ATS & Pipeline

This guide walks you through the five core tasks you will use every day in the Vitae ATS: creating a job, adding candidates to it, moving candidates through the pipeline, setting up screening and interview questions, and viewing AI-matched candidates.

How do I create a job?

1. In the left navigation, go to Jobs (under the ATS section).
2. In the top-right area of the Jobs page, click the Job button (the one with a plus icon).
3. The Create a new job screen opens. Fill in:
   • Job Title (required) — type the role name, for example “Senior React Developer”.
   • Job Description (optional) — paste a brief summary, or leave it blank if you want AI to draft it.
   • Workplace Type — select Remote, Hybrid, or On-Site.
   • Location — search for a city or country.
4. Choose how to proceed:
   • Click Generate to let Vitae’s AI draft the full job post from your title and description. This takes 5–10 seconds.
   • Or click Skip AI - fill manually to go straight to the form.
5. You land on the Review & publish screen. The form is organised into collapsible sections:
   • Job Details — Job Title, Job Category, Job Type, Job Description, Workplace Type, Location, About Us.
   • Skills & Experience — Years of Experience, Seniority Level, Skills (type a skill and press Enter to add it).
   • Salary — toggle Show salary on job page to reveal Frequency, Currency, Min, and Max fields.
   • Interview Questions — attach question sets (see the question setup section below).
6. When everything looks correct, click Post Job in the bottom-right corner. You will see “Job Post successfully created!” and land on the job detail page.

Tip: While on the Jobs list you can switch between a table view (List) and a kanban-style board (Board) using the toggle buttons in the top-right corner. The Board groups jobs by their candidate pipeline progress across columns: Jobs without candidates, New Candidates, Interested, Shortlisted, Interview, and Offer / Hired.

How do I add candidates to a job?

There are two entry points.

From the Candidates page (recommended for existing talent)

1. Go to Candidates in the left navigation.
2. Find the person in the table. Click the row actions menu (three dots) and select Assign to job.
3. An assignment modal opens — pick the job and confirm.

From the job’s pipeline board (add directly into a stage)

1. Open a job and make sure you are on the Applicants tab.
2. Switch to Board view using the toggle at the top of the tab.
3. In any pipeline column, click the person icon or “Add candidate” control in that column’s header to open the Add candidate to [column name] dialog.
4. The dialog has two modes:
   • Existing — search your ATS by name, title, or email and click a result to add them instantly.
   • New — create a brand-new ATS record by filling in Candidate name (required), Email, and Phone, then clicking Create and add.
5. The candidate appears as a card in that column immediately.

Importing CVs in bulk

1. From the Candidates page, click the upload icon (tooltip reads Import CVs) in the top-right toolbar.
2. Follow the import wizard on the Import page. After import, candidates are visible in the Candidates list and can be assigned to jobs from there.

How do I move a candidate through the pipeline stages?

The pipeline board uses a drag-and-drop Kanban layout. The built-in stages, left to right, are:

1. Applicants — everyone who has applied or been added to the job.
2. Interested — candidates the team wants to pursue.
3. Shortlisted — candidates under active consideration.
4. Interview Scheduled — an interview has been booked.
5. Interviewed — the interview has taken place.
6. Hired — the candidate has been offered and accepted.
7. Rejected — candidates who are no longer being considered.

To move a single candidate:

1. Open the job and go to the Applicants tab in Board view.
2. Grab the candidate card and drag it to the target column. Release to drop.
3. A notification confirms the move — for example, “Candidate [name] added to shortlist!” or “Interview scheduled for [name]!”.

To move multiple candidates at once:

1. Select candidates by checking their cards (checkboxes appear in multi-select mode).
2. A selection action bar appears. Use the bulk-move options available there (for example, move selected to Rejected).

To add a custom column:

1. While in Board view, click Add Column (the dashed column slot that appears before the Rejected column).
2. Enter a Column name and optionally pick an accent colour, then click Add Column.
3. Custom columns can later be renamed, recoloured (via Edit column), archived (Archive column), or restored from the Archived columns list — all accessible through each column’s header menu.

How do I set up screening / interview questions?

Creating a reusable question set

1. Go to Question Sets in the left navigation (under the ATS section).
2. Click Question Set in the top-right area of the page.
3. The Create question set dialog opens. Fill in:
   • Workflow — choose Interview, Video interview, or Screening from the dropdown.
   • Role or context — describe the role or interview type (for example, “Senior React Developer, recruiter screen”).
4. Click Generate to have AI draft the questions, or click Manual to start with a blank set and write each question yourself.
5. The new set is saved and appears in the Question Sets table.
6. You can click the set name to open the editor, then add, edit, reorder (drag), or delete individual questions.

Attaching question sets to a specific job

Question sets are attached during job creation or when editing a job’s Review & publish form. In the Interview Questions section you will find three pickers:

• Interview question set — loaded into candidate interviews created from this job.
• Screening question set — asked when candidates apply, to filter applicants early.
• Video interview question set — used for asynchronous video interview requests.

For each picker, select an existing set from the dropdown. You can also click the Generate button next to any picker to have AI create a new set on the spot from the current job title and description — it will be automatically attached.

How do I see best-match candidates?

Vitae AI scores every candidate in your talent pool against the job requirements and ranks them by fit percentage.

1. Open the relevant job.
2. Click the Best matches tab (the tab with a magnifying glass icon) at the top of the job detail page.
3. If matching has not run yet, you will see a “Candidate matching is queued” notice. Click Start Matching to trigger it. Matching typically takes a few minutes; you will receive a notification when it completes.
4. Once complete, the table lists candidates ranked by % Match score. Each row shows the candidate name and their score.
5. Use the row actions menu on any match to:
   • View Profile — opens their full profile in a new tab.
   • Add to Shortlist — moves the candidate directly into the Shortlisted column on the pipeline board.
   • Find Similar — searches for other candidates with a similar profile.
   • Show Details — opens a reasoning panel explaining why the AI scored them that way.
   • View Report — opens the full match report page.
6. If you run matching again (for example, after updating the job description), click Run matching again and the scores will refresh.