For Recruitment Agencies & Organisations

1. Create Your Organisation Account

To get started, you'll need to have an organisation account created. Fill out the form below with your organisation details and we'll set up your account. Once your organisation is set up, you'll receive an invitation to join.

Note: Once we receive your request, we'll review it and set up your organisation account. You'll then receive an invitation email at the contact email address you provided with instructions to access your dashboard.

2. Accept Your Team Invitation

When you're invited to join an organisation, you'll receive an email invitation. Click the link in the email to:

1. Set up your account password
2. Complete your profile information
3. Access the organisation dashboard

3. Access the Agency Dashboard

Once logged in, you'll be automatically redirected to the Agency Dashboard. Here you can:

• View organisation statistics and usage
• See recent candidates and activity
• Quick access to all organisation features

Inviting Candidates

To invite a candidate to create their CV:

1. Navigate to Candidates in the main menu
2. Click "Invite Candidate"
3. Enter the candidate's email address
4. Optionally add a personal message
5. Click "Send Invitation"

The candidate will receive an email with a link to create their account and start building their CV.

Viewing Candidate CVs

Once a candidate has created their CV, you can:

• View their CV directly from the Candidates page
• Access their online CV link to view the live version
• Download their CV as a PDF
• See which CV variant they're using (candidates can create multiple CV versions for different applications)
• Check CV visibility settings (private, organisation-only, or public)

Candidate Self-Registration

If enabled in your organisation settings, candidates can register themselves using your organisation's registration link. You can:

• Enable/disable self-registration in Settings
• Require approval for self-registered candidates
• Set default CV visibility for new candidates

Searching and Filtering

The Candidates page includes powerful search and filter options:

• Search by candidate name or email
• Filter by recruiter (if you're a recruiter, see only your candidates)
• View all candidates (for admins and owners)

Team Roles

Your organisation supports different roles with varying permissions:

Inviting Team Members

Owners and Admins can invite team members:

1. Go to Team in the main menu
2. Click "Invite Team Member"
3. Enter the team member's email address
4. Select their role (Admin, Recruiter, or Viewer)
5. Optionally add a personal message
6. Click "Send Invitation"

Note: Only Owners can invite Admins. Make sure you haven't reached your team member limit.

Managing Team Members

From the Team page, you can:

• View all team members and their roles
• See when team members joined
• Change team member roles (Owners and Admins)
• Remove team members (Owners and Admins)

General Settings

Configure your organisation's basic information:

• Organisation Name: Your organisation's display name
• URL Slug: A unique identifier for your organisation's URL

Branding

Customise your organisation's branding:

• Logo: Upload your organisation logo (JPEG, PNG, GIF, or WebP, max 2MB)
• Primary Colour: Main brand colour used in candidate CVs
• Secondary Colour: Secondary brand colour for accents

These branding elements will appear in your candidates' CVs when they use your organisation's templates.

Candidate Settings

Control how candidates interact with your organisation:

• Default CV Visibility: Set the default privacy level for new candidate CVs (Private, Organisation, or Public)
• Allow Candidate Self-Registration: Enable candidates to register themselves
• Require Candidate Approval: Require approval for self-registered candidates before they can complete their CV

Custom Public Homepage

Create a fully customised public landing page for your organisation at /agency/your-slug:

• AI-Powered Template Generation: Describe your vision or link to a reference website, and AI will generate a custom HTML/CSS template
• Full HTML/CSS Control: Write your own custom HTML and CSS for complete design freedom
• Dynamic Placeholders: Use placeholders like {{organisation_name}} and {{candidate_count}} for dynamic content
• Professional Branding: Showcase your organisation with a unique public presence

Access this feature in Settings → Custom Homepage. View the full guide for detailed instructions.

Organisation AI Settings

All candidates get browser-based AI by default - no configuration needed! For organisations who want to use cloud-based AI services, you can configure them at the organisation level:

• Browser-Based AI (Default): All candidates automatically get AI features running in their browser - no setup, API keys, or configuration required
• Cloud-Based AI (Optional): Configure cloud AI services (OpenAI, Anthropic, Gemini, Grok) at the organisation level for all candidates
• Centralised Configuration: Set up cloud AI services once for your entire organisation
• Cost Management: Centralise AI API keys and settings to manage costs efficiently when using cloud services
• Automatic Access: All candidates automatically get access to AI features using your organisation's configuration (browser-based by default, cloud-based if configured)
• Priority System: Organisation cloud AI settings serve as defaults; individual candidates can override if needed

Access this feature in Settings → Organisation AI Settings. Browser-based AI works immediately - cloud AI configuration is optional.

Email Settings

Customise email communications from your organisation:

• Custom From Address: Send emails from your organisation's email address instead of the default
• Custom From Name: Set a display name for your emails (e.g., "Acme Recruiting Team")
• Professional Branding: All invitations and communications will appear from your organisation
• Better Deliverability: Emails from your domain improve deliverability and recognition

Access this feature in Settings → Email Settings. Configure your organisation's email address and display name.

Pending Candidates Tracking

Track and manage candidate invitations in one place:

• View Pending Invitations: See all candidates who have been invited but haven't accepted yet
• Expiration Dates: Track when invitations expire to follow up as needed
• Unified View: Filter candidates by status including "Pending" alongside Draft, Complete, Published, and Archived
• Easy Management: Quickly identify candidates who need follow-up

Use the "Pending" filter on the Candidates page to view all pending invitations.

Understanding Your Limits

Your organisation plan includes limits for:

• Maximum Candidates: The total number of candidates you can manage
• Maximum Team Members: The total number of team members in your organisation

You can view your current usage on the Agency Dashboard and in Settings.

Requesting Limit Increases

If you need to increase your limits:

1. Go to Settings → Request Limit Increase
2. Select whether you need to increase candidate or team member limits
3. Enter your requested new limit
4. Optionally provide a reason for the increase
5. Submit your request

A super admin will review your request and approve or deny it. You'll be notified once a decision has been made.

Viewing Request Status

In the Settings page, you can:

• See all pending limit increase requests
• View your request history
• Check the status of previous requests (Approved, Denied, or Pending)

How do I get an organisation account?

To create an organisation account, please email us at noreply@simple-job-tracker.com with details about your organisation.

Please include: Organisation name, primary contact name and email, expected number of candidates and team members, organisation type, and any specific requirements. Once we receive your request, we'll set up your organisation account and send you an invitation email.

Can I change my organisation's name or branding?

Yes! Owners and Admins can update organisation settings, including name, logo, and branding colours, from the Settings page.

What happens if I reach my candidate limit?

You'll see a notification when you're approaching your limit. You can request a limit increase from the Settings page, or contact support for assistance.

Can candidates see other candidates' CVs?

No. Candidates can only see and edit their own CV. Only your organisation's team members can view candidate CVs based on their role permissions.

How do I transfer ownership of my organisation?

Organisation owners can transfer ownership to another admin from the Settings page. This action cannot be undone, so make sure you trust the new owner.

Who can I contact for support?

For organisation account setup or support, please email noreply@simple-job-tracker.com. Include your organisation name for faster assistance.