Using the AI Agent (Ask Vitae)

Ask Vitae is the built-in AI assistant for your recruiting workspace. It lives in every page of the app as a slide-out panel on the right side of the screen, and it is also available as a full-page experience. This guide explains what it can do and how to get the most out of it.

How do I open the AI agent?

There are two ways to open Ask Vitae.

From any page in the app — the quick-access panel

1. Look at the top-right corner of the screen for the sparkle icon ( a small four-pointed star ).
2. Click it once. A panel slides in from the right side of the screen with the heading Ask Vitae and a sub-label that reads either Workspace agent or Support agent depending on which tab was last active.
3. To close the panel, click the sparkle icon again, or click the X button inside the panel header.

From the full-page agent view

1. Inside the panel header, click the small Open in full view button (it shows an arrow-pointing-out icon) to expand the agent into its own dedicated page at /agent.
2. You can also navigate directly to Agent in the left sidebar.
3. On the full-page view the conversation takes up the whole screen, and your thread history is listed in the left navigation under the heading Threads. Click New thread (the + icon next to the heading) to start a fresh conversation.

Starting a new chat inside the panel

Click the + (New chat) button in the panel header at any time to clear the current conversation and begin a new one.

What is the difference between the Agent tab and the Support tab?

The panel contains a two-button toggle near the top. The two options are:

• Agent — the Workspace agent. Use this for anything related to your recruiting work: candidates, jobs, clients, pipeline stages, interviews, automations, and workflows. The agent can read information immediately and propose write actions (which you approve before they take effect).

• Support — the Support agent. Use this for questions about how Vitae works: setup, onboarding, troubleshooting a feature that is not working, or getting product help. The Support agent draws on Vitae documentation. If your question falls outside what the docs cover, it can collect details and notify the Vitae team on your behalf.

Switching tabs starts a new conversation automatically. The active tab is shown in the Ask Vitae panel header as either Workspace agent or Support agent.

What can the agent do, and how do I ask for actions?

Workspace agent capabilities

When you are on the Agent tab, Ask Vitae can:

• Search candidates, jobs, clients, and pipeline stages (these run immediately — no approval needed).
• Tell you which candidates have gone stalled in the pipeline.
• Help you source candidates for an open role.
• Identify which jobs need attention right now.
• Set up automated follow-ups for candidates.
• Propose changes to jobs, candidates, clients, pipeline stages, workflows, and automations — these require your approval before anything is saved.

How to ask

Type your question or request into the text box at the bottom of the panel. The placeholder reads: Ask about candidates, jobs, clients, pipeline, workflows… Press Enter (or click the send button, the upward-arrow icon) to send.

When the chat is empty, a row of quick-start chips appears above the text box. Clicking one sends that prompt immediately:

Voice input

If voice input is enabled for your account, the microphone icon appears in the text box when the input is empty. Click it to record your question, then click the stop button. The audio is transcribed and placed into the text box, ready to send.

Choice cards and form cards

Sometimes the agent presents a set of labelled option buttons to choose from, or an inline form with labelled fields and a Send response button. Click your choice or fill in the form to continue the conversation. Once submitted, the card shows a check mark and the label Selected or submitted.

How do I approve or reject an action the agent proposes?

Whenever the agent wants to make a change to your workspace data — such as creating a job, moving a candidate to a different pipeline stage, updating a client, or creating an automation — it pauses and shows an approval card before doing anything.

The approval card has an amber background and displays:

1. A summary of what the agent is proposing to do (for example: Create job draft: Senior Engineer).
2. A preview of the key details (job title, stage, candidate name, and so on).
3. The message: Waiting for approval before changing workspace data.

Two buttons are shown:

• Approve — confirms the action and allows the agent to proceed.
• Decline — cancels the action. Nothing in your workspace is changed.

Approval cards remain visible in the conversation until you act on them. You can scroll up to find an earlier card if it has moved off screen.

How do I pin or archive a conversation?

Pinning a thread

Pinned threads stay at the top of your thread list so you can find them quickly.

1. In the left sidebar, find the conversation you want to pin under the Threads heading.
2. Hover over the thread name to reveal its action menu.
3. Click Pin. The thread title will show a Pinned badge.
4. To unpin, repeat the same steps and click Unpin.

You can also ask the Workspace agent directly: “Pin this conversation” and it will do it for you.

Archiving a thread

Archived threads are removed from your active thread list and stored in your personal archive.

1. In the left sidebar, hover over the thread you want to archive.
2. Click Archive from its action menu.
3. The thread disappears from the active list.

To see your archived conversations or restore one:

1. Open Settings from the user menu.
2. Under the Personal section, click Archive.
3. You will see a list of all archived agent and sourcing conversations.
4. Click Unarchive next to any thread to return it to your active list.

You can also ask the Workspace agent: “Archive this conversation”.

How do I reach a human when I need Vitae support?

Switch to the Support tab in the agent panel. The Support agent handles setup, troubleshooting, and product questions using Vitae documentation. When the answer is not covered, or when you want to speak directly with the team, type one of these phrases:

• “talk to a human”
• “contact Vitae support”

The agent will collect any relevant details from you and then send a notification to the Vitae team. Once your request has been submitted, a confirmation card appears in the chat with the label Vitae team notified (or Request logged for the Vitae team if the channel is not yet configured). The card includes a reference number you can quote in any follow-up.

You can also click the quick-start chip labelled Escalate on the empty Support chat screen — it sends the prompt “I need to contact Vitae support about this issue” automatically.