Using Netcoder's ATS

Your Recruiting AI agent receives the résumés sent to it, reads them, and scores each applicant against the criteria of your job openings. You find every applicant in the Netcoder app with their documents, their score, and the reasons behind it.

1. Getting started

The Recruiting AI agent is what turns on the ATS (applicant tracking system). Choose a Recruiting agent when you sign up, or add one on the AI Agents page of the Netcoder app. Once the agent is enabled, Recruiting appears in the menu.

Your agent has its own email address, shown in the Email section of its page. That is where résumés go. To have your agent receive the applications sent to an address of your own, such as [email protected], forward that address to your agent's: the email guide shows how.

2. Job openings

The Recruiting page lists your job openings, with the number of applicants of each. Search them by name, or filter them by status.

Field	What it is
Name	The title of the job, such as Sales associate. Required.
Status	Draft while you prepare it, Opened while you are hiring, Closed once the job is filled.
Description	The job itself, in full. The most important field: see below.

Click + to create an opening, then its name to open its page. The pencil next to the name, or next to Description, changes them.

Write a complete description

The description is what your agent knows about the job. It reads it to place the applicants who do not name a job, to judge how relevant each résumé is, to score each applicant on your criteria, and to answer the applicants' questions by email. What the description leaves out, your agent cannot know: a short or vague description gives applicants on the wrong opening, weaker scores, and answers like I don't have that information. Take the time to make it complete, as you would for the best job posting you ever wrote:

• The role — what the person does day to day, who they work with, who they report to.
• The requirements — training, experience, licenses, languages, physical demands; what is required and what is a plus.
• The schedule — full or part time, days and hours, evenings, weekends, on call, seasonal or permanent.
• The place — address or area, remote or on site, travel, parking or public transit.
• The conditions — pay or pay range, benefits, training offered, start date.
• Your company — what you do, and what makes it a good place to work.
• The next steps — how you choose, how long it takes, how you contact the applicants you retain.

You can paste the text of your job posting, then complete it. Change the description whenever the job changes: your agent's answers follow at once, and Evaluate again applies it to the applicants already received.

Only Opened openings receive the applicants who do not name a job. Set an opening to Opened once its description and criteria are ready, and to Closed when you stop hiring.

3. Selection criteria

The criteria are what your agent checks in each résumé: a diploma, years of experience, a driver's license, a language. On the page of an opening, click + in its Selection criteria section.

Field	What it is
Name	A short name, such as Retail experience.
Description	What you expect, in plain words: At least two years in a store, ideally in clothing. The more precise, the better your agent judges.
Requirement Level	Mandatory: the applicant must have it. Preferred: what you are looking for. Nice-to-have: a plus.
Weight	The points the criterion is worth. Give more to what matters most.

Each criterion is listed with its points. Adding or changing criteria applies to the next evaluations; use Evaluate again on an applicant to apply them to someone already received (see section 5).

4. Receiving applicants

Applicants arrive in two ways:

• By email — anyone who sends their résumé to your agent's address, or to your own address forwarded to it, becomes an applicant. Your agent answers them by email to acknowledge their application, in the language they wrote in.
• By hand — on the page of an opening, click + in the Applicants section and drop one or more files in Résumés. From the Recruiting page, Add Applicant also asks for the Job.

Your agent then does the reading for you:

• It sorts the attached files: résumé, cover letter, certificates and licenses. Anything else is left out.
• It takes the applicant's name, email, phone number and city from the résumé.
• When no job is named, it places the applicant on the Opened opening that best matches their résumé.
• It scores the applicant against the criteria of the opening.

A file received twice is kept only once.

5. Reading an evaluation

The Applicants section of an opening lists everyone who applied:

Column	What it shows
Applicant	Name, phone, email and city. Click the name to open the evaluation.
Groups	The groups of the contact, which you choose.
Creation	When the application arrived.
Relevance	How well the applicant's presentation fits the job description, as a percentage. See below.
Score	The points earned on your criteria. Sort on it to see the best profiles first.
Tasks	The open tasks about the applicant.

Relevance and Score measure two different things:

• Relevance is a semantic evaluation: it compares the meaning of what the applicant sent, their résumé, cover letter and certificates, with the meaning of the opening, its description and criteria. It measures how well the applicant's presentation fits the job as a whole, even when they use other words than yours: a cashier and a sales associate are close, a welder is far. It is a first, quick read of the fit, and also how your agent picks the opening of an applicant who names none.
• Score is an evaluation, criterion by criterion, of what the résumé shows: each criterion met earns its points, with the reasons given in the evaluation.

An applicant with a high Relevance and a low Score presents well for the job but misses some of your criteria; the opposite may mean a résumé that meets your criteria but says little about the job itself. Both depend on a complete description.

The evaluation opens beside the list:

• Global score — the points earned out of the points possible.
• Mandatory, Preferred and Nice-to-have Qualifications — each criterion with the points earned and, in a few words, why: what the résumé says, or does not. Not evaluated means the evaluation has yet to run.
• Documents — the résumé and the other files, to download.
• Notes and Tasks — your team's.

Your notes count: when you add or change a note, such as Has her class 5 license, confirmed by phone, the applicant is evaluated again with it. Evaluate again does so right away, for instance after you change the criteria.

The score helps you sort; it does not decide. Read the reasons of the applicants you call, and of those you set aside.

6. Following up

The actions of each applicant, in their row:

• Edit — the contact's details and groups. Groups, such as Interview or Hired, are how you mark where each applicant stands.
• Task — a call to make, an interview to plan, with a due date and someone responsible.
• Note — what you learned: an interview, a reference, a call.
• Delete — removes the applicant from the opening. A deleted applicant can be restored for a while, then is erased for good, documents included.

Applicants can also write back to your agent: it answers their questions about your openings by email, from what their descriptions say.

7. Privacy

A résumé holds personal information. Applications are hosted in Canada, and deleting an applicant erases their documents too. Keep only what you need, and delete the applicants of closed openings once you no longer need them. See Law 25 & privacy.

8. Tips and troubleshooting

• Try it — create an opening with two or three criteria, set it to Opened, and email a résumé to your agent's address. The applicant appears within a few minutes.
• No Recruiting menu — your account needs an enabled Recruiting agent, on the AI Agents page.
• An email with no applicant — the résumé must be attached to the email, not a link to it.
• An applicant on the wrong opening — check that the right opening is Opened, and that its description says what the job is.
• Surprising scores — make each criterion's description precise, and add a note with what the résumé does not say.