Your successful onboarding starts right here
Follow the steps below to ensure you have a successful onboarding experience! Please get in touch if you have any issue whatsoever.
Contacts imported
95%
Team onboarded
90%
Satisfaction with software
100%
1
Creating an account
For owners
To register as an owner (main account holder), enter your details to create an account: Company Name, First Name, Last Name, Company Email, Password.
Skip this part if your account was already created by Chris/ Ricard.
For team members/ clients
(Temporarily Disabled) If you've been invited to join an account on behalf of an agency (as a client or team member), please register using the invitation link sent by your administrator.
2
Onboarding Overview
Onboarding Steps
In the bottom right corner of the Onboarding page, you'll find a step-by-step guide. Click any step to jump directly to the right section in the app.
As you complete each step, it will be checked off automatically.
Video Demo
Want a quick walkthrough? Watch the embedded video for a demo of how everything works.
Need Help?
Got questions? We're here for you! Reach out to us at support@happlicant.com.
3
Confguring your settings
Set Up Your Company Profile
Head to the settings configuration page and in the "Company" tab to add your company name, logo, and main brand color. This color will be used across the platform, including in candidate-facing elements, like the application form and other components. You can use the exact Hex color but checking the checkbox.
Configure team & stakeholder access
(Temporarily Disabled) In the Team tab, you can add team members and clients. Click "Add Stakeholder," enter their name and email, and select their access level. You can update access permissions anytime.
Set up email notifications
⚠️ In "Email Settings" toggle "Enable Email Sending" to automate emails when candidates move through hiring stages or their status changes. It's important to toggle this on otherwise emails won't be sent.
Here you’ll find our standardized email templates:
Application Email
Rejection Email
Interview Email
By clicking "Edit Template" you can fully customize them to match your tone. Please bear in mind that these emails are used across all jobs. Use the variables to ensure the email is personalized per applicant , job, recruiter, etc.
Other email templates can be edited for each job individually. See "Creating Your First Job" below for more details.
Customize your job page in Job Settings
Show Video (Coming soon!)
Upload a Background Image for the application page. Currently, this applies to all jobs/clients.
Click "Preview Template" to check how it looks—once your first job is live!
Application form settings
Toggle on/off the following requirements for applicants to fill out on the application page. These settings are the same for all jobs (for now):
Resume
Cover Letter
Phone Number
Location
LinkedIn
Interviews
In the Interviews tab, you can set up interview scheduling links—for yourself, your team members, or your clients. Just click Add Interview, then enter the name and link.
When setting up jobs, you can easily include these links in automated emails.
💾 Don’t forget to hit save each time you make changes!
4
Adding your first client
Important! Don’t Skip This Step! 🚨
Add your first client (individually)
Head over to the "Clients" tab or the top button in the sidebar. Add your first client by hitting the Add New Client button. You'll need to enter a Client Name to get started—other fields are optional for now.
Add your first client (bulk import)
⏳ Not ready yet—coming soon!
5
Importing your talent pool
Add contacts (individually)
Navigate to the the "Contacts" tab. Add your first candidate by hitting the Create Contact button. You'll need to enter a candidate First Name, Last Name and Email to get started—other fields are optional for now.
Bear in mind, everyone who applies through your application forms will automatically become part of your talent pool as well.
Add contacts (bulk import)
If you already have a talent pool, feel free to bulk import your contacts. All you need to do is upload your csv and match the columns.
First Name, Last Name and Email are all mandatory fields, the rest are optional.
📣 Please let us know if you need additional fields. We will create them asap.
The system will automatically assign our fields to our fields if it can.
The final step is reviewing and then saving.
6
Creating your first job
Create a new job
Go to the Jobs tab and click "Create Job." You'll see a short form under Basic Details. Fill in the required fields:
Job Name
Description
Location
Type
Client (you will have already created at least one)
Owner (assign to you for now)
Salary Range (Optional): Toggle the checkbox on/off and select the currency from the dropdown.
Number of Hires: Choose between 1 to 5—this affects the Placed stage. For more than 5 hires, select the high volume button.
Fee Type & Commission: Add your placement fee to track revenue in your Placements dashboard. (Automated invoicing coming soon!)
Hit "Create Job" when ready—you’ll now see it listed in the Jobs tab.
Configure your hiring pipeline
Once your job is created, open it from All Jobs page or the sidebar. This takes you to the Kanban pipeline, your main hiring workflow.
Each new job (unless duplicated) starts with these default stages:
Prospect (Locked at the start)
Screening
Interview
Offer
Placement (Locked at the end)
You can customize these stages by change names, icons, colors and triggered actions (see below).
Drag and drop stages to create your ideal pipeline per job (except locked ones).
Add new stages by clicking the "Add Stage" button at the end of the Kanban.
Collapse stages for a cleaner view: Need less clutter? Click the left arrow to collapse a stage. Reopen it by clicking the chevron at the bottom.
Triggered actions
You can automate actions when you move candidates between stages. (It's important to set this up before your first application so emails are sent automatically!):
Click the flame icons to edit actions for a stage.
Click "Add Action" and choose between:
Email: These could be custom updates. Use the editing feature to customize the email, using variables like candidate first name, last name, etc.
Interview: Create a new interview variable with your name and scheduling link (e.g., Calendly) or choose an existing setup from the dropdown.
Assessments (coming soon).
A red dot appears when an action is set.
You can only edit the Interview and the Assessment emails in Email Settings
Important: Review all automated actions (e.g., sending emails) to ensure they align with your hiring process.
You can't edit the actions in Prospect stage (yet).
We are working on more actions and sequencing of actions. Please let us know if you have any thoughts!
Configure your application form
Application status: Once you've set up your Kanban/ pipeline, you're ready to start posting your job with the unique application link.
First you'll need to open the job. The default status is "Closed". Change the status to "Active" once you're ready to start accepting applications. Once you have enough candidates or a placement has been made, set it as "Closed". Use "Paused" when you want to temporarily pause applications.
Configure your application form: Ensure the job details are accurate (name, description, etc.).
You can add knockout questions (custom application questions) in the "Knockout Questions" tab. Create any question you wish to add to your application form. You can choose from Text, Single Choice, Multiple Choice, Checkbox and Slider.
Remember you can access the main application quesitons in "Application Settings" tab. Toggle on/off: Require Resume, Require Cover Letter, Require Phone, Require Location, Require LinkedIn. More to come.
Preview & publish your job
Preview Application Form: Click "Preview" (top-right) to see what candidates will experience. Try a test application to check email notifications are working as expected.
Copy Your Application Link: Click the three dots (top-right) and select "Copy Invitation URL." and post this link in job ads, forums, and anywhere candidates will see it!
Add sourced candidates
More features for adding sourced candidates coming soon!
7
Managing & evaluating candidates
Managing your pipeline
As soon as your first applicant applies, their applicant card will appear in the Prospects stage. From there, you can take the following actions:
Change candidate status: Click the status pill on the applicant card to update their status:
Active (default) – Candidate is in the process.
Rejected – Triggers an automatic rejection email.
Move candidates to another stage: Drag and drop candidates between stages, just like typical Kanban board / Pipeline. (Note: Candidates cannot be moved back to the Prospect stage.)
Perform bulk actions: You can either select candidates individually by clicking their initials in the circle or select all candidates in a stage by clicking the three dots in the top-right corner of the stage.
By pressing the "Select All" button by the "Bulk Actions".
To unselect all, click Select All → Select None.
Rate candidates (1-5 stars): Click the star icon on an applicant card to assign a rating. This can be edited anytime.
Confirmation warnings: Whenever you change to more than one candidate’s stage or status, a confirmation popup will appear before the action is applied—preventing accidental changes and unwanted emails.
Filter & search applicants
Hide rejected applications: Click the gear icon in Kanban → Application Status, then toggle "Hide rejected applications" on/off.
(Coming soon) Click the Filter button to apply AND/OR filters based on: Status, Rating, Location, Custom Questions, and more. Use operators like "is," "is not," "contains," etc.
View candidate applications & profiles
Click on an applicant card to view their application details. Here you can see all the details regarding the candidate's application.
All applicants are automatically added to your Contacts list as soon as they apply.
To view candidates' full profile, just click their name within the application page. You can see all the details regarding the contact, including other applications the contact has done and all the events associated with the contact.
Within Contacts you can also do a bulk import of your talent pool to have all contacts in one place.
Track events & add custom entries: Within the Application page, you'll find:
Automated event logging (emails sent, status changes, stage updates).
Manually added events (e.g., phone calls, interview notes). Feel free to track things like phone calls outside of the software to keep track of everything.
Add notes to an applicant: Use the Notes widget to jot down important details. This can be shared with clients. All notes include: The name of the note taker, Date & time stamp and have an Edit/Delete option (pen icon).
(Coming soon) Share with client: You can make the candidate visible to your client by toggling on "Visible to Client". This will populate the candidate in your Client's portal.
