Recruitment — User Guide

TruDriveSync Module version 1.3.0

 

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About this guide

This guide covers day-to-day use of the Recruitment module: how to advertise a role, collect applications, screen and interview candidates, and hand a new hire over to your staff records.

 

It does not cover installation or system configuration. If a menu item described here is missing from your account, it is almost always a permission setting — see Permissions at the end of this guide.

 

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Contents

1. How the module fits together

2. Finding your way around

3. First-time setup

4. Application forms (Recruitment channels)

5. Recruitment plans

6. Campaigns — your job openings

7. Assessments

8. Candidates

9. The AI fit indicator

10. Interviews

11. Scoring and evaluating candidates

12. Hiring: on-boarding a candidate

13. The candidate portal

14. The dashboard

15. Emails and notifications

16. Permissions

17. Reference: status meanings

 

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1. How the module fits together

Five things stack on top of each other. Understanding the order saves a lot of backtracking:

 

Settings hold your reusable building blocks — job positions, skills, companies, scoring criteria. ↓ An application form defines what an applicant is asked and where their answers land. ↓ A campaign is a single job opening. It picks a position, sets the requirements and dates, and attaches an application form. ↓ Candidates apply to a campaign (or you add them manually) and move through statuses as you screen them. ↓ Interviews, assessments and evaluations attach to candidates and give you something concrete to decide on.

 

A recruitment plan can sit above all of this as an approval step, if your organization requires sign-off before a role is advertised. It is optional and switched off by default.

 

The short version: set up your building blocks once, build a form, then create a campaign for every role you open.

 

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2. Finding your way around

Everything lives under Recruitment in the main sidebar:

 

 

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3. First-time setup

Go to Recruitment → Setting. There are eight tabs down the left. You do not need to complete all of them before you start, but the first three pay for themselves quickly.

Job position

Your role catalogue — Driver, Dispatcher, Fleet Technician, and so on. Every campaign is tied to a position, so add these first.

 

Each position has a name, a description, and a skills field. The description and skills are used when generating an AI fit indicator, so it is worth writing them properly rather than leaving them blank.

Evaluation criteria

The individual things an interviewer scores a candidate on — Communication, Route knowledge, Safety awareness.

 

Criteria are organised into groups. Create the group first, then add criteria to it. Grouping lets you report on, say, "Technical" separately from "Cultural fit".

Evaluation form

A scorecard, built by combining criteria and giving each one a weighting percentage. Weightings within a form should total 100.

 

An evaluation form is linked to a job position. When you interview a candidate applying for that position, this is the scorecard the interviewer sees. Without a linked form, the interviewer scorecard will tell you none is configured.

On-Boarding Process

A sequence of email steps fired when a candidate is hired and converted to a staff member. Each step has a subject, content, and a recipient — the candidate, a named staff member, or a department (which sends to the department manager).

 

Typical steps: welcome email to the new hire, equipment request to IT, payroll setup notice to Finance.

Skills

A tag list — CDL Class A, Hazmat endorsement, Forklift certified. Skills can be attached to candidates and are searchable in the candidate list.

Company list

Useful if you recruit for more than one legal entity or client company. Each company can carry a logo and file attachments. Campaigns can then be filtered by company.

Industry list

Categories for classifying companies.

Other settings

Four settings that change how the module behaves:

 

• Show recruitment plan — turns the Recruitment Plan menu and approval step on or off. Off by default.

• Candidate code prefix — the letters in front of auto-generated candidate codes.

• Next Candidate code number — the next number to be issued. Set to 1 to start over.

• Send Email welcome for New Candidate — emails candidates automatically when their record is created.

 

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4. Application forms (Recruitment channels)

A recruitment channel is a public application form. You build it once and attach it to as many campaigns as you like.

 

Recruitment channels → Add Recruitment channel. There are two tabs.

Form information

 

The Status setting is the one worth thinking about. It decides where applicants land. Most teams set this to Application so everything arrives in one place for triage. If a form is only ever shared with pre-screened people, Preliminary selection pass may suit better.

Form builder

A drag-and-drop builder. Drag field types onto the canvas, then click a field to set its label, whether it is required, and its options.

 

The builder also offers any custom fields you have created for candidates, so a field defined once is available on every form.

 

Always include name, email and phone — these map to the candidate record. Include a file upload field for a résumé; the AI fit indicator needs one, and interviewers will want it regardless.

Reusing a form

The channel list has a Duplicate action. Copy an existing form and adjust it rather than rebuilding from scratch.

 

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5. Recruitment plans

Only visible if "Show recruitment plan" is enabled in Settings → Other settings.

 

A plan is a request to open a role, submitted for approval before advertising begins. If your organisation does not need this, leave it switched off and work directly with campaigns.

 

Create a plan under Recruitment → Recruitment Plan. You specify the position, department, headcount and requirements — much the same information as a campaign.

 

Plans carry one of three states: Made/Finish, Approved, or Reject. An approver uses the Approve or Reject actions on the plan.

 

Only approved plans can be selected when creating a campaign. That is the whole point of the feature — it stops roles being advertised before they are signed off.

 

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6. Campaigns — your job openings

A campaign is one job opening. Recruitment → Campaign → New campaign.

General information

Candidate requirements

Gender, height, weight, education level and years of experience. These describe the ideal candidate and are used for filtering and AI scoring.

 

A note of caution. Several of these fields — gender, height, weight, age — relate to characteristics protected under employment law in many jurisdictions. Screening on them can create legal exposure. Use them only where there is a genuine, documented occupational requirement, and take advice if you are unsure. Leaving them blank is always safe.

Portal listing

Meta title and Meta description control how the job appears in search results and when shared on social media. If left empty, the campaign name is used.

Attachments

Attach supporting documents to a campaign — a full job spec, a location map, a benefits summary.

Campaign statuses

Planning → Processing → Finish, or Cancel at any point.

 

A campaign whose end date has passed while still in Planning or Processing is flagged Overdue automatically. That flag is calculated, not set by hand — the fix is to change the status or extend the end date.

Viewing a campaign

Clicking a campaign opens a preview showing the details, attachments and linked candidates, and lets you change its status.

 

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7. Assessments

An assessment is a short test taken by candidates as part of their application.

Building one

Recruitment → Assessments → New assessment.

 

 

A position-level link overrides a campaign-level one. If a candidate's campaign uses a position that has its own assessment, that is the assessment they get. Use position-level for a standard test every driver takes; use campaign-level for a one-off.

Question types

• Multiple choice — add options, then mark the correct one with the radio button on the left.

• True / False — mark which is correct.

• Short text answer — free typing. Enter keywords for automatic scoring: the answer is marked correct if any keyword appears in it, case-insensitively. A question with no keywords is left unscored for you to mark by hand.

 

Each question carries a point value. The final percentage is points earned divided by points available.

How candidates take it

Once an assessment is active and linked, a Take assessment button appears against that job in the candidate's Applied Jobs list on the portal.

 

Candidates see one question at a time with a progress bar, and a countdown if you set a time limit. When time runs out the assessment submits automatically. Each candidate may submit once per job.

 

After submitting, candidates see a confirmation only — scores are never shown to the candidate. Results are yours alone.

Reviewing results

Auto-scoring runs on submission. Where you have used short-text questions without keywords, review those answers and adjust the score by hand — the manual score replaces the automatic one and records who changed it.

 

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8. Candidates

Recruitment → Candidate profile is where most of your day happens.

Two views

List view is a searchable, sortable table — every field is searchable, including skills, birthday, gender, marital status and alternative contact number. Use the filters above the table to narrow by campaign, position, status or age group.

 

Kanban view shows candidates as cards in status columns, dragged from one to the next. Switch with the Switch to Kanban / Switch to list view control. Kanban shows the first four statuses by default; the rest are available through the filter.

Adding candidates

Manually — New candidate opens the full form: contact details, general information, family information, education, work experience, skills, desired salary and currency, social profiles, and a self-introduction. The candidate code is generated automatically from your settings.

 

By import — Import Candidates takes an Excel file. Download the sample file first and match its column layout exactly. Note that gender, marital status, status, skills and seniority must use the specific values shown in the on-screen guidance. Rows that fail are written to an error file you can download and correct.

 

Automatically — anyone applying through a public form or the candidate portal creates a candidate record.

Working with a candidate

Clicking a candidate opens their record, which has five tabs:

 

 

From the record you can also:

 

• Change status using the dropdown at the top

• Log a call or contact — recorded in the candidate care history with the staff member who made it

• Rate the candidate out of five stars

• Send an email directly, using your configured header and footer

• Schedule an interview

• Print to PDF — a formatted candidate summary

• Transfer to staff once hired (section 12)

Bulk actions

Select candidates with the checkboxes, then:

 

• Change status to — move several candidates at once

• Send mail — one message to everyone selected

• Print candidate — a PDF of all selected

 

Bulk status changes trigger the same candidate notification emails as individual ones. Check who you have selected before confirming.

 

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9. The AI fit indicator

The AI fit indicator tab on a candidate's record produces an advisory score from 0–100 comparing that candidate against the job they applied for.

What it needs

Three things, or it cannot run:

 

1. The candidate must be linked to a campaign. The tab will tell you if they are not.

2. The candidate must have a résumé uploaded as an attachment — PDF, DOCX, DOC, TXT or RTF.

3. AI services must be configured for your account. If they are not, contact your administrator.

Running it

Open the tab and click Generate AI fit indicator. It takes a few seconds. Re-run it any time with Re-score — useful after a candidate uploads a better résumé or completes an assessment.

What you get

• An overall score out of 100

• A breakdown across four dimensions: skills match, experience relevance, assessment performance, and communication quality

• A short summary

• Strengths and gaps

• Suggested interview questions drawn from the gaps

 

If the candidate has completed an assessment, their results feed into the score.

How to use it responsibly

This is a screening aid, not a decision. It is deliberately built to look only at job-relevant factors — skills, experience, assessment performance and written communication — and it is instructed not to consider age, gender, race, ethnicity, national origin, religion, disability or family status, and not to make hiring recommendations.

 

That said, it works from a résumé and a job description, both written by people, and it can be wrong. Treat the score as a prompt for a closer look, never as a filter that removes someone from consideration. Do not use it as the sole basis for any hiring decision. The suggested interview questions are usually the most valuable part.

 

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10. Interviews

Recruitment → Interview schedule has a list view and a calendar view.

Booking an interview

New interview schedule:

 

 

The module warns you if an interviewer is already booked at that time.

 

Pre-interview notes are shared preparation, visible to every interviewer before they walk in. Use them to divide up who covers what, or to flag something from the AI fit indicator's suggested questions.

Notifying the candidate

Tick Send notify when saving, or use Send interview schedule from the interview record afterwards. The candidate receives the date, time, location and interviewer details.

Calendar view

Interviews laid out by day, week or month — the quickest way to spot clashes and gaps.

After the interview

Open the interview and go to the Interviewer scorecard tab.

 

Each candidate on the interview gets their own scorecard, built from the evaluation form linked to the position. Score each criterion, add interviewer notes, then Save scorecard.

 

If you see a message saying no evaluation form is linked, add one under Settings → Evaluation form and link it to the position.

 

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11. Scoring and evaluating candidates

Evaluation scores appear on the candidate's Detail tab under Candidate evaluation, showing:

 

• The average weighted score

• A breakdown by criteria group

• The assessor and evaluation date

• Written feedback

 

Because criteria are weighted, the average reflects what you decided matters most. A candidate scoring well on a criterion weighted at 40% moves the number considerably more than one weighted at 5% — which is exactly the point of setting weights carefully.

 

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12. Hiring: on-boarding a candidate

When you decide to hire:

 

1. Open the candidate record.

2. Choose Transfer to staff.

3. Review the pre-filled details. A staff code is generated automatically.

4. Assign a role, which sets their permissions.

5. Confirm.

 

Three things then happen:

 

• A staff member record is created from the candidate's details

• The candidate's status changes to Transferred

• Your On-Boarding Process email steps fire

 

The candidate record stays intact — you keep the full history of how they were hired.

 

Set up your on-boarding email steps before your first hire. They only fire on transfer, and there is no way to replay them for someone already transferred.

 

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13. The candidate portal

The public side, reachable from Recruitment → Recruitment Portal. Share that address on your website and in job adverts.

Without an account

Anyone can browse and search open jobs and view full job details. Whether salary appears is controlled per campaign.

With an account

Candidates can register, log in and reset a forgotten password. Once signed in they can:

 

• Apply to jobs — including several at once. Their contact details are filled in automatically.

• Manage their profile — personal details, and uploading or replacing a résumé

• See Applied Jobs — every application and its current status, plus a Take assessment button where one is required

• See Interview Schedules — upcoming interviews

• Receive notifications — in the portal and on the desktop, when you change the status of their profile, an application, or an interview

• Withdraw an application

GDPR

If data-protection features are enabled for your account, candidates get a GDPR page covering their data rights, and a consent record is kept.

What candidates see when you change a status

Status changes are visible to candidates and trigger emails. Statuses like Non-Elect are meaningful to the person on the other end — a candidate watching their portal will see it. Make sure your status-change email templates read the way you want them to before you start moving people through the pipeline.

 

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14. The dashboard

Recruitment → Dashboard gives you:

 

• Total campaigns, split by Planning, Processing and Finish

• Candidates needed versus candidates recruited

• Charts of campaign and candidate activity

• Upcoming interviews with dates and times

 

Charts can be exported as images or data from the menu in each chart's corner.

 

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15. Emails and notifications

Templates

Five templates are available under Setup → Email Templates:

 

 

Each supports merge fields — click Available merge fields while editing to see the list for that template.

 

Edit these before going live. The defaults are generic, and status-change emails in particular are read by people who care a great deal about the answer.

Notifications

Staff named as Person in charge on a form, or selected under Notify when new candidates, receive an alert on each new application. Candidates receive portal and desktop notifications on status changes.

Custom fields

Under Setup → Custom Fields you can add your own fields to Recruitment Plan, Recruitment Campaign, Candidate Profile and Interview Schedule records. Custom fields defined for candidates are also available in the form builder.

 

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16. Permissions

Recruitment access is controlled by four capabilities, set per staff role or per staff member:

 

 

Notes worth knowing:

 

• View is global. There is no per-user record filtering — a staff member with View sees every candidate and campaign, not just their own. Bear that in mind when granting access, since candidate records contain personal data.

• Settings requires Edit. Anyone who can reach Settings can change your positions, criteria and on-boarding emails.

• Interviewers need at least View to see their scorecards, and Edit to save them.

 

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17. Reference: status meanings

Candidate statuses

 

These are fixed and cannot be renamed. If your process uses different words, agree internally which status maps to which stage and write it down.

Campaign statuses

Planning · Processing · Finish · Cancel, plus Overdue applied automatically past the end date.

Recruitment plan statuses

Made/Finish · Approved · Reject. Only approved plans can be attached to a campaign.

 

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TruDriveSync — Recruitment module 1.3.0