Your go-to guide for quick answers about iSmartRecruit features and usage.
Written by Disha
Active Jobs refer to the number of job openings that are still open.
Active Vacancies indicate the total number of candidates required across those jobs.
Example: If there's one job titled Office Assistant requiring two hires, you’ll have 1 Active Job and 2 Active Vacancies.
Work Completion = (Number of Hired Candidates ÷ Number of Vacancies) × 100
Dashboard – For overall completion
Jobs Screen – For job-wise completion rates
The parser supports: English, Hebrew, Spanish, French, and Japanese
The following fields are extracted:
Name, Email, Contact Number, Location, Qualification, Skills
Current & Expected CTC, LinkedIn URL, Twitter URL
Designation, Employer, DOB, Experience, Gender
Marital Status, Home Number, Nationality, Pincode
Candidate Photo
Yes, invitees will receive an ICS file to add the event to their Outlook or other calendar apps.
Absolutely. Go to Admin > Customisation Tab to add, remove, or reorder fields.
Navigation Link
Yes, click the Notes icon beside the client name and specify the contact in the 'Contact Name' field.
In the Job View > Candidate Tab, go to More Actions > Unassign Candidate.
No notification is triggered, but you can track delayed jobs via:
Dashboard widget: Top 10 Delayed Jobs
Job Duration Report
When a job is created, associated users receive a Growl (push) notification.
Yes, use Run Social Campaign from the three-dot menu in the Job View dialogue.
A candidate currently assigned to a job and actively moving through the recruitment stages.
Go to the Job View > Candidate Tab and check under the ‘Applied’ status.
You can:
Drag & Drop the resume onto the job
Search & select the candidate, then click Assign Job
Any system user. Just multi-select candidates and use More Actions > Change Status.
Go to the Candidate Profile and click the Edit icon to upload a resume.
Yes. Recruiters and managers receive notifications when a candidate progresses through the workflow.
Yes. Notes added to a candidate in Job A will also appear in Job B.
Open the job, then go to the Candidate Pipeline tab in the Job View.
Yes. Use the Share Job Tracker and uncheck the fields (email, phone) you don’t want to share.
(Candidates Placed ÷ Candidates Assigned) × 100
Via customisable candidate statuses, set under Admin > Recruitment Workflow.
You can upload up to two resumes. Both will be searchable.
You can add multiple documents without limit.
Yes. You can assign one candidate to multiple jobs and vice versa.
Yes, automated emails are sent when a candidate applies via your website, job boards, or social platforms.
Yes, using the Profile Update feature. You can email a form link allowing them to update their information, and you'll receive a system notification upon submission.
Yes. The system checks for duplicates based on Email, Mobile Number, and LinkedIn URL.
You can source from:
Outlook, Gmail, LinkedIn, Facebook, Twitter, Job Boards, Upload, Excel, Mailbox, and Website
There are four primary methods:
Keyword search (within resume)
Location & experience
Candidate information
Other filters like notes, import dates, tags, etc.
Combine filters for more refined results.
One of These – Optional keywords
All of These – Mandatory keywords
None of These – Excluding keywords
From:
Candidate Pipeline in Job View
Plus (+) Icon on the top bar
Calendar Module
Yes. Automated interview emails are sent to candidates and interviewers if configured in System Settings, and also when scheduling interviews.
If a candidate has already applied for one job and tries to apply for another, a notification will appear informing them of the previous application. If they choose to proceed, their profile will be recorded under both jobs.
These tabs represent different stages in the candidate recruitment lifecycle:
Applied: Candidates who applied via the website, social media, or job boards.
Pre-Screen: Candidates whose CVs have been evaluated and matched to job requirements.
Internal Submission: CVs reviewed and submitted by recruiters for internal review.
Client Submission: CVs reviewed by the client for further interview consideration.
Interview: Candidates currently in the interview process.
Offered: Candidates selected and extended an offer by the client.
A Talent Pool is a collection of candidates grouped by specific criteria. You can:
Add multiple candidates to a pool.
Assign users with access permissions to view/manage the pool.
Restrict access to selected users if required.
Yes, filters can be saved for future use. You can also reset them using the Reset button in the Advanced Search interface.
Supported resume languages include: Dutch, French, German, Irish, Italian, Norwegian, Portuguese, Spanish, Swedish, Albanian, Danish, Icelandic, Bosnian, Czech, Romanian, Hungarian, Latvian, Polish, Russian, Turkish, Slovenian, Hebrew, Japanese.
Yes, you can create Boolean queries using operators like AND, OR, and NOT for refined candidate searches.
No, job board searches cannot be conducted from within iSmartRecruit.
Yes, you can sync interviews with Google or Outlook calendars. While declines from candidates or interviewers are notified in the system, interviewers' availability status changes are not visible.
Interviewers are not considered system users. You can manage the interviewers' list within the system. When they access interview details via shared links, they only see limited information and are not charged for system access.
Yes, interviewers can provide feedback.
When you schedule an interview, the selected interviewers will receive an email with a feedback link. Upon submitting their feedback via the link, a notification is sent to the system, and users can view the submitted response.
Syncing your calendar ensures that all events scheduled in iSmartRecruit (e.g., interviews, tasks, call reminders) appear in your personal calendar, helping you stay organised and receive timely notifications.
Yes, iSmartRecruit supports integration with both Outlook and Google Calendar.
Navigate to the calendar module, click on the respective icons for Google or Outlook, and follow the authorisation process.
Yes, it is. All scheduled events in iSmartRecruit will appear in your Google/Outlook calendar, and vice versa.
Yes, the Team Activity Report provides insights into how candidates move through different workflow stages and tracks each recruiter's activity.
You can perform mass mailing for Vendors, Leads, Clients, and Candidates.
Multi-select recipients and use the 'More Actions' menu to send mass emails. You can also configure the default sender address under Admin settings.
Yes, each account can send up to 5,000 emails per month.
Yes, we use third-party services like Mailgun. If you have your own Mailgun or SendGrid account, it can be integrated with the system.
Go to your Profile Settings > Connect tab, and integrate your Gmail or Outlook account directly.
Other email services can be integrated using SMTP and IMAP credentials.
Yes, after Outlook integration, email conversations with candidates are automatically tracked and shown in their profile in iSmartRecruit.
Yes, LinkedIn integration is available through the Social Network Connect feature in your settings.
iSmartRecruit supports 20+ global free job boards and several subscribed platforms like CV-Library and LinkedIn.
Examples of free boards: Jooble, CareerJet, Monster, EuroJobs, MercadoJobs, etc.
We offer support via Live Chat, Email, and Virtual Calls (for screen sharing and detailed walkthroughs).
Google Chrome, Microsoft Edge
The Profile Scanner works on LinkedIn and Xing.
No, but you can manually manage tasks and delete them when necessary.
Custom integrations go through our evaluation process. This includes feasibility checks, long-term client benefit, and technical scope. If suitable, integration is considered as a paid customization.
Different features accept different file types.
For resumes, supported formats include: pdf, docx, doc, txt, rtf, html, htm, odt, ppt, pptx, rar, zip, xls, xlsx, csv, bmp, jpg, jpeg, gif, ico, png, swf, PDF, DOCX, DOC, TXT, RTF, HTML, HTM, ODT, PPT, PPTX, ZIP, RAR, CSV, XLS, XLSX, BMP, JPG, JPEG, PNG, SWF, GIF
Yes, you can manage user access and permissions using role-based restrictions from the Admin section.
The system supports:
pdf, docx, doc, txt, rtf, html, jpg, png, jpeg, PDF, DOCX, DOC, TXT, RTF, HTML, JPG, PNG, JPEG.
Yes, you can import data for Candidates, Clients, Leads, and Employees using the Master Data Excel Import tool in the Admin panel.
Yes, based on your subscription type:
Recruitment Agencies manage Clients.
Corporate HR users can manage internal Departments or Branches.
Yes, vendor users can be assigned jobs. They’ll have restricted access and can upload candidates for their assigned jobs only.
Once a candidate is marked as Hired, you can initiate onboarding. You can request specific documents and monitor onboarding progress within the system.
Use the Documents module to store and organise onboarding files such as IDs, agreements, or any official paperwork.
You can perform mass imports using Excel. For migrating from another ATS or system, our Data Migration Team offers paid assistance.
Yes. The feasibility depends on the data structure, volume, and format of your previous system’s files.
Costs are based on file size, volume, and data complexity.
Time varies between 7 business days to 1 month, depending on the data format and volume.
All resumes must be in a single base folder (no subfolders).
Supported formats: DOC, DOCX, RTF, HTML, TXT.
Duplicates are not checked during migration—all resumes will be imported as-is.
Resume migration is allowed only for blank accounts.
Use cloud storage (e.g., Google Drive) to share zipped files with our team.
