach effort targeting a set of contacts. Campaigns support email steps (multi-step, time-delayed workflows), LinkedIn messages, and LinkedIn connection invites for automated multi-channel outreach. Each campaign has configurable settings, contact lists, and lifecycle states (draft, active, paused, completed). A reply from a recipient stops their remaining steps, and unsubscribes are enforced against an organization-wide suppression list.

In the app, campaigns live in the Multi-Channel Outreach module. They were previously called Sequences and lived under Automation; the API keeps its campaigns naming.

Nurture sequences

A Nurture sequence is candidate-keyed outreach attached to a talent pool, used to keep candidates warm over time rather than to work a one-off audience. Steps are emails or LinkedIn messages, each with a delay in days, and a reply stops the remaining steps. Campaigns and nurture sequences run on the same send engine.

Workflows

A Workflow is a reusable automation sequence. Workflows can be triggered manually or by events to execute multi-step processes.

Searches

Candidate searches use AI-powered sourcing to find professionals matching a prompt or filter criteria. Searches support Sales Navigator URL imports, manual filters, and iterative refinement, and each run is kept as a version. A search that is set up but never run is kept as a draft. Client searches and job searches discover new business opportunities. Results can be saved to shortlists (organization-wide, with creator attribution; pools/candidates in the API) or prospect lists for ongoing management.

Notes & Activities

Notes are freeform records attached to contacts. The activity feed captures events across the system — application changes, email sends, LinkedIn messages, and more.

Templates

Message templates and text templates are reusable content blocks for outreach. They support variable interpolation for personalized communication across campaigns and manual sends.

Agent

The AI Agent is an autonomous assistant that handles background tasks — client prospecting, search refinement, candidate evaluation, and more. Users interact with the agent through threads (conversations with history) and a streaming chat interface. Agent actions that require human review surface as approvals.

Inbox

The Inbox is a unified review queue for agent findings, client prospects, and items requiring action. Inbox items support actions like converting a prospect to a client, dismissing, or refining a search.

Notifications

Notifications surface system events — application status changes, new matches, campaign completions, and agent approvals. They have read/unread state and can be archived.

Agencies & Organizations

An Agency is the top-level business entity. An Organization is the account-level container for settings, board configurations, and team structure. Multi-agency setups are supported.

Skills

The Skills taxonomy is a searchable database of professional competencies used for job requirements, candidate profiles, and match scoring.

Subscriptions

Subscriptions manage billing plans, usage tracking, and checkout flows via Stripe integration.

Modules and add-ons

A module is a product surface an organization can switch on, managed under Settings > Organization > Modules. Most are enabled by default (ATS, CRM, Talent CRM, Sourcing, Multi-Channel Outreach, Reports, Automation, Agent), and some are restricted to agency organizations.

Two modules are paid add-ons that carry their own monthly data-credit grant:

Organizations that had BD Signals before it became an add-on keep it at no charge; billing shows it as Included. Enabling an add-on module without an entitlement returns 402 MODULE_REQUIRED, and its routes return 403.

Data relationships

Agency / Organization
  └── Clients (Companies + relationship)
        └── Contacts
        └── Domains & Branding
  └── Professionals
        └── Applications → Jobs
        └── Matches → Jobs
        └── Skills / Education / Experience
        └── Public Profile Links
  └── Jobs
        └── ATS Kanban (stages, columns)
        └── Screening Questions
        └── Interview Question Templates
        └── Job Rubrics (scoring)
  └── Campaigns → Email Steps + LinkedIn Messages
  └── Workflows
  └── Searches → Candidate Lists / Prospect Lists
  └── Agent → Threads → Approvals
  └── Inbox Items
  └── Documents / Videos / Audios (attached to any record)
  └── Notes / Activities (attached to contacts)
  └── Notifications