Getting Started

This guide walks you through your first sign-in, the one-time profile setup, and a tour of the left sidebar surfaces and top header so you know where everything lives from day one.

How do I complete my profile on first sign-in?

When you sign in for the first time, Vitae takes you straight to the Create Profile screen. There is only one step.

1. The screen opens with the heading “Basic Information” and the sub-heading “Let’s start with your basic company information”.
2. Under “What best describes your organization?” (required), pick one:
   • Recruitment Agency — for firms that manage clients, candidates, and job orders on behalf of external clients.
   • Employer — for in-house hiring teams that recruit for their own company.
3. Optionally click Upload a logo to add your company logo.
4. Fill in the required fields:
   • User Name
   • Company Name
   • Email
   • Phone Number
   • Company Size
   • Recruiters (if you chose Agency) or Hiring Team Size (if you chose Employer)
   • Company Location — type in the search box to find your city or country.
5. Click Complete Profile.
6. You will see the confirmation “Profile completed successfully!” and land on the ATS dashboard, ready to go.

Tip: If you see an error message at the top of the page, check that every field marked with a red asterisk is filled in. The banner will tell you “Please fill in all required fields” if anything is missing.

What are the main areas of the app?

Vitae is organized into surfaces, each with its own section in the left sidebar. Here is what each one is for:

How do I switch between surfaces?

You have two ways to jump to a different surface.

Using the App Switcher (recommended)

1. Click the grid icon near the top-right of the header. Its tooltip reads “Switch apps”.
2. A popover opens showing all your available surfaces in a tile grid — Workspace, ATS, CRM, Reports, Automation, Agent, and Messages.
3. The tile for the surface you are currently on will be highlighted with a dark background.
4. Click any tile to navigate there immediately.

Using the left sidebar

The left sidebar changes to show the navigation items for whichever surface you are in. If a surface shows a “Back to app” link at the top of the sidebar, click it to return to your previous surface.

What is in the left sidebar for each surface?

Each surface has its own set of sidebar links. Here is a quick reference.

Workspace

• New Task, Overview, Inbox, Activity

ATS

• New Task, Overview, Inbox, Activity
• Under ATS: Candidates, Jobs, Question Sets, Interviews

CRM (agency accounts only)

• New Task, Overview, Inbox, Activity
• Under CRM: Clients, Contacts, Leads

Automation

• New Task, Overview, Inbox, Activity
• Under Agent: Skills, Discover
• Under Automation: Workflows, Sequences

Agent

• Inbox, and a Threads section listing your agent conversations. Use the + next to Threads to start a new one.

Reports

• Under Reports: Overview, Pipeline, Jobs

Messages

• Under Messages: All, Internal, Candidate, Client, LinkedIn, WhatsApp, Scheduled

Tip: The Inbox item in most surfaces can show a numeric badge when you have unread items. Keep an eye on it across surfaces so nothing slips through.

How do I use the top header?

The top header stays visible no matter which surface you are in. From left to right:

• Breadcrumb trail (left side) — shows the current surface and page, for example Workspace / Overview. This helps you stay oriented as you navigate.
• Sparkle icon (right side) — opens and closes the Ask Vitae panel. The icon turns accent-colored when the panel is open. See the section below for details.
• Grid icon — opens the App Switcher popover described above.
• User avatar — shows your initials (or a person icon). Click it to open a menu with Account settings and Sign out.

How do I get help without leaving the app?

Click the sparkle (✦) icon in the top-right corner of any page. The Ask Vitae panel slides open on the right.

1. Inside the panel, you will see two tabs: Agent and Support.
2. Click Support to switch to the support assistant.
3. Type any question — for example, “How do I add a candidate?” — and the Support agent will walk you through it step by step.
4. To start a fresh conversation at any time, click the New chat button (plus icon) in the panel header.
5. To open the agent in a full-screen view, click Open in full view (the external-link icon in the panel header).
6. Click Close agent (the X icon) or click the sparkle icon again to dismiss the panel.

Tip: The Support agent has access to all of Vitae’s help guides. If you want to talk with a real person instead, type “talk to a human” and the agent will connect you with the Vitae team.

How do I access settings?

There are two entry points to settings.

• Organization settings — click the grid icon to open the App Switcher, then click Configuration in the popover footer. This takes you to Organization Settings > General where you can manage your company profile, members, integrations, billing, and more.
• Personal settings — click your user avatar in the top-right header, then select Account settings. This takes you to your personal profile, appearance preferences, notifications, security, and account integrations.

Both settings areas include a Back to app link at the top of the sidebar to return you to the main product.

What next?

Now that you know your way around, dive into the workflows that matter most to you:

• ATS & Pipeline — create jobs, add candidates, and move them through hiring stages.
• Inbox — manage tasks and notifications across all surfaces.
• Messages — centralize candidate and client conversations.
• Workflows & Automation — set up repeatable sequences and automated operations.
• AI Agent — use the Agent surface for research and guided tasks.
• Integrations — connect your existing tools.
• Settings — configure your organization and personal preferences.
• Troubleshooting — common issues and how to fix them.