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
Skip this part if your account was already created already.
To register as an owner (main account holder), enter your details to create an account: Company Name, First Name, Last Name, Company Email, Password.
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-hand 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.
5-min demo video
Want a quick walkthrough? Watch the embedded video for a demo of how everything works.
We apologize if the demo video is a little out of date! We're constantly improving the platform.
Need Help?
Got questions? We're here for you! Reach out to us at support@happlicant.com
Or schedule some time with Chris for a 1-2-1 onboarding session with you or with anyone on your team.
Leaving feedback
We'd love to capture any suggestions from you on how we can make our software better.
You will see a tab called "Leave Feedback". If you have any feedback you wish to share, feel free to send it to us via this tab!
3
Confguring your settings
Set up your company profile
Head to the settings configuration page and in the "Company" tab 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.
You'll see Landing Page Settings below. These are the settings for your application form Here you can:
Upload a Background Image for the application page. Currently, this applies to all jobs/clients.
Set the Background Image opacity and blur
Set your logo size and give it rounded corners if necessary
Select the title text color (black or white)
Configure team & stakeholder access
(Temporarily Disabled) In the Team tab, you can add team members and clients. Click "Add Team Member," enter their name and email, and select their access level. You can update access permissions anytime.
Set up email communication
⚠️ In "Email Settings" toggle "Enable Email Sending" on to automate email sending when candidates move through hiring stages or their status changes. It's important to toggle this on otherwise emails won't be sent.
While we're working on the ability to integrate your own emails (Google Workspace / Microsoft) onto the platform, for now any emails you send will be from happlicant.com.
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. Use the variables to ensure the email is personalized per applicant , job, recruiter, etc.
Please bear in mind that these templates are used for all new jobs but they can be edited for individual jobs in the Job Settings tab.
These email templates can be edited for each job individually. See "Triggered actions" below for more details.
📣 Click the "Apply to All Existing and New Jobs" to override the changes you've made to individual jobs application and rejection emails.
Customize your application fields in Job 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
Choose whether the fields are mandatory or optional.
Interview scheduling links
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.
Custom tags
You can add, edit and delete custom tags from the Tags tab in settings. You can also create tags on candidate profile pages.
Apply colors to your tags to categorise accordingly.
💾 Don’t forget to hit save each time you make changes!
4
Adding clients & contacts
Important! Don’t skip this step! 🚨
Add your first client (individually)
In your Clients dropdown in the sidebar, either in Database or Pipeline, add your first client by pressing 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)
It's much more convenient to bulk import your database into Happlicant than to create add one by one. Just upload your Excel or CSV file. Match the columns and you're good to go!
Add clients using our LinkedIn Chrome extension
⏳ Chrome extension only currently available for candidate profiles.
Add contacts within clients
Contacts are individuals who you interact with at client companies. You can create a database of all your contacts but more importantly you can administer access to their client portal. You can also manage contacts within client pages.
Giving access to the client portal
Your client portal is a secure place for your clients to see all the jobs, candidates and any information you wish to share with them.
The admin account can create access for contacts within clients very quickly and friction free!
Please read through the Client Portal section for detailed instructions on getting this set up.
5
Adding candidates
There are a number of ways for candidates to make their way into your database. In this section we'll explore all the ways.
Add candidates (individually)
Add your candidates by hitting the + button on the sidebar or the Add New Candidate button on the Candidates page. You'll need to enter a candidate First Name, Last Name and Email to get started—other fields are optional for now.
Add candidates (bulk import)
If you already have a database of candidates, the easiest thing to do is bulk importing. All you need to do is upload your Excel or CSV file and match the columns.
First Name, Last Name and Email are all mandatory fields, the rest are optional. The system will automatically assign your fields to Happlicant standardized fields if it can. Once you're happy with the matching step, review and then save to finish the bulk importing.
📣 Please let us know if you need additional fields. We can create them for you (free of charge).
LinkedIn Chrome extension
One of the easiest ways to get candidates into your database is to scrape their LinkedIn profile using Happlicant's LinkedIn Chrome extension.
Install the extension from the Chrome Web Store.
Pin the extension to your Chrome browser
Log in using your Happlicant credentials
Choose between a dropdown or side panel in the settings tab (we prefer the side panel)
And start scraping! Click "Save to Happlicant" on any LinkedIn profile to add candidates to your database
Find profiles you've recently browsed using the clock icon
Automated resume parsing
⏳ To be released soon.
Application form
If you have chosen to accept applications, everyone who applies through your application forms will automatically become part of your candidate database as well.
6
Creating your first job
Create a new job
Go to the All Jobs tab and click "Create Job." You'll see a short form. Fill in the required fields:
Job Name
Job Description – this is the job description applicants would see if you share it
Location
Type
Client – you will have already created at least one
Owner – you can assign jobs to different recruiters in your team
Salary Range (Optional) – Enable or disable this using the checkbox on/off and select the currency from the dropdown
Number of Hires – Choose how many placements you need to make for this job
Fee Type – Add your placement fixed fee / % fee to track automatically revenue in your Placements dashboard upon successful placement
Hit "Create Job" when ready—you’ll now see it listed in the All Jobs page.
📣 This will automatically create an application page for you, the URL for which you can find on the pipeline page, clicking Preview button!
Configure your job pipeline
Once your job is created, open it from All Jobs page or the sidebar. This takes you to the Kanban pipeline, essentially your ATS.
Each new job (unless using a template) starts with these default stages:
Inbox (Locked at the start)
Screening
Interview
Offer
Placement (Locked at the end)
You can customize these stages by changing names, icons, colors and triggered actions (see below).
Add new stages by clicking the "Add Stage" button at the end of the Kanban and drag and drop stages to create your ideal pipeline flow per job/ per client.
📣 Need less clutter? Click the left arrow to collapse a stage. Reopen it by clicking the chevron at the bottom.
Triggered actions
You can configure stages to trigger automated actions when you move candidates through the pipeline.
🚨 It's important to set this up before you start populating the pipeline with candidates to ensure emails are sent automatically!
Click the zap icon to edit actions for a stage
Click "Add Action" and choose between:
Add Email: These are custom emails that you will send to candidates that are moved into the specific stage. Use the editing feature to customize the email, using variables like candidate first name, last name, etc. These emails can be useful if you want to send a link to a form for the candidate to fill in or request permission to share their information to your client.
Add Interview: Send an email requesting the candidate to schedule an interview email using your (or team members/ client's) scheduling link. Ensure you have added the scheduling links in the Interviews tab in your settings
Add Assessment (coming soon).
🔴 A red dot appears over the zap icon when an action is configured and active. Any candidate you move into the stage will now receive a custom/interview email.
Any stage can have assigned actions except for Inbox.
⚠️ Important: Review all automated actions (e.g., testing moving fake candidates through the stages) to ensure set up is correct.
📣 We are working on more actions and sequencing of actions. Please let us know if you have any thoughts!
Email templates & customization
Happlicant offers email templates that you can edit and personalise using a range of variables. We have templates for:
Application email – this sent as soon as someone submits an application
Interview email – this you can assign to stages
Rejection email – this is sent when you change the status from active to reject.
You can find these templates in Email Settings under the Email Templates section.
You can also edit these templates per job. This can be useful if you would like to tailor candidate communication for a particular job or client.
Job statuses
Once you've set up your Kanban/ pipeline, you're ready to start posting your job with a unique URL.
First you'll need to open the job. The following are Happlicant's standard job statuses:
The default status is "Closed"
Change the status to "Active" once you have configured the triggered actions and you're ready to start accepting applications
Use "Paused" when you want to temporarily pause applications
Use "Closed" once you've completed the job and no longer wish to receive applications
Configure your application form
Ensure the job details are accurate (name, description, etc.). You can edit this on the Job Info tab.
In Application Settings, you can edit a specific jobs standard application fields. For the following fields you toggle them on/ off or make them mandatory/ optional.
Resume
Cover Letter
Phone number
Location
LinkedIn URL
If you want to edit the default application fields (for all new jobs), you can find it in the Job Settings tab in Settings.
Add custom/ knockout questions in the "Knockout Questions" section at the bottom of the job's Application Settings tab. Add any question you'd like candidates to fill in.
You can choose from Text, Single Choice, Multiple Choice, Checkbox and Slider.
Preview & share application form
Click "Preview" (top-right) to preview your application form to double check the candidate experience. Tip: try a test application to check email notifications are working as expected.
Once you're ready to share your job, copy your application form link by click on the three dots (top-right) and selecting "Copy Invitation URL". Post this link in job ads, forums, and anywhere possible candidates might see it!
7
Managing & evaluating candidates
Adding candidates to jobs
There are multiple ways to add candidates to jobs, which we'll cover in this section.
One of the best ways to add candidates to jobs is by filtering your candidate database. You can search for relevant candidates in your database using the filters on the Candidates page and either individually add them to jobs, or bulk add them to jobs.
Filter your candidates using any of the following fields (more coming soon):
Custom tags
First name
Last name
Email
Date created
Job title
Location
Phone number
Current company
Skills
📣 Using Happlicant's LinkedIn Chrome Extension, the Resume Parser, or bulk importing you can easily populate these fields.
Adding a candidate from their profile page
You can add a candidate to a job directly from their profile page by clicking the "Add to Job" button. You'll then see a popup that allows you to select the job you wish to invite them to.
Adding a candidate from the job pipeline
You can also add a candidate to a job from the pipeline itself. Just click the "Add Candidate" button, search the name of the candidate and choose the Application Stage you wish to add them to.
Managing your pipeline
Share your application form or add candidates to kick start the pipeline. If you've published/ shared an application form, you'll start to see candidate cards appear in the your Inbox stage.
If you're adding candidates, you will see the same candidate card but you'll know they have been added, as they'll have a cross-hairs icon above their initials.
Once candidates start to populate on your board, you can take the following actions:
Change candidate status: Simply click the status pill on the applicant card to update their status:
Active (default) – Candidate actively being considered
Rejected – ⚠️ Triggers an automatic rejection email
Move candidates to another stage: Drag and drop candidates between stages, just like typical Kanban board/ Pipeline.
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.
Pressing the "Select All" button next to the "Bulk Actions" button will select all candidates on your board. To unselect all, click "Select All" and then "Select None".
Confirmation warnings: Whenever you change more than one candidate’s stage or status, a confirmation popup will appear before the action is applied—preventing accidental changes and unwanted emails to be sent.
Rate candidates (1-5 stars): Click the star icon on a candidate card to assign a rating. This can be edited anytime.
Filtering in your pipeline
If you prefer a cleaner pipeline, you can hide rejected candidates by click the gear icon in Kanban and toggling on "Hide rejected applications".
(Coming soon) Click the Filter button to apply filters based on your fields (name, location, title, company, etc) and knockout questions.
Application page
Click on a candidate card to view their application details. Here you can see all the details regarding the candidate's application including their answers to questions you preconfigured in the application form.
All applicants are automatically added to your Candidates list as soon as they apply.
Candidate profile page
To view candidates' full profile, just click their name within the application page or find them on the Candidates page. You can see all the details regarding the contact, including other jobs they're being considered for, all the events/ notes associated with the candidate, and much more.
Tip: Within Candidates you can also do a bulk import of your candidate database to have all candidates in one place.
Track events & add custom entries within the Candidate Profile page. You can find:
Automated event logging like emails sent, status changes, stage updates, notes, etc
Manually added events like phone calls outside of the software to keep track of everything
Add notes to a candidate: Use the Notes widget to jot down important details for internal tracking or to be shared with clients. All notes include: The name of the note taker, Date & time stamp and have an Edit/Delete option (pen icon).
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.
Interview mode
To make screening candidates easier, we created Interview Mode. Go to Actions in the top right-hand corner of the screen, and select "Interview Mode". You can switch between tabs (e.g., candidate info, resume, etc.) and see the critical information on your candidates, all while you take notes.
Adjust the Notes section height and width if needed and easily scroll through all your previous notes on the candidate to ensure you don't forget a thing!
8
Collaborating with clients
Setting up the client portal
Use our slick client portal to collaborate with your clients, sharing jobs and candidates with them. Getting set up is easy for both you and your client. No logging in required!
Instructions:
Create a Client Portal URL – this is the link you will share with the client. Write a slug (e.g., the name of your agency and the name of the client). You'll see if the slug is available as it'll show a green tick ✅
Once you have inputted a name you like, hit "Create Client Portal". This will create a new client portal page
Next, You'll need to generate a passcode for your contacts and share both the URL and passcode with them
Et voilà! They now have access to a secure client portal without having to log in!
Share candidates with clients
Now your clients can access a secure space and view all jobs along with any candidates you've chosen to share with them.
To share candidates with the client, all you need to do is hit "Share with client" on the candidate profile page!
You can choose to share the following candidate information:
Provide contact information or anonymise the candidate
Resume (either the original or an automatically reformatted resume)
Notes you have chosen to specifically share with the client
The client can then give a star rating, decide next action (to proceed or to reject), and leave any notes.
(Coming soon): You can edit the settings for the Client Portal in the settings page to decide which data you wish to share.
