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Recruiting Settings

Configure email intake, fairness settings, and pipeline stages.

Customize your ATS with email intake, fairness configuration, and pipeline management.

Recruiting Settings require Admin or Owner permissions.

recruiting settings

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Accessing Settings

Navigate to Recruiting > Settings (/recruiting/settings).

Email Intake Settings

What Is Email Intake?

Email Intake allows candidates to apply by sending their resume to a special email address.

Setting Up Email Intake

  1. Go to Recruiting Settings > Email Intake
  2. Configure:
SettingDescription
Inbound AddressUnique email for applications (e.g., apply-yourcompany@workestra.app)
Default JobWhere applications go if no job specified
Auto-processAutomatically parse and create candidates
SecretVerification code for security
  1. Save settings
  2. Share the address with candidates

How Candidates Use It

Candidates can email their resume to:

apply-yourcompany@workestra.app

Email format:

To: apply-yourcompany@workestra.app
Subject: Application for Marketing Manager

Hi,

Please find my resume attached.

Best,
Jane Doe

Attachments:

  • Resume (PDF, DOC, DOCX)
  • Cover letter (optional)
  • Portfolio (optional)

Email Processing

When an email arrives:

  1. System extracts attachments
  2. Parses resume using OCR
  3. Creates candidate record
  4. Associates with job (from subject or default)
  5. AI screens the candidate
  6. Recruiter is notified

Include the job title in the email subject for automatic job matching.

Auto-Processing Options

OptionBehavior
Full Auto — Create candidate and screen immediately
Review First — Queue for manual review before creating
Notification Only — Alert only, no automatic action

Security

Protect your intake email:

  • Keep address semi-private (don't post publicly)
  • Use the secret verification
  • Monitor for spam
  • Rotate address if abused

Fairness Settings

Configuring Fairness Mode

Enable and customize bias reduction:

  1. Go to Recruiting Settings > Fairness
  2. Toggle Enable Fairness Mode
  3. Select redacted fields:
    • Name
    • Age/DOB
    • Location
    • Education institution
    • Photo
  4. Save

Audit Log Configuration

Configure what gets logged:

SettingDescription
Log all screeningsRecord every AI screening
Log human overridesWhen humans change AI scores
Log final decisionsHire/reject decisions
Retention periodHow long to keep logs

Compliance Mode

Enhanced logging for regulated industries:

  • Detailed decision trails
  • Automated compliance reports
  • Export for audits
  • Legal hold capabilities

Pipeline Stages

Default Pipeline

The standard 7-stage pipeline:

StagePurpose
NewJust applied
ScreeningInitial review
InterviewActive interviews
OfferOffer extended
HiredAccepted and hired
RejectedNot moving forward
WithdrawnCandidate withdrew

Customizing Stages

The default 7-stage pipeline is fixed in the current version. Custom stages coming soon.

Stage Settings

Configure each stage:

SettingDescription
Automated emailsSend templates on entry/exit
Required fieldsMust complete before advancing
SLA targetDays allowed in stage
NotificationsWho to notify on entry

AI Configuration

Per-Job AI Settings

Override global AI settings per job:

  1. Open job details
  2. Go to AI Agent tab
  3. Configure:
    • AI model to use
    • Temperature (creativity vs consistency)
    • System prompt customization
    • Required skills weighting

Global AI Settings

Link to workspace AI settings:

  • Provider selection (OpenAI, Moonshot, etc.)
  • API key management
  • Feature toggles

See AI Configuration for details.

Email Templates

Recruiting-Specific Templates

Create templates for:

TemplateUse Case
Application receivedAuto-reply to applicants
Screening inviteRequest phone screen
Interview inviteSchedule interviews
Offer letterExtend job offer
RejectionPolitely decline
Keep in touchNurture silver medalists

Template Variables

Available in recruiting templates:

VariableDescription
{{candidate.first_name}}Candidate's first name
{{candidate.last_name}}Candidate's last name
{{job.title}}Job title
{{job.department}}Department
{{interviewer.name}}Interviewer's name
{{interview.date}}Scheduled date
{{offer.salary}}Offered salary
{{offer.start_date}}Proposed start date

Career Page

Public Jobs Portal

Configure your public job listings:

  1. Go to Recruiting Settings > Career Page
  2. Customize:
    • Company branding
    • Header image
    • Welcome message
    • Application instructions

URL

Your career page is available at:

https://your-workspace.workestra.app/careers

Job Visibility

Control which jobs appear publicly:

VisibilityDescription
PublicListed on career page
InternalTeam-only access
ConfidentialInvitation only

Integration Settings

Job Boards

Post to external boards:

  • LinkedIn
  • Indeed
  • Glassdoor
  • ZipRecruiter

Configure API connections in Integrations.

Calendar Integration

For interview scheduling:

  • Google Calendar
  • Microsoft Outlook
  • Calendly

Video Interview

Integrate video platforms:

  • Zoom
  • Microsoft Teams
  • Google Meet

Notification Settings

Recruiter Notifications

Notify team members when:

EventDefault Recipients
New applicationJob owner
Candidate advancesHiring manager
Interview scheduledAll interviewers
Offer extendedHR + hiring manager
Reference completedRecruiter

Candidate Notifications

Auto-send emails for:

  • Application received
  • Status changes
  • Interview reminders
  • Offer/ rejection

Configuring Notifications

  1. Go to Recruiting Settings > Notifications
  2. Toggle events on/off
  3. Customize recipients
  4. Set notification methods (email, in-app)

Data Retention

Candidate Data

Configure retention policies:

SettingDefaultDescription
Active candidatesForeverUntil manually deleted
Rejected candidates2 yearsThen anonymized
Withdrawn candidates1 yearThen deleted
Audit logs3 yearsCompliance requirement

GDPR Compliance

Auto-delete on request:

  • Candidate deletion requests
  • Data export capability
  • Consent tracking

Import/Export

Importing Candidates

Bulk import via CSV:

  1. Go to Recruiting Settings > Import
  2. Download template
  3. Fill with candidate data
  4. Upload file
  5. Map fields
  6. Import

Exporting Data

Export candidate data:

  • CSV for analysis
  • PDF for records
  • JSON for API integration

Next Steps

Bias & Fairness

Configure fairness mode, audit AI decisions, and ensure equitable hiring.

Projects

Plan, track, and deliver work — with cycles, automations, capacity planning, time tracking, budgets, and AI-powered forecasting.

On this page

Accessing SettingsEmail Intake SettingsWhat Is Email Intake?Setting Up Email IntakeHow Candidates Use ItEmail ProcessingAuto-Processing OptionsSecurityFairness SettingsConfiguring Fairness ModeAudit Log ConfigurationCompliance ModePipeline StagesDefault PipelineCustomizing StagesStage SettingsAI ConfigurationPer-Job AI SettingsGlobal AI SettingsEmail TemplatesRecruiting-Specific TemplatesTemplate VariablesCareer PagePublic Jobs PortalURLJob VisibilityIntegration SettingsJob BoardsCalendar IntegrationVideo InterviewNotification SettingsRecruiter NotificationsCandidate NotificationsConfiguring NotificationsData RetentionCandidate DataGDPR ComplianceImport/ExportImporting CandidatesExporting DataNext Steps