Documentation

Admin Guide

This guide is for organization administrators (Org Admin role) who manage teams, settings, and billing.

Organization Setup

Accessing Organization Settings

  1. Click Organization in the sidebar
  2. View and edit organization details: name, contact email, logo

Configuring Departments

Departments help organize candidates by academic discipline.

To create a department:

  1. Go to Departments in the sidebar
  2. Click Add Department
  3. Enter department name, code, and description
  4. Click Create

Configuring Batches

Batches group candidates by graduation year or cohort.

To create a batch:

  1. Go to Batches in the sidebar
  2. Click Add Batch
  3. Enter batch name, academic year, expected graduation date
  4. Click Create

User Management

Inviting Team Members

  1. Go to Users in the sidebar
  2. Click Invite User
  3. Enter email address, name, and role (Staff or Org Admin)
  4. Click Send Invitation

The invitee will receive an email with instructions to set up their account.

Managing Candidates

The Users page has tabs for Staff and Candidates:

  • Staff tab: Manage staff members and admins
  • Candidates tab: View and activate candidate accounts

Activating Candidate Accounts

Candidates imported via CSV need to be activated to gain login access:

  1. Go to Users → Candidates tab
  2. Find candidates showing "Pending Activation" badge
  3. Click the Activate button
  4. Candidate receives an email to set their password

User Roles

RoleCapabilities
StaffManage candidates, conduct interviews, create assessments, generate reports
Org AdminAll staff capabilities + user management, billing, organization settings
CandidateView own dashboard, profile, assessments, reports, join interviews

Billing & Subscription

Viewing Your Plan

  1. Go to Billing in the sidebar
  2. View current plan, limits, usage, and renewal date

Upgrading Your Plan

  1. Go to Billing
  2. Scroll to Available Plans
  3. Click Upgrade on your desired plan
  4. Complete payment through Razorpay
  5. Your new plan is active immediately

Plan Limits

Each plan has limits for:

  • Candidates: Total number of candidate profiles
  • Interviews/month: Video interviews per billing period
  • Reports/month: AI reports per billing period

Viewing Invoices

  1. Go to Billing
  2. Scroll to Invoices section
  3. View invoice history with number, date, amount, status
  4. Click the external link icon to view/download from Razorpay

Bulk Import

Importing Candidates from CSV/Excel

  1. Go to Candidates
  2. Click Import
  3. Download the template file
  4. Fill in candidate data
  5. Upload the completed file
  6. Review the preview
  7. Click Import to add candidates

Supported formats: CSV, XLSX

ColumnRequiredDescription
nameYesFull name
emailYesEmail address
phoneNoPhone number
department_codeNoMust match existing department
batch_nameNoMust match existing batch
statusNoactive, inactive, or placed

Security Best Practices

For Your Team

  1. Use strong passwords: At least 12 characters with mixed case, numbers, symbols
  2. Regular access review: Periodically review who has access
  3. Deactivate departed users: Remove access when team members leave

Data Privacy

  • All data is encrypted in transit (HTTPS)
  • Database encryption at rest
  • Data isolated per organization (multi-tenant)
  • Candidates can request data deletion

Troubleshooting

User Can't Log In

  1. Verify their email address is correct
  2. Check if invitation email was sent
  3. Resend invitation if needed
  4. Check spam folders

Billing Issues

  1. Verify payment method is valid
  2. Check for failed payment notifications
  3. Contact [email protected] for billing disputes

Support

For admin-specific issues:

  • Email: [email protected]
  • Response time: Within 24 hours for paying customers
  • Emergency: Include "URGENT" in subject line