Frequently asked questions

Yes, you can prevent duplicate candidate applications using Application Rules based on email or phone number.

Steps to Set Up Duplicate Checks:

1. Log in to HRStop Hire with Admin access.
2. Go to Settings → Application Rules.
3. Locate the Duplicate Check section.
4. Enable the toggle for Duplicate Application Prevention.
5. Select the criteria for duplicates:
   • Email Address
   • Phone Number
6. Choose the action when duplicates are detected:
   • Block the application completely.
   • Flag for manual review.
   • Auto-merge with existing profile.
7. Click Save to activate the rule.

You can enable Auto Close functionality to automatically close jobs once a certain candidate or hiring limit is reached.

Steps to Enable Auto Close:

1. Open the job posting in the HRStop Hire dashboard.
2. Scroll down to the Job Settings or Advanced Settings section.
3. Locate the Auto Close option.
4. Turn it on.
5. Set the limit for:
   • Number of applications received.
   • Number of candidates hired.
6. Save the job settings.

Once limits are reached, the job will be automatically unpublished.

Vendor permissions control what features and modules a vendor (consultant or agency) can access.

Steps to Assign Permissions:

1. Go to Settings → Vendors.
2. Click Add Vendor or select an existing vendor to edit.
3. Fill in vendor details such as the company name and contact information.
4. Under Permissions, enable modules such as:
   • Job Viewing/Editing
   • Interview Scheduling
   • Candidate Comments
5. Assign specific jobs if required.
6. Save the vendor to apply the permissions.

You can upload or update the company logo to display it on your career site and system interfaces.

Steps to Upload Logo:

1. Navigate to Settings → General Info.
2. Locate the Company Logo section.
3. Click Upload and select your logo file (preferably PNG/JPEG).
4. Adjust the size or crop the image if prompted.
5. Click Save to apply changes.

Yes, recruiters can schedule interviews if they have the required permissions.

Steps to Verify/Grant Interview Scheduling Permission:

1. Go to Settings → Users.
2. Select the recruiter’s profile.
3. Check the permissions section for Interview Scheduling.
4. Enable or disable as required.
5. Save changes.

Once enabled, recruiters can schedule interviews directly from candidate profiles.

You can view your current subscription plan and billing details.

Steps to Check Subscription:

1. Go to Settings → Subscription.
2. Review the plan name, included features and expiry/renewal date.
3. Access billing details or upgrade options, if available.

Yes, you can sync candidate profiles to HRStop automatically when candidates are hired or offered.

Steps to Enable HR Portal Integration:

1. Go to Settings → Integrations.
2. Enable the HR Portal Integration toggle.
3. Authenticate and configure sync settings if required.
4. Save changes.

Candidate data will now flow seamlessly from HRStop Hire to HRStop.

HRStop Hire supports integration with:

• Zoom
• Google Meet
• Microsoft Teams (Office365)

Steps to Integrate:

1. Go to Settings → Integrations.
2. Select the desired video platform.
3. Click Connect and log in to your account.
4. Grant the necessary permissions for calendar and meeting access.
5. Save your changes.

Yes, you can restrict sensitive candidate information, such as salary, from interviewers via Data Permissions.

Steps to Restrict Salary Access:

1. Navigate to Settings → Data Permissions.
2. Select the interviewer role or specific users.
3. Disable permission to view salary details.
4. Save the changes.

A master hiring pipeline is a reusable sequence of hiring stages that standardizes interview processes across jobs.

Steps to Create a Master Pipeline:

1. Go to Settings → Hiring Pipeline.
2. Click Add New.
3. Enter a pipeline name (e.g., “Software Developer Pipeline”).
4. Add stages such as Resume Screening, Technical Interview, HR Round.
5. Save the pipeline.
6. Apply this pipeline when creating new job postings.

Yes, use Custom Forms to add additional fields beyond the standard application form.

Steps to Create Custom Fields:

1. Navigate to Settings → Custom Forms.
2. Click Add Form or edit an existing one.
3. Add field types such as Text, Dropdown, Date, File Upload.
4. Mark fields as mandatory or optional.
5. Save the form and link it to relevant jobs.

Canned responses are pre-written email templates used for communications such as interview invites, offer letters, and rejection emails.

Steps to Use Canned Responses:

1. Navigate to the candidate communication window.
2. Click Insert Canned Response.
3. Select the appropriate template.
4. Customize it if needed, and send.

Job sources help track where candidates come from (e.g., LinkedIn, referral).

Steps to Organize Job Sources:

1. Go to Settings → Job Sources.
2. Add or edit sources such as Job Boards, Agencies, Employee Referrals.
3. Assign sources to job postings or candidate applications.

Vendors can see candidate comments only if enabled in their permissions.

Steps to Enable Comment Access for Vendors:

1. Navigate to Settings → Vendors.
2. Select the vendor.
3. Enable the permission for View Candidate Comments.
4. Save changes.

Control calendar sync and organizer details to coordinate interviews efficiently.

Steps to Manage Calendar Settings:

1. Go to Settings → Calendar.
2. Configure the default calendar organizer email.
3. Set sync options for Google Calendar, Outlook, etc.
4. Save settings.

Export job and user analytics reports for offline analysis or sharing.

Steps to Export Reports:

1. Navigate to Analytics.
2. Select the report category and date range.
3. Click Export (choose PDF or Excel format).
4. Download the file.

Yes, notifications can be modified anytime.

Steps to Edit Notifications:

1. Go to Settings → Notifications.
2. Select the notification to edit.
3. Change the recipients or trigger events, or enable/disable the notification.
4. Save changes.

You can integrate with job boards by using API keys and requesting integration.

Steps:

1. Obtain API keys from your job board account.
2. Contact HRStop Hire support or your admin to enable integration.
3. Enter API keys in Settings → Job Board Integrations.
4. Configure job posting sync settings.
5. Save your changes.

DocuSign allows you to send offer letters, appointment letters, or contracts for secure digital signatures.

Steps to Use DocuSign:

1. Enable DocuSign integration in Settings → Integrations.
2. Authenticate your DocuSign account.
3. When sending documents, choose Send via DocuSign.
4. Add signatories and send.
5. Track signature status within HRStop Hire.

Yes, you can configure a different reply-to email address for candidate communications.

Steps to Configure Reply-To Email:

1. Go to Settings → Email Configuration.
2. Locate the Reply-To Email field.
3. Enter the desired email address.
4. Save changes.

Yes, you can set a job’s visibility to "Internal Only" during creation or editing.

Steps:

• Go to Jobs → Create or Edit Job.
• Navigate to the Job Settings step.
• Locate the Visibility or Access Type option.
• Select Internal Only.
• Click Save/Finish.

Internal jobs will only be visible to logged-in users (e.g., HR, team members) and not published on public job boards or the career page.

Yes, HRStop Hire lets you assign multiple recruiters to a single job.

Steps:

• During job creation or editing, go to the Job Settings step.
• In the Assign Recruiters section, select multiple users from the dropdown.
• Click Save.

📌 All assigned recruiters will be able to view and manage candidates for that job.

Assigning default interviewers streamlines scheduling and ensures ownership for each stage.

Steps:

• Go to Settings → Hiring Pipeline.
• Edit the desired pipeline.
• Click a stage.
• Under Interview Settings, assign one or more default interviewers.
• Save your changes.

📌 The interviewer(s) will be auto-selected during scheduling for that stage.

No, by default, interviewers can only:

• View assigned candidates
• Access resumes
• Submit interview feedback

📌 To allow editing, you must explicitly grant those permissions via:

• Settings → Users → Edit Role/Permissions

Yes, you can update a job’s hiring pipeline after creating it.

Steps:

• Go to Jobs → Edit Job.
• Navigate to the Hiring Pipeline tab.
• Add/remove stages or update interview configurations.
• Click Save.

📌 Changes apply immediately to new candidates; existing candidates may need to be manually reassigned to the new stages.

• The job is marked as “Closed”
• It’s removed from:
  • Career page
  • Job boards
  • Public/internal listings
• Data remains accessible:
  • Candidate records
  • Feedback
  • Reports

📌 No new applications can be accepted after closure.

Yes, candidates can apply to multiple jobs by default.

To prevent this, enable duplicate application rules via:

• Settings → Application Rules → Enable Duplicate Check

Steps:

• Go to the Job → Candidate tab.
• Select the candidate and click Interview Details.
• Click Resend Invite.
• Confirm and send.

📌 The candidate will receive a new email with interview details and the meeting link (if integrated).

No, deleted jobs are permanently removed and cannot be recovered.

📌 Instead, use the Archive option to preserve job data without making it visible in the active job list.

Steps:

• Go to Candidate Profile → Timeline.
• Check for “Interview Completed” or “Feedback Submitted” events.
• Alternatively, run a report via:
  • Analytics → Interview Reports

📌 You can also filter and follow up on unsubmitted feedback from the Interview panel.

Yes, partially.

• If the same candidate applies to or is moved into another job, their profile and history are shared across jobs.
• However, interview feedback and scores remain job-specific.

Steps:

• Go to Jobs → Clone to clone an existing job.
• Edit the fields as needed.
• Save the cloned version as a template.

📌 You can also maintain job descriptions in a JD Library for reuse.

Auto-progression can be triggered by:

• Completion of assessments
• Interview feedback submission
• Manual stage transitions

📌 Configure automation under:

• Job → Hiring Pipeline → Automation Rules

No, vendors can only access:

• Jobs explicitly assigned to them
• Modules permitted under Settings → Vendors

📌 Make sure vendor permissions are configured correctly for each job.

Through:

• Automated emails (e.g., Application Received, Interview Scheduled, Rejected)
• Manual communication by recruiters

📌 Templates are managed under:

• Settings → Email Templates

Yes, visibility is role-based.

Steps:

• Go to Settings → Permissions.
• Choose the user role (e.g., Interviewer).
• Adjust access for:
  • Viewing feedback
  • Viewing scores
  • Viewing comments

📌 Only authorized users will be able to see sensitive evaluations.

Steps:

• Go to Jobs → Edit Job.
• Open the Application Form tab.
• Add/remove fields and mark them as required/optional.
• Save your changes.

📌 Changes affect only new applications, not past submissions.

Yes.

Steps:

• During job creation, go to the Job Description tab.
• Click the Add Language button.
• Select a language (e.g., Spanish, Hindi).
• Enter the translated JD content.

📌 This supports a more inclusive hiring process for global teams.

Steps:

• While scheduling an interview:
  • Choose the candidate and interviewer.
  • Set the duration (e.g., 30 min, 1 hr).
  • Define preferred time slots.
• Click Send Invite.

📌 The platform syncs with calendar tools (Zoom/Google Meet) to avoid conflicts.

Steps:

• Add a custom dropdown or tag field (e.g., "Drop-Off Reason").
• While rejecting or marking as inactive, select the reason.
• Use Analytics → Candidate Reports to view patterns.

You can also use custom forms or exit surveys for insights.

Pre-onboarding begins once a candidate is marked as "Offered" and involves collecting documents, forms, and personal details before the joining date.
Onboarding may extend to activities that happen after Day 1, such as assigning mentors, verifying originals, or setting up internal systems.

Example: Pre-onboarding includes PAN card submission; onboarding includes IT asset handover.

Yes. HRStop Hire lets you create and assign role-specific workflows.
You can define one workflow for sales hires, another for tech roles, each with customized document and form requirements.

Navigate to Tools → Onboarding → Workflow Configuration to create new workflows.

Yes. Once created, onboarding workflows can be reused for any number of candidates across multiple hiring cycles.

At the offer stage, trigger the existing workflow without having to rebuild it each time.

Candidates can upload the following file formats:

• PDF (.pdf)
• Images (.jpg, .jpeg, .png)
• Word Docs (.doc, .docx)

⚠️ Avoid large files or scanned images in TIFF/BMP formats, which are not supported.

Yes, but only if multiple attempts are enabled during assessment creation.

While creating/editing a test under Tools → Assessment, turn on the “Allow Re-Attempts” setting.

Proctoring in HRStop Hire monitors:

• Tab switches: Auto-submits after 3 warnings.
• Loss of focus: Detects if the candidate clicks away.
• Webcam activity: If enabled, tracks presence and suspicious behavior.

It ensures test integrity for remote evaluations.

Yes. You can use the Import option under Manage Questions in the Assessment module.
Upload a structured Excel sheet with columns for:

• Question
• Answer options
• Correct answer
• Tags
• Difficulty

Download the sample template from the same page for formatting guidelines.

Go to Tools → Onboarding → Manage Onboardings.
You can view:

• Candidate name
• Workflow triggered
• % completed
• Documents uploaded
• Forms filled

You can filter by job, date and status.

From the candidate’s profile:

• Click Resend Onboarding Link.
• You can also send a manual reminder via email or through the Email Campaign tool.

Best practice: Send reminders 3 and 7 days after the trigger.

• Interview Kits are interviewer-facing. They contain preset questions and evaluation pointers used during interviews.
• Question Pool (Question Bank) is used to create assessments that candidates complete online.

Interview Kits = Live interviews
Question Pool = Online tests

Yes. When adding a question in the Manage Questions section of an assessment:

• Choose the Video Question type.
• Set time limits and instructions.

Candidates will record and upload video responses.

Yes. You can include placeholders such as:

• {{candidate_name}}
• {{joining_date}}
• {{designation}}

These are auto-filled from the candidate profile during document generation.

• Confirm that the email address in the candidate profile is correct.
• Make sure email notifications are enabled under Settings → Notifications.
• Check the spam folder if the email is not received.

If you use a custom mail server, also verify the SMTP settings.

Yes. Go to Tools → Document Templates and click the Preview button next to any template.
This lets you see how the letter looks with sample data before generating it for real candidates.

Always preview after editing to ensure placeholders work correctly.

Yes. HRStop Hire logs:

• Who triggered the onboarding
• Timestamp
• Completion status
• Document uploads
• Form submissions

This is available under Manage Onboardings → Candidate Details.

The default upload limit per file is 5MB–10MB, depending on your portal configuration.
Admins can contact support to increase this limit.

Ask candidates to compress scanned files before uploading.

Not by default.
However, you can create Email Campaigns to manually send reminder emails in bulk to all pending candidates.

Navigate to Tools → Email Campaign and filter by “Onboarding Incomplete”.

While creating or editing a workflow:

• In each step (e.g., Candidate Info, Documents), you’ll see an Instructions field.
• Enter guidelines, tips, or file format suggestions here.

Example: “Please upload your last 3 months' payslips in PDF format.”

Yes.
The candidate-facing onboarding interface is fully responsive and works on mobile browsers.
Candidates can upload documents, fill forms, and even submit video responses from their phones.

However, for the best experience, we recommend Chrome on Android or Safari on iOS.

If a placeholder (like {{joining_date}}) is not filled in the candidate profile:

• The field appears blank in the generated document.
• If marked mandatory, the system may prevent generation until it is filled.

Always verify candidate data before generating letters to avoid blanks.

Your login URL follows this structure:
yourcompanyname.hiringbull.com

🛠️ Steps

1. Open your browser.
2. Enter your company-specific HRStop Hire subdomain.
3. For example, if your company is "Acme Corp", the URL is:
   acmecorp.hiringbull.com
4. Enter your credentials to log in.

If you’re unsure, contact your HR team or admin for your unique portal URL.

The visibility of dashboard modules depends on your user role and permissions.

Steps to check

1. Contact your Admin or HR Team.
2. Ask them to review your user role in:
   Settings → Users → [Your Profile] → Role Permissions
3. If you're a Recruiter or Interviewer, some admin-only modules (such as settings and analytics) may be restricted.

Check the Interview Widget on your dashboard.

Steps

1. Log in to HRStop Hire.
2. On the main dashboard, locate the Interview section.
3. You will see:
   • Today’s Interviews
   • This Week’s Schedule
   • Upcoming Interviews
4. Click any number to see detailed candidate and schedule information.

“Expected Joinees” refers to candidates with confirmed joining dates recorded in the system.

🛠️ Steps to view

1. Go to the Dashboard.
2. Look for the Expected Joinees widget.
3. This section lists:
   • Candidate names
   • Joining dates
   • Job role
   • Recruiter responsible

Use the Candidate Applications section on your dashboard.

🛠️ Steps

1. On the Dashboard, locate Candidate Applications.
2. Click Today’s date in the chart.
3. A list of applicants will open.
4. You can view:
   • Name
   • Source
   • Resume
   • Applied job title

An Internal Job is visible only to logged-in users such as recruiters or employees.

🛠️ How it’s set

1. During job creation/editing, go to Job Settings.
2. Set Visibility to Internal.
3. The job will:
   • Not appear on the career page
   • Not be posted to job boards
   • Be available only to users inside the portal

Archived jobs are either closed manually or auto-closed when hiring is complete.

🛠️ Key points

• You can archive a job from the Jobs list → More Options → Archive.
• Archived jobs:
  • Cannot be edited
  • Are retained for reporting, audit, or recordkeeping
  • Do not appear in the active job list

These are candidates who were sent an onboarding form but haven’t completed it.

🛠️ Steps to track

1. Go to Dashboard → Pre-Onboarding Section.
2. View the list of candidates with status:
   • Form Triggered
   • Pending
   • Completed
3. You can resend reminders from the candidate profile.

No, the layout is system-defined, but you can interact with it using filters.

Customization tips

• Use the filters (Job Status, Department, Source).
• Click any metric or chart to drill down into detailed data.
• Your dashboard content varies based on your role.

Use the Openings Widget on the dashboard.

🛠️ Steps

1. Log in and scroll to the Jobs Overview section.
2. Look at the job cards, which display:
   • Total Openings
   • Filled
   • Remaining

Or go to:

• Jobs → Filters → Openings to search by open/closed count.

Track offers from the Job Reports or the Offer/Pre-Onboarding section.

🛠️ Steps

1. Go to the relevant Job → Candidates tab.
2. Filter by status: Offered / Accepted / Declined.
3. Or check Dashboard → Pre-Onboarding Section for active offers.

You probably don’t have permission to view onboarding data.

🛠️ Steps

1. Contact your Admin.
2. Ask them to verify your access in:
   Settings → Users → Edit Role → Enable “Onboarding Access”
3. Once granted, refresh your dashboard.

No, you can only see interviews assigned to you, unless you’re in an Admin or Hiring Manager role.

Admin access

• Admins can view all interviews via:
  Interviews → All Scheduled
• Interviewers only see their schedules under the Interview Widget.

BGP results are available in the BGP section of your dashboard.

🛠️ Steps

1. Scroll to the BGP Panel on your dashboard.
2. View candidates by verification status:
   • Pending
   • In Progress
   • Verified
3. Click a candidate to view the submitted details and status comments.

How to view

1. Go to the Interview Widget on your dashboard.
2. Use filters or tabs to switch between:
   • Confirmed (Scheduled) Interviews
   • Expected (Pending or To be Scheduled)

• Interview Dashboard
  Provides a visual summary of interview metrics, including:
  • Number of interviews scheduled for Today, This Week, and This Month.
  • Filters by Job Title and Interviewer.
  • Graphs to track interview volume trends over time.
• Interview Tracker
  Offers operational insights into:
  • Status of interviews (e.g., Completed, Pending, No-Show).
  • Interviewer and Scheduler details.
  • Follow-up management for missed or delayed interviews.

• Go to Interviews → Interview List.
• Use the search bar to type the candidate’s name.
• Click the candidate’s name from the results.
• You’ll see:
  • All interview round names (e.g., HR, Technical).
  • Scheduled date/time.
  • Assigned interviewer(s).
  • Feedback and status per round.

Yes.

• Apply your desired filters in the Candidates module (e.g., Status, Source, Date).
• Click the Export dropdown button.
• Choose between:
  • Standard Export – Basic info (name, contact, status).
  • Advanced Export – Includes resume, feedback, history, metadata.
• Download the data as a CSV or Excel file.

• Navigate to Interviews → Tracker.
• Look for interviews still marked as Pending or without feedback.
• Check the Interviewer and Scheduler names.
• Reach out to them directly for clarification.
• You can manually update the status to No-Show if confirmed.

• Go to Candidates → Shared tab.
• View the list of shared profiles.
• View details such as:
  • Who shared the profile.
  • Recipients (team members, hiring managers).
• This is useful for tracking referrals and collaborative hiring.

• Go to Candidates → Recent tab.
• Click the Recently Applied sub-section.
• This displays candidates who applied in the last 72 hours (3 days).

Yes.

• Talent Pools can include internal employees or former candidates.
• Use them to:
  • Track internal mobility.
  • Re-engage past top performers.
  • Facilitate rehiring or transfers.

Yes.

• Each interview round has individual feedback recorded.
• Feedback includes:
  • Comments or ratings.
  • Interviewer’s name.
  • Timestamp for submission.
• This is visible in the candidate’s interview history.

Yes.

• An interviewer can be scheduled for:
  • Multiple rounds for the same candidate.
  • Multiple candidates or jobs across the platform.

Use Copy to Pool to save a rejected candidate into a relevant Talent Pool (e.g., “Future Consideration”).

This ensures:

• The candidate’s data is retained.
• They can easily be reconsidered for future roles.

Advanced Export includes:

• Resume Links
• Interview Feedback and Notes
• Application and Interview History
• Metadata (e.g., source, application dates, recruiter remarks)

Standard Export includes only basic details such as:

• Candidate Name
• Email ID
• Application Status

No.

• Only users with specific permissions can view, edit, or manage Talent Pools.
• Admins or hiring leads can control access levels.

Yes.

• When adding candidates to a Talent Pool:
  • You can assign Tags (e.g., “High Potential”, “Campus Hire”).
  • You may also add Notes for future context.
• This helps with segmentation and easy retrieval.