Instaffo Employer Help Center Documentation Feed
How do I navigate with the new sidebar? Overview You'll now find the main navigation on the left side instead of at the top – visible on every page, with your jobs right in view. On your phone, you ca
How do I navigate with the new sidebar? Overview You'll now find the main navigation on the left side instead of at the top – visible on every page, with your jobs right in view. On your phone, you can open the sidebar using the hamburger menu. Menu items at a glance – your starting point. – overview of all your jobs. – discover and reach out to actively matching talents. – all applications for your jobs, opens in the screening overview. The active area is highlighted, so you always know where you are. Access your jobs directly In the sidebar, you have direct access to all jobs where you're part of the hiring team. A colored dot shows you the status at a glance: 🟢 Green – active jobs. The number next to it shows all ongoing applications. 🟡 Yellow – hidden jobs (only in Talent Feed). The number shows how many open applications you still have there. ⚪ Gray – deactivated jobs and drafts. For deactivated jobs, you'll still see the number of ongoing applications as long as any are open. If you have more than 5 jobs in a status group, you can expand the rest using . Long job titles are shortened – hover over the title to see the full name. Clicking on an active, hidden, or deactivated job opens the applications. For a draft, you'll go directly to the Job Cockpit so you can keep working seamlessly. Create a new job Above the user area, you'll find the button. Click it to start the job creation flow. Quick search with / Press (Mac) or (Windows) – the global search opens without you leaving the current page. You can also click directly into the search field in the sidebar. Collapse and expand the sidebar Click the arrow icon at the top of the sidebar to reduce it to an icon bar. More space for your content, and all areas remain accessible through the icons. Profile, team, and quick access At the bottom of the sidebar, you'll find your user card. Click on your avatar to access, as usual: Personal settings Company settings Add members Out of office message Logout Right next to it, you have quick access to: ⚙️ Settings 📖 Help Center 🎉 What's new? – current releases and updates Mobile navigation On your phone, you'll see a bar at the top with the logo and hamburger menu. Tap the hamburger – the sidebar slides in as a drawer and contains all the features you know from desktop. Frequently asked questions Why do I see different jobs in the sidebar than in the dropdown under Applications? The sidebar shows all jobs you're involved with – active, hidden, deactivated, and drafts. The dropdown under only shows jobs that currently have open applications. Whose drafts do I see in the sidebar? As a team member , you see drafts from the last 14 days where you're the creator or part of the hiring team. As a company admin , you also see all drafts in your company.
How do I accept new applications and open the chat?
How do I accept new applications and open the chat? What you'll achieve You can now accept or reject new applications with a single click. The chat only starts when you show genuine interest. What's n
How do I accept new applications and open the chat? What you'll achieve You can now accept or reject new applications with a single click. The chat only starts when you show genuine interest. What's new? The chat no longer opens automatically after an application. You decide first: Application moves to Accepted , your first chat message gets sent, the chat opens Application is rejected immediately, chat stays closed You decide later How the new decision process works 1. Review new applications Open the Screening tab in the Applications section. Select a new application to review it in detail. The chat isn't available yet. Your first chat message will only be sent after you've accepted the talent. 2. Make a decision On the right, you'll find three actions: Accept application The talent is a good fit and you want to get in touch Reject The talent isn't a good fit and you want to decline right away Next talent → You'll decide later. Application stays in screening 3. What happens next? ✅ Application accepted Application appears in the "In Progress" section under the Accepted column The chat is now available The talent has already received your first automated chat message ❌ Application rejected The application ends and moves to the Rejected column The talent will be notified that it didn't work out this time ➡️ Application skipped The application stays visible in the Screening tab You can decide on it during your next review Why this change matters You only chat with talents who are a real fit, because the chat only opens after you've reviewed them positively. You save time on unsuitable profiles because you can reject them without having to write a message. Talents find out where they stand faster. Frequently asked questions Does the chat open without my decision? No. The chat only opens when you actively click Accept . What does the talent see while I'm reviewing? The talent sees that their application is being reviewed. The chat remains locked. Does this apply to all applications? No, only applications you receive after this feature is activated. Applications you received before will continue to have an open chat in screening.
Archiving applications As an administrator, you can archive rejected or hired applications whenever needed, for example for data protection reasons. 📦 Here's how it works: 1. Open a rejected or hired
Archiving applications As an administrator, you can archive rejected or hired applications whenever needed, for example for data protection reasons. 📦 Here's how it works: 1. Open a rejected or hired application in the application overview 2. Click the ⋮ menu in the top right of the open sidebar 3. Click "Archive application" and confirm the archiving Keep in mind that you can't undo archiving. If you hired someone through us, wait to archive the application until after we've sent you the invoice.
Why is my job automatically deactivated?
Why is my job automatically deactivated? Automatic job hiding makes sure that you only receive as many applications as you can actually handle , adjusted to match your response speed. This keeps your
Why is my job automatically deactivated? Automatic job hiding makes sure that you only receive as many applications as you can actually handle , adjusted to match your response speed. This keeps your application process organized, candidates get feedback quickly, and you're guaranteed to deliver a consistently positive candidate experience. When does a job get automatically hidden? If too many applications remain unreviewed and your response times get too long, we'll automatically hide your job. You can check your average response time on the Dashboard. As soon as you start responding actively again, the job can be reactivated in your application overview. Before a job gets deactivated, you'll also receive a warning email so you can take action early on. 💡 Note : Your average response time is calculated across all your company's active jobs (last 30 days, weekdays only). If you respond quickly (under 3 days on average), auto hide won't kick in, even if you've got a lot of unreviewed applications piling up. When is an application considered "reviewed"? As long as an application stays in the "Application received" status (screening), it counts as unreviewed . An application is considered reviewed once its status changes to: Shortlist First interview Second interview Offer Hired Rejected 💬 A chat message alone isn't enough. Only a change to a different application status counts as "reviewed". 🔮 What changes with the new "Accept application" feature? Nothing, the logic stays the same. Even though applications will need to be "accepted" first going forward, an application only counts as reviewed once you change its status.
Is there a candidate pool and how do I use it?
Is there a candidate pool and how do I use it? At Instaffo, we don't have a traditional candidate pool. Instead, we rely on intelligent matching, and that's where the Smartpool comes in. What is the S
Is there a candidate pool and how do I use it? At Instaffo, we don't have a traditional candidate pool. Instead, we rely on intelligent matching, and that's where the Smartpool comes in. What is the Smartpool? The Smartpool contains talents who have already applied to you once and whom you've actively added to the Smartpool when rejecting them. This means: You've decided that this talent could potentially be interesting for a future position or at a later point in time. Important: Talents only appear in the Smartpool if they match one of your currently open positions. 🧩 How do I add talents to the Smartpool? When you reject a talent for a specific position , but still find them potentially interesting, you can easily add them to the Smartpool. Here's how: 1. Click "Reject" in the application process 2. Enable the option "Add to Smartpool" 3. The talent will be saved and suggested again in the future if they match a new position ➡️ This feature is only available in the Professional package. Where do I find the Smartpool? You'll find the Smartpool in the Talent Feed under the "Smartpool" tab, which is marked with "PRO" . It displays only talents you've personally added who currently match one of your open positions. 🔍 So you won't see any random saved talents, just relevant suggestions. What can I do with talents in the Smartpool? When a talent appears in the Smartpool, you have two options: You can respond to the original application and continue the chat there Or you can use the "Suggest Position" button to send the talent a new matching position directly The talent can then decide whether they'd like to reconnect. 💬 💡Good to know The Smartpool is part of the Professional package You actively control which talents are saved Only talents with current matches are displayed You can always go back to old applications or make new suggestions anytime Got questions about how to use it or want to actively work with the Smartpool? Your Account Manager is happy to help!
Are Talents Outside the Area Ready to Relocate?
Are Talents Outside the Area Ready to Relocate? Want to know if a talent is willing to relocate for the job or work on site? Instaffo shows you this info clearly and reliably both in an application an
Are Talents Outside the Area Ready to Relocate? Want to know if a talent is willing to relocate for the job or work on site? Instaffo shows you this info clearly and reliably both in an application and in the Talent Feed . Got an application? Here's how you see work location preferences When applying, talents select which of the listed locations they'd like to work at. This info is always requested and comes directly from the talent. In the application's matching details, you'll find: Work location confirmed: The talent has selected your job's location as an accepted work location. You'll see either: Home address and distance to job location, or "Open to working at the job location" Work location not confirmed: The talent is not willing to work at any of the listed locations. You'll see: "Preferred work location doesn't match" Relocation readiness and Talent Feed In the Talent Feed, you can spot relocation readiness with two tags: "Open to relocating" Talent is generally open to moving "Location matches" Talent lives within acceptable distance or directly at the location Point right hand This info is based on details in the talent's profile and helps you out before first contact . Compass What does this mean for you? | Talent Feed Info | Recommendation | | | | | Tag Open to relocating | Good foundation reach out | | Location pin Location matches | Perfect match let's go |
How do I transfer applications to our ATS?
How do I transfer applications to our ATS? Want to transfer an application from Instaffo to your ATS? In this article, you'll learn how to do it easily using the application overview. How synchronizat
How do I transfer applications to our ATS? Want to transfer an application from Instaffo to your ATS? In this article, you'll learn how to do it easily using the application overview. How synchronization works As soon as you move a talent from the "Screening/Application" phase to a more advanced phase like "Shortlist", the application automatically syncs with your ATS provided the job posting is already linked. Synchronization is controlled by the status change. This way, you stay in control of exactly when data gets transferred. 💡 Important: If you move a talent directly to the "Rejected" phase, no synchronization will be triggered. Job posting not linked yet? For sync to work, you'll need to connect the job posting to your ATS first. Here's a step by step guide: 👉 How do I link a job to our ATS? Check synchronization Want to make sure the sync worked? Click on the candidate card to open the detail view The Instaffo Assistant in the chat on the right will let you know whether the application was successfully transferred If not: Move the talent to the desired phase again, and the sync will be triggered once more Only available in the Professional plan ATS linking is included in the Instaffo Professional plan. Instead of constant copy and paste, you can transfer applications directly to your ATS with just one click. ⏱️ Recruiters lose an average of up to 14 hours per week on manual tasks. With ATS linking, you save time and can focus on conversations with talent. Interested in the Professional plan? Want to use ATS linking? Just reach out to your Account Manager. Together, you can check whether the Professional plan is right for you and how the transition works.
Everything you need to know about Instaffo Chat with talents
Everything you need to know about Instaffo Chat with talents What do I do if a talent doesn't respond to my message? You've messaged a talent on Instaffo Chat but aren't getting a reply? No need to wo
Everything you need to know about Instaffo Chat with talents What do I do if a talent doesn't respond to my message? You've messaged a talent on Instaffo Chat but aren't getting a reply? No need to worry sometimes you just need the right nudge. Here's how you can move forward in a meaningful way. 🧩 Your action options 1. Was your message read? In the chat, you can see via the checkmarks whether the talent has seen your message: Two grey checkmarks → not yet read Two green checkmarks → read This gives you a good sense of how to proceed. 2. Follow up briefly Sometimes a message gets lost in the shuffle of daily life that's completely normal. Just send a quick and friendly follow up. Often a little reminder is all it takes to get the conversation rolling again. 😊 3. Use contact information outside of Instaffo If the talent has provided contact details like email, phone number, or LinkedIn, you can reach out to them directly. Especially for interesting profiles, the extra step is worth it! 🚀 👻 How to avoid ghosting from the start To keep talents from dropping off in the first place, here are a few simple tips: ⏱️ Respond quickly ideally the same day. Particularly successful teams respond within 3 days. 🙋 Address them personally reference their background and tell them why you find them interesting. 🔍 Be specific explain clearly and transparently what happens next. 💡 Tip: The more personal and clear you write, the more likely talents will stick around. And if it doesn't work out right away it's worth persisting! 💪 Can people see who's writing in the chat? Yes talents always see the name of the person from whose profile the message was sent. So the sender name matches exactly the account you're logged into. Can you send messages on behalf of someone else? No it's not possible to send messages from your account on behalf of someone else. So if, for example, a rejection should officially come from a colleague, they need to send it from their own Instaffo profile. 💡 Tip: To ensure clear and transparent communication, it's a good idea to coordinate internally about who will take over the conversation or to invite colleagues directly into the chat. ✏️ Can you edit messages after sending them? Yes both talents and companies can edit chat messages that have already been sent . When you hover over your message, a small pencil icon appears next to the two checkmarks. Just click on it, and a window opens where you can easily edit the message. The chat will then show that the message has been edited. Super helpful if you spot a typo or want to phrase something more clearly. 🙌 This way your communication stays clean, understandable, and professional.
What do I do if I want to reject multiple applications?
What do I do if I want to reject multiple applications? You've successfully filled a position and now want to send rejections to the remaining candidates? Instaffo doesn't offer a bulk rejection featu
What do I do if I want to reject multiple applications? You've successfully filled a position and now want to send rejections to the remaining candidates? Instaffo doesn't offer a bulk rejection feature. However, with the Screening Mode , you can still reject multiple candidates efficiently and professionally, one after another. Using Screening Mode 1. Open the Screening tab: Click on the "Screening" tab in the top menu bar under "Applications" . Here you'll see a list of all new applications that haven't been screened yet. 2. Start screening: Select the candidate you want to reject or click on "Start screening" . 3. Review the profile: Scroll through the candidate's profile to get an overview of their qualifications, work experience, and skills. Sending a rejection 4. Start the rejection process: Click the "Reject..." button in the upper right area of the screen. A new window titled "Reject candidate" will open. 5. Select a message template: Open the "Select template" dropdown menu and choose an appropriate rejection template. 👉 If you want to know how to create your own templates, read this article 7. Confirm the rejection: Finally, click "Reject" to complete the rejection process. With this process, you can handle applications quickly, efficiently, and thoughtfully all at the same time. You stay professional, save time, and create a great candidate experience. 💬✨
What happens when a talent applies directly and through Instaffo?
What happens when a talent applies directly and through Instaffo? Some talents apply in parallel through multiple channels for example, directly on your careers page and also through Instaffo. Here's
What happens when a talent applies directly and through Instaffo? Some talents apply in parallel through multiple channels for example, directly on your careers page and also through Instaffo. Here's how we handle that. 👇 If the talent applied through Instaffo first In this case, the application is credited to Instaffo even if the talent applies directly with you again later. Exception: If the direct application comes more than 12 months after the Instaffo application, we don't charge a fee . If the talent applied directly with you first If the talent applied directly through your homepage or other platforms first, no fee is charged . 📌 Important: So we can assign this correctly, we need clear proof , for example: Email with timestamp Screenshot from your ATS or applicant tracking system ⚠️ Please reach out proactively to your account manager as soon as such a case comes up. We can only assign the application correctly with timely proof. 💡 Note Every case is unique and sometimes a bit tricky. If you're unsure or have questions, just talk to your account manager . We'll figure out together what's the best solution for you. 🙌
How do I create job postings with AI support? 🧪
How do I create job postings with AI support? 🧪 Beta Feature AI Job Creation is currently in Closed Beta and only available to select companies. As an experimental feature, we're continuously working
How do I create job postings with AI support? 🧪 Beta Feature AI Job Creation is currently in Closed Beta and only available to select companies. As an experimental feature, we're continuously working on improvements your feedback helps us get there! What is AI Job Creation? AI Job Creation is our new feature that helps you create job postings faster and more easily. Instead of filling in all the fields manually, you can simply paste your existing job description our AI takes care of the rest! ✨ How it works @video 1. Enter the job title Start like usual with the job title. You can either use a Job Radar job (title is already filled in) or manually create a new job. 2. Paste your job description In the next step you'll see a large text field. Here you can paste your complete, existing job description (300 10,000 characters). Tip: The more detailed your job description, the better our AI can extract the relevant information. 3. AI does the work for you After you click "Auto fill job", our AI analyzes your text and automatically extracts: Short role description Detailed responsibilities Requirements Team information Required languages This takes a maximum of 10 seconds. 4. Review and adjust In the following steps you'll see all auto filled fields they're clearly marked as "auto filled". You can edit and adjust everything however you like. Important formatting note: The original formatting of your text (bullet points, paragraphs, etc.) is currently not carried over. In the job description steps you can adjust the formatting to your liking add bullet points, structure paragraphs, and optimize the text layout. What happens if I skip this step? No problem! You can skip the AI support anytime and fill in all the fields manually as usual. The job creation process will then continue normally. Troubleshooting "The information from your text couldn't be extracted" Check that your text has at least 300 characters Make sure it's a structured job description Click "Try again" or skip the step Fields aren't filled in correctly? All auto filled fields are completely editable You retain full control over the final job content Questions or feedback? Feel free to reach out to our support team your input helps us make AI Job Creation even better! 🚀
How do I disable email notifications? Want to receive fewer emails from Instaffo? Here's what you need to know about which emails you can unsubscribe from and which ones you can't. We'll also show you
How do I disable email notifications? Want to receive fewer emails from Instaffo? Here's what you need to know about which emails you can unsubscribe from and which ones you can't. We'll also show you how to adjust the settings in your team. 👇 What emails does Instaffo send? We distinguish between two types of emails: 1. General Instaffo updates These include things like notifications about new features, platform updates, or tips on how to use the service. 👉 You can unsubscribe from these emails yourself . 2. Transactional emails For example, notifications about new chat messages, applications, or process updates for your job postings. 👉 You can't disable these emails because they're part of your recruiting process. Unsubscribe from general updates Here's how to unsubscribe from general Instaffo updates: 1. Open an email you want to unsubscribe from 2. Scroll all the way to the bottom 3. Click on "Unsubscribe from emails" 📌 Note: This setting only applies to the email address specified and doesn't affect other team members. Manage transactional emails You can't completely unsubscribe from these emails, but you can decide who should receive them . Adjust responsibility for the job posting 1. Go to your job postings overview 2. Click "Edit" for the job posting you want to change 3. Open the "Responsible parties" tab ✉️ Who gets notifications? Primary contact Always receives all notifications for the job posting You can change the person using the dropdown field Hiring team Here you can manage other team members involved Use the "Receives notifications" checkbox to control who gets emails You can add new team members anytime Summary Email Type | Can be unsubscribed? | Who can control it? | | General Instaffo updates | ✅ Yes | You via the link in the email Transactional emails | ❌ No | Only through responsible parties in job postings Still have questions? If you're unsure which emails you're receiving or something isn't working as expected, feel free to reach out to us at kunde@instaffo.com. We're happy to help. 💬
How do I link a job to our ATS? You're using an applicant tracking system (ATS) and want to connect your job posting with Instaffo? With the ATS integration , you'll save time and sync matching applic
How do I link a job to our ATS? You're using an applicant tracking system (ATS) and want to connect your job posting with Instaffo? With the ATS integration , you'll save time and sync matching applications easily. Link your job to the ATS here's how 1. Open the job for editing Go to your job overview and click "Edit" for the position you want. You'll find the button on the right side next to the job title. 2. Start the ATS integration In edit mode, you'll find the link "Create ATS integration" below the "Publish changes" button. Click it to get started. 3. Integration window opens A window appears with the title "Link this job to your ATS". 4. Select the matching ATS job Click on the "Select job" dropdown and choose the matching position from your ATS. All available jobs are displayed in the list. 5. Confirm the integration Click "Create integration" to establish the connection and you're done ✅ What happens after linking? Applications with the status "Screening" are automatically transferred to your ATS You don't have to manually copy or enter anything anymore we'll handle that for you Linked jobs are clearly marked in the job overview Learn exactly how this works in this article: 👉 How do I transfer applications to our ATS? Only available in the Professional package ATS integration is part of the Instaffo Professional package . Instead of constantly copying and pasting, you can transfer applications directly to your ATS with just one click. ⏱️ Recruiters lose an average of 14 hours per week to manual tasks. With ATS integration, you save time and can focus on conversations with your top talent. Interested in the Professional package? Want to use ATS integration? Just reach out to your Account Manager. Together you can check if the Professional package is right for you and how the transition works.
How do I create and manage message templates?
How do I create and manage message templates? With message templates in Instaffo, you can standardize your communication with talents, save time, and avoid mistakes. This article shows you step by ste
How do I create and manage message templates? With message templates in Instaffo, you can standardize your communication with talents, save time, and avoid mistakes. This article shows you step by step how to create templates, edit them, and use them in the application process. ✉️ Finding your templates 1. Click on your profile picture in the top right corner. 2. Select "Settings" . 3. Go to "Message Templates" . Here you can create new templates or edit existing ones. 👇 Creating a new message template Step 1: Create a template Click on "Create New Talent Feed Template" (plus symbol). Step 2: Enter title and message Enter a clear title , for example . Write your message and use placeholders. Instaffo will fill these in automatically. Here are all the placeholders you can use: | Placeholder | Gets replaced with | | | | | [Talent First Name] | Talent's first name | | [Author First Name] | Your first name | | [Author Last Name] | Your last name | | [Position] | Job title | 💾 Save: Click "Save" to create the template. Managing templates ✏️ Edit a template 1. Click the pencil icon next to the template you want to edit 2. Update the title or message 3. Save your changes 🗑️ Delete a template 1. Click the trash icon 2. ⚠️ Important: Deletion is permanent Using templates in the application process 1. Go to the "Applications" section 2. Open a talent's profile 3. You'll find your saved templates in the chat area 4. Click "Use" on the template you want 5. The text is automatically inserted and placeholders are replaced 🪄 Best practices Consistent titles: Use prefixes like , , , . Using placeholders correctly: Only use supported placeholders Don't create your own placeholders in square brackets Follow the exact spelling: , not Personalization pays off: Individual messages lead to better responses. Keep it short and clear: Ask specific questions and communicate the next steps this boosts your response rate. 📈
What Roles Exist on Instaffo - and Who Can Do What?
What Roles Exist on Instaffo and Who Can Do What? Our platform has three core roles: Administrators , Team Members , and Reviewers . Everyone contributes to success but each role comes with different
What Roles Exist on Instaffo and Who Can Do What? Our platform has three core roles: Administrators , Team Members , and Reviewers . Everyone contributes to success but each role comes with different permissions and access. Here's a quick overview of what each role can do. 🧑‍💼 Administrators Full Control Administrators have complete access: Can view and edit all jobs, chats, and notes Can manage team members (add, change roles, etc.) 💡 Tip: Click your name in the top right corner "Team Members" to manage your team. 👤 Team Members Focused Access Team members only see what's relevant to them: Can view and edit assigned jobs, chats, and notes Can publish and manage their own jobs 🔑 How to Grant Access: Go to Positions, select the position, and click "Edit". In the "Position Managers" section, you can add people who should have access to applications. 💬 Reviewers For Feedback Requests Reviewers help assess talent without platform access: Are automatically created when you send feedback requests via email Appear in the Team Overview under "Reviewers & Invited People" Can review application profiles that you've requested feedback on Cannot edit jobs Cannot view chats or files shared in chats Can write new notes but cannot view existing notes You can convert reviewers to team members with one click 📩 How to Invite Reviewers: 1. Go to your Application Overview and select an application. 2. Click the chat bubble in the top right to request feedback. 3. Enter new email addresses and invite reviewers directly. 🚀 Invite Your Team Now & Get Started The more people with access, the faster you'll reach your goals! Add more administrators and team members for better overview and smarter recruiting decisions. 👉 Add Your Hiring Team Now
Screen new applications and make your first decisions In screening, you review new applications and decide which talents move to the shortlist. This keeps you organized and gets the right candidates i
Screen new applications and make your first decisions In screening, you review new applications and decide which talents move to the shortlist. This keeps you organized and gets the right candidates into conversations faster. 🚀 Switch to screening Open the Screening tab in the Applications section. Here you'll find all new applications with the status Application meaning applications that haven't been screened yet. Get an overview of new applications Applications with a red dot haven't been viewed yet. The table is sorted by application date and grouped by job. At the top you can switch between jobs or use filters. 💡 Tip: Review new applications regularly the sooner you respond, the faster you can get conversations going with the right talents. Important info at a glance In the table you can see: Talent's name Match Location Language Salary expectations Must have skills Age of the application This way you can immediately tell who's a great fit. Start screening Click "Start screening" to begin with the first application. Or select an individual application to start with that one. Screening always works on a per job basis and follows the order in the table from top to bottom. Review talents in detail In the screening detail view you'll find: The complete talent profile with all skills and language proficiencies The resume (if available) in a separate tab On the right you see the match criteria in detail such as location, language, salary, and must have skills The chat in a separate tab ⚙️ You can jump to the next talent anytime without making a decision right away. Add notes during screening During screening you can save personal notes directly in the talent profile. This way you capture feedback and keep your hiring team on the same page. Open the tab in the right section. There you can: Write a note Select a mood (positive, neutral, negative) Mention team members with Turn notifications for mentions on or off 💡 You can save a note without a mood or just select a mood. As long as one of the two inputs is filled in, you're good. All notes are displayed chronologically with the name, time, and mood. Below you'll also find earlier activities related to the application. Make a decision On the right you'll find three actions: Move to shortlist : Talent is a good fit and moves to the next step. Reject : Talent isn't a good fit and moves to Rejected status. Next talent : Still undecided talent stays in screening. After screening Shortlisted talents go to the In Progress tab Rejected talents also go there, with Rejected status Skipped talents stay visible in Screening Once you've screened the last talent for a job, you can: Move on to the next job or Return to the screening list to keep things organized. Tips & hints 💡 Teamwork You work together with your hiring team on the shortlist. This is where decisions are discussed and interviews are prepared. 💡 Best practice Schedule dedicated times for screening so your process stays fast, transparent, and fair . ℹ️ Definitions Screening: Initial review and assessment of new applications Shortlist: Talents who generally fit the role. Now you can contact them and get feedback from the department. Summary In screening you make the first decisions in your application process structured, efficient, and clear . This way you quickly identify who's really a good fit and get your hiring team into conversations with the right talents early on. 🙌
How do I reactivate a deactivated job? Want to bring a previously deactivated job listing back to life? No problem – with just a few clicks, your job will be visible again and candidates can start app
How do I reactivate a deactivated job? Want to bring a previously deactivated job listing back to life? No problem – with just a few clicks, your job will be visible again and candidates can start applying. Finding your deactivated job 1. Switch to the "Deactivated" tab: In the "Jobs" section, you'll find the "Deactivated" tab at the top of the navigation. There you can see all your currently deactivated job listings. 2. 🔎 Search for your job: Use the search field "Search for a job..." in the top right, or scroll through the list until you find the job you're looking for. Reactivating and publishing your job 3. Click on "Publish": Next to the job you want to reactivate, click on "Publish" . The system will automatically check whether all required fields are filled in. 4. Fill in any missing information: If something's missing, it'll be highlighted in red . Complete the details and make sure everything is still up to date. 5. Publish your job: Once all the information is complete, click on "Publish" in the top right corner – and your job listing is live again! Your job now appears in the "Published" tab and is visible to candidates again. 🎉 💡 Tip: Take this opportunity to update the job description or the salary range too – this way your job listing stays attractive and current! ✨
Why Am I Getting Applications When My Job Post is Hidden?
Why Am I Getting Applications When My Job Post is Hidden? You've hidden a job post and applications are still coming in? Here's what's causing it and what you can do about it. What does "hide job post
Why Am I Getting Applications When My Job Post is Hidden? You've hidden a job post and applications are still coming in? Here's what's causing it and what you can do about it. What does "hide job post" mean? When you hide a job post , it will: no longer appear in matching no longer be suggested to talents as a new opportunity In other words: Talents won't see the job post in their overview anymore. But you can still actively reach out to suitable talents through the Talent Feed . 🎯 💡 Tip: Why not test how effective the Talent Feed works on its own without a public job listing? 👉 Publish Your Job Exclusively in the Talent Feed Now Why can some talents still see the job post? Simple: When you interact with talents in the Talent Feed, they can still see the job post, for example: when you invite them using "Suggest job" when you save them using "Save" Job Already Filled? Use the "Deactivate" function if you've already filled your position. Just keep in mind that you won't receive any new applications and you'll lose access to the Talent Feed. 📝 Important: Any applications you've already received will of course be preserved.
How Does the Invoicing Process Work at Instaffo?
How Does the Invoicing Process Work at Instaffo? Once you record a successful hire in your Instaffo account, the invoicing process starts automatically. Your invoice will then be sent quickly and with
How Does the Invoicing Process Work at Instaffo? Once you record a successful hire in your Instaffo account, the invoicing process starts automatically. Your invoice will then be sent quickly and without any hassle. 📅 When Is the Invoice Created? The invoice is prepared right after you record the hire . You'll typically receive it shortly after the entry via email. 🕒 Payment Terms: Standard payment is due in 14 days or as agreed in your contract. 🛠️ Any Special Requirements for Your Invoice? If you need specific information on your invoice, for example: a different billing address a different invoice recipient a cost center , PO number , or other internal references 👉 Then please inform your Account Manager before recording the hire . This way, we can create the invoice correctly from the start and avoid any unnecessary delays. 🤝 Still Have Questions? Your Account Manager is here for you and will support you with everything related to the invoicing process.
How do I reassign applications to another position?
How do you reassign applications to another position? You'd rather consider a talent for a different open position in your company? With the Instaffo Professional Package , it's super easy. This way,
How do you reassign applications to another position? You'd rather consider a talent for a different open position in your company? With the Instaffo Professional Package , it's super easy. This way, you can place talents exactly where they'll shine the most. 💼✨ 🚀 Moving an application – here's how Note: This feature is exclusively available in the Instaffo Professional Package . 1. Select the application Go to your application overview and click on the card of the talent you want to move. 2. Open the move option In the profile, you'll find a switch symbol next to the job title on the right side. Click it and select "Move to another position" . 3. Select the target position A dropdown window titled "Move application to another position" will open. Here you'll see all currently open positions. 4. Choose the new position Click on the position that's a better fit for the talent. It will then be automatically filled in the selection field. 5. Confirm the move Click "Move" to assign the talent to the new position. After the switch, a new chat for the new position starts automatically while all your previous messages are kept, of course. 💡 Curious about even more smart features? Then reach out to your Account Manager and discover all the benefits of the Instaffo Professional Package. 👇 Don't have the Professional Package? If you don't currently use the Professional Package, you can't move applications yourself. But no problem: Just contact your Account Manager whenever a talent should be considered for a different position. We'll make sure everything is assigned and documented correctly.
How do I add more team members or change my email address?
How do I add more team members or change my email address? Want to give more team members access to Instaffo so they can help with job postings and applications? No problem! In just a few steps, you c
How do I add more team members or change my email address? Want to give more team members access to Instaffo so they can help with job postings and applications? No problem! In just a few steps, you can add new team members whether as administrators or staff members. How do I change my email address? 👉 You can update your email address anytime directly in your personal profile. Here's how: 1. Enter your new email address in your personal profile 2. Save your changes You'll then automatically receive a confirmation email. Click the confirmation link in that email to complete the change. Who can add team members? Only administrators can invite new team members to your Instaffo account or change existing roles. If you're not sure what permissions you have, check your profile menu in the top right corner. How to add a new team member 1. Open your profile menu: Click your name in the top right and select "Team members" from the dropdown. 2. Click "Add new team member": You'll find the button in the top right of the overview. 3. Enter an email address: Enter the business email address of the new team member. 4. Select a role: Choose whether the person should be an Administrator , Staff member , or just a Reviewer . You can find an explanation of the roles in this article: What roles exist on Instaffo and who can do what? 5. Send the invitation: Click "Invite" the person will receive an email with a registration link. 💡 Tip The more team members actively using Instaffo, the faster you'll find the right talent. Invite your team now and make your recruiting process even more efficient! 🚀 👉 Add team member now
How do I deactivate a job posting? The position is filled or needs a quick break? No problem, you can manage your jobs easily in your job overview. Here we'll show you step by step how to do it and wh
How do I deactivate a job posting? The position is filled or needs a quick break? No problem, you can manage your jobs easily in your job overview. Here we'll show you step by step how to do it and what exactly happens. 👇 📋 Your job overview All jobs are displayed as cards, including the number of applications. On the right side of the card you'll find: Edit Preview Three dot menu (⋯) 👉 Click on the three dot icon to open the menu. Select "Deactivate job posting" to hide the job or deactivate it completely. ✅ How to deactivate your job posting 1. Give us quick feedback Let us know what your experience with the job posting was like. ➡️ The feedback has no impact on the deactivation , but it helps us improve the platform further. 2. Select a reason Choose from the dropdown, for example: "I currently have enough applications" 3. Choose a deactivation option You have three options: 🔕 Hide Job will no longer be shown in matching You can continue to actively recruit through the talent feed 🚫 Deactivate No new applications No access to the talent feed Existing applications remain ⏳ Automatically reactivate after 7 days Job is paused for a short time After one week it will automatically become visible again 💡 Pro tip Want to take a quick break? Select Hide or 7 day pause Job is permanently filled? Deactivate is the right choice This way you stay in control and manage your jobs flexibly and easily. 🙌
How do I deactivate or delete my account or company profile?
How do I deactivate or delete my account or company profile? Want to deactivate or delete your personal account or company profile on Instaffo? Here's what's possible and what you should keep in mind.
How do I deactivate or delete my account or company profile? Want to deactivate or delete your personal account or company profile on Instaffo? Here's what's possible and what you should keep in mind. 👤 Deactivating or deleting your personal account Your own account cannot be deleted by yourself . If you no longer need access, an administrator can remove you from the account using the "Team Members" feature. Important: Are you the only administrator? Then a new administrator must be added first. 🚪 Leaving the company? 👉 Assign new admin role now 🏢 Deleting your company profile what you should know If an active contract exists, we're required to continue providing the agreed upon services. This includes the technical and content provision of your company profile. Here's what that means: Complete deletion of your company profile is not possible while a contract is active. 🤝 Questions about contract duration or next steps? Just reach out to your Account Manager and we'll find the best solution for your situation together.
How do I connect my calendar to Instaffo?
How do I connect my calendar to Instaffo? Want to schedule interviews directly through Instaffo without all the back and forth messaging? With Outlook integration , it's super easy! Here's how to conn
How do I connect my calendar to Instaffo? Want to schedule interviews directly through Instaffo without all the back and forth messaging? With Outlook integration , it's super easy! Here's how to connect your calendar in just a few steps. 🔧 Setting up calendar integration 1. Open Settings: Click your profile picture in the top right and select "Settings" from the dropdown menu. 2. Scroll to "Calendar Integration": In the Settings menu, scroll down to find the "Calendar Integration" section. 3. Connect your Outlook calendar: Click "Connect" to start the integration. 4. Confirm access: A Microsoft window will pop up titled "Permissions Requested". Instaffo needs access to your profile and calendar. Click "Accept" to complete the connection. ✅ All set! Your Outlook calendar is now linked to Instaffo. From now on, you can schedule and manage interviews directly through the platform no more calendar chaos. 🎯
What should I do if I can't log in? You want to log into your company account, but it's not working? Don't worry, here you'll find step by step instructions on what you can do. Check your login detail
What should I do if I can't log in? You want to log into your company account, but it's not working? Don't worry, here you'll find step by step instructions on what you can do. Check your login details If you see the error message "Invalid email or password" , check your email address: 👉 Watch out for typos or extra spaces 👉 Use exactly the email address that's linked to your company account You're landing in your talent profile instead of the recruiter area? This happens when you log in with a wrong or personal email address: Already registered as a talent? → You'll be logged directly into your talent profile Not registered yet? → A new talent profile will be created automatically Reset your password Click on Reset password below the password field. 1. Enter your email address 2. Click on "Send link" 3. You'll receive an email with a link to set a new password Didn't receive an email? Click on "Send again" and also check your spam folder . Log in with your new password Click on the link in the email Set a new password Then click on "Go to login" and sign in as usual
How do I add job specific benefits? You want to add individual benefits to certain job postings on top of your general company perks? Here we'll show you step by step how to do it. 🏢 Manage company b
How do I add job specific benefits? You want to add individual benefits to certain job postings on top of your general company perks? Here we'll show you step by step how to do it. 🏢 Manage company benefits Before you add benefits at the job level, it's worth taking a quick look at your general company benefits : 1. Open your company profile: Click on your name in the top right and select "Company Profile" from the dropdown. 2. View benefits: Scroll to the "Benefits" section and click on "View all benefits" . 3. Select and save benefits: Check all the perks you generally offer for example, flexible working hours, training opportunities, remote options. 👉 Don't forget: Save! 📝 These benefits will automatically appear in all of your job postings. ✨ Add job specific benefits Now it gets personal: 4. Open the jobs overview Click on "Jobs" in the main menu to see all your positions. 5. Edit the job Find the right posting and click on "Edit" . 6. Switch to the "Description" tab Here you can customize the content of your posting. 7. Add custom benefits You can use individual sections like "Team" to add additional perks that don't apply to all roles. Examples include: 🚗 A company car 🚀 Special onboarding program 💻 Equipment or training that only applies to this position 💡 Important: Your general company benefits remain visible here you're simply adding the extras that apply exclusively to this job . This way, you show talent right away what to expect and make each position stand out individually.
What Do I Do If Skills Are Missing? You want to add more skills to your job posting, but can't find the right ones? No problem, here's how you can easily select new skills or search for specific ones.
What Do I Do If Skills Are Missing? You want to add more skills to your job posting, but can't find the right ones? No problem, here's how you can easily select new skills or search for specific ones. ➕ How to Add Skills to Your Job Posting 1. Choose from suggested skills: You need at least 5 and a maximum of 20 skills per job. Just click on a suitable suggestion and the skill will be added automatically. 2. Use the search function: Your ideal skill isn't in the suggestions? Click in the "Search for skills here" field and type in the term. 3. Select a skill from the list: As soon as you start typing, a list with matching suggestions will appear. One click and the skill is added to your list. 🧹 Manage Your Skills All the skills you've added appear in your skill list . You can: add more skills at any time remove existing skills 💬 Can't Find a Skill? No problem, get in touch at kunde@instaffo.com We update our skill set regularly and we'd love to hear your feedback. 🤝 That way, Instaffo grows with you and becomes even better tailored to your jobs!
What is the replacement option and how do I book it?
What is the replacement option and how do I book it? You've successfully hired a talent? Congrats! 🎉 To make sure you're covered just in case, you can book a replacement option right after. This way
What is the replacement option and how do I book it? You've successfully hired a talent? Congrats! 🎉 To make sure you're covered just in case, you can book a replacement option right after. This way you stay financially protected if the talent backs out before or after they start. 🤔 What is the replacement option? With the replacement option, you're covered if: the talent quits before or after starting work you decide against the talent after the fact In this case: You can refill the position for free no additional fees You have plenty of time , since the position can be refilled during your collaboration period with Instaffo Important: It must be the same position for which you booked the option How to book the replacement option 1. Complete the hire: As soon as you hire a talent, click on "Create hiring". You can either upload the employment contract or enter the info manually. 2. Option window opens automatically: After submitting, the window "Congratulations on your hire" appears. You'll see the replacement options right there. If the window doesn't appear, contact your Account Manager. 3. Compare options: You have two choices: 90 days coverage for 1,500 € 180 days coverage for 2,500 € 4. Select your option: Click on the coverage option you want. It takes effect from the first day of work, so you're protected from the start and up to 90 or 180 days after . 5. Confirm your booking: Click on "Book replacement option" and you're all set. 🙌 ⏳ What you should know about the deadline You can only book until the start date . 👉 At the latest one day before the start , you should make your decision. If you first select "I'm not interested right now", you can always change your mind later. Just contact your Account Manager but please do it in time! No bookings are possible after work has started. Once you've booked, you can relax knowing you're covered in case something doesn't go according to plan.
Why Can't I Save or Publish My Job? You want to save or publish your job, but the button is grayed out? No problem! Here's what might be going on and how you can easily add any missing information. 🔍
Why Can't I Save or Publish My Job? You want to save or publish your job, but the button is grayed out? No problem! Here's what might be going on and how you can easily add any missing information. 🔍 Spotting Missing Required Fields A job can only be saved or published when you've filled in all required fields . 📊 You can see if you've completed everything by checking the navigation bar at the top for example, "3/4" tells you that one step is still missing. For existing jobs, you can spot missing information right away: Grayed out or marked in red something's missing here 🧩 Commonly Forgotten Fields Here's a quick overview of what often gets overlooked: 1. Select a Job Role After choosing the category, you still need to specify one to five matching job roles . Look in the section: "Which job role best describes your position?" 2. Set Your Work Mode Specify where the work happens: Remote completely from home Hybrid a mix of office and home office On site exclusively in the office 3. Office Presence for Hybrid If you choose Hybrid , you also need to say how often you'll come to the office: Weekly Every two weeks Once a month 4. Add Skills Choose at least 5 and a maximum of 20 relevant skills. Use the suggestions or search for specific skills. 5. Complete the Description In the "Description" tab, all fields are required except "Team" . Make sure everything is filled in. ✅ All Set? Let's Go! Once you've filled in all the required fields: The section will be marked in green The "Publish" button becomes active You can now go live with your position or update it
How do I report a hire through Instaffo?
How do I report a hire through Instaffo? You've picked a talent and the contract is signed? Awesome! 🙌 Then there's just one step left: confirm the hire through Instaffo. Here's how to do it nice and
How do I report a hire through Instaffo? You've picked a talent and the contract is signed? Awesome! 🙌 Then there's just one step left: confirm the hire through Instaffo. Here's how to do it nice and easy. 1️⃣ Change application status Once the employment contract is signed by both parties, you need to report the hire through Instaffo within 6 business days . Here's how: Open the talent's profile Click on the "Offer" dropdown in the top right Select "Hired" – the hire popup will open automatically 2️⃣ Enter hire details In the popup, you can choose how you'd like to share the hire information with us: 📄 Upload employment contract Simply drag and drop the file or select it manually. → Quick and hassle free! ✍️ Manual entry Check the box for "I want to enter the data manually" if you'd like to fill in all the information yourself. 3️⃣ Set employment details Now for the key facts of the employment: Start date → Select the first day of work in the calendar Employment type → Full time, part time, or student employee position Salary & bonuses → Enter the gross annual salary. If there are bonuses, you can add them using the toggle (includes bonuses, commissions, employer contributions to occupational pensions, company car benefits, etc.). ℹ️ Note: If your salary offer differs significantly from what the talent stated, your account manager can review the information again. 4️⃣ Set position status Decide what should happen to the position after the hire: ✅ Keep position published → You'll continue to receive applications ⏸️ Pause position → The position will be temporarily deactivated 5️⃣ Complete the hire Everything filled in? Then click "Report hire" Then "Confirm" one more time – and you're done! 🎯 Now the hire is official and your new team member is recorded directly in Instaffo. If the position stays active, you can continue to receive new applications. Let's grow your team! 🚀
How Do I Optimize My Job Posting? Want to get more qualified talent to notice your job listing? Then it's worth taking a closer look at your posting! Here we'll show you step by step how to optimize y
How Do I Optimize My Job Posting? Want to get more qualified talent to notice your job listing? Then it's worth taking a closer look at your posting! Here we'll show you step by step how to optimize your job on Instaffo for greater reach, better visibility, and a higher conversion rate. 1️⃣ Analyze optimization opportunities 🔍 Spot weak metrics Getting few views or seeing a low conversion rate? Click the "Why?" link next to the relevant metric. You'll find concrete tips for improvement there. ⚙️ Implement suggestions right away You'll get personalized tips in the pop up. Just click on "Adjust posting" and you'll land directly in the settings. 2️⃣ Reach more people: Expand job roles 🧩 Add related roles Click on "Edit" next to your job posting. Under "Job categories" you can add related roles for example, Key Account Manager in addition to Customer Success Manager . 🔢 On the right, you'll see live how many more talents you can reach with this. 3️⃣ Higher conversion rate: Make salary visible 💸 Showing salary = more applications Job postings with salary information get up to 3.5x more applications ! Enable the checkbox "Display salary range in job posting" . In the salary section, you'll also immediately see how competitive your offer is. 4️⃣ Make your job description attractive ✍️ Clear. Transparent. Convincing. 1. Use AI feedback Our AI analyzes your posting in real time and gives tips on language, structure, and content. 2. Highlight important information Use bullet points for better readability Highlight key terms with bold text For tech positions: Show your tech stack 3. Use examples You'll find suitable texts on the right side when editing. Click on "Example" to adopt formulations or get inspired. 5️⃣ Structure requirements clearly 🧠 Must haves vs. nice to haves This distinction helps talent assess themselves and helps you with matching. The clearer and more transparent your requirements, the better your posting will perform. 💡 You see in real time how your changes affect your target audience. 💡 Pro tip Even without a big brand, you can reach matching talent directly using the Talent Feed. Perfect for getting the conversation started quickly, no waiting required. 👋
How do I calculate the placement fee? For every successful placement through Instaffo, you'll pay a placement fee depending on your contract. This is based on the agreed gross annual salary in the fir
How do I calculate the placement fee? For every successful placement through Instaffo, you'll pay a placement fee depending on your contract. This is based on the agreed gross annual salary in the first year of employment. You'll find the exact percentage in your individual contract. 📄 The fee applies to all placements where the interview process was started through Instaffo . What counts toward the gross annual salary? The calculation basis is the total gross annual salary that is, everything agreed upon in the first year: Fixed salary (annual gross) Variable compensation (e.g., bonuses, commissions) Employer contributions to occupational pension schemes (bAV) Monetary benefits (e.g., company cars) Other monetary additional benefits in the contract How are additional benefits factored in? All non fixed benefits also count toward the calculation here are a few examples: 🚗 Company car The monetary benefit is calculated using the 1% rule, lease rate, or an alternative method × 12 months 🏦 Occupational pension contribution The employer contribution to the pension scheme is fully included 💸 Bonuses & commissions These are considered if they're part of the agreed salary package Calculation example Talent's salary package: Fixed salary: 60,000 € Commission: 7,500 € annually Company car (1% rule, 40,000 € gross list price): 400 €/month × 12 = 4,800 € ➡️ Total gross annual salary: 60,000 € + 7,500 € + 4,800 € = 72,300 € ➡️ Placement fee (e.g., 15%): 72,300 € × 0.15 = 10,845 € plus VAT What applies when hiring freelancers? In this case, the placement fee is based on the agreed hourly rate and the planned duration of the engagement . Please reach out to your account manager early on. This way, all fee details can be coordinated together and documented transparently. 🤝 Questions about the calculation? Unsure whether a benefit is relevant in your case? No problem your account manager is happy to help and will clear things up for you.
How do I set up an out-of-office message?
How do I set up an out of office message? Going on vacation soon or unreachable for a few days? No problem! With the out of office message , you automatically let talents know. That way, they'll immed
How do I set up an out of office message? Going on vacation soon or unreachable for a few days? No problem! With the out of office message , you automatically let talents know. That way, they'll immediately see that you're not available right now. ✅ Setting up your out of office message here's how Just a few clicks and you're all set: 1. Open your profile: Click on your name in the top right to open the dropdown menu. 2. Select out of office message: Choose the "Out of office message" option. 3. Set your dates: Enter when you won't be available: Start date when you'll be away from End date until when you're expected to be away 4. Save: Click "Confirm" and you're done! 🙌 💬 What happens next? While you're away, a notice will automatically appear in the chat. This way, talents can see at a glance that you're currently unavailable without having to message you first. Enjoy your time off your recruiting keeps going anyway! ✨
How do you use the Talent Feed the right way? The Talent Feed shows you a clear, pre filtered selection of suitable talent for your open positions. Here you'll learn how to filter strategically and wo
How do you use the Talent Feed the right way? The Talent Feed shows you a clear, pre filtered selection of suitable talent for your open positions. Here you'll learn how to filter strategically and work with profiles efficiently so you can find the right people faster. 🚀 ✨ Your benefits at a glance: Access to talent who are actively looking average 30% response rate up to 5x higher chance of hiring than with traditional applications 👉 Start using the Talent Feed now 🧑‍💼 Select a position Before you get started, choose the position you're looking to fill with talent: Click on the dropdown menu at the top of the Talent Feed Select the right position, for example "Sales Development Representative" ⚡ Use quick filters Quick filters give you a direct overview of particularly relevant talent: New talent: Recently registered talent from the last 7 days Top profiles: Well maintained and complete profiles Location matches: Talent from your area (or those willing to relocate) Salary expectations fit: Shows only talent whose desired salary falls within your range (up to 15% above if the filter is disabled) Recently active: Talent active in the last 30 days Interested: Talent who have already saved your position 🎯 Advanced filter options With advanced filters, you'll find exactly the talent that's the right fit: Job role: Select one or multiple roles Professional experience: For example, "3 5 years" or "5+ years" Sales experience: For example, "SaaS sales" or "hardware solutions" Industry experience: Filter by industry expertise Must have skills: Shows only talent with exactly this skill in their profile 💡 Tip: Only exact skill names will be recognized (for example, "B2B sales" ≠ "sales" + "B2B") 👀 Working with talent profiles Use the information in profiles to quickly see if a talent is right for your position: Green skills = match the advertised position Gray skills = additional qualifications Here's how to do it: 1. Save talent: Click "Save" to mark interesting talent. You'll find them later in the "Saved" tab perfect when you want to suggest the position to multiple people. 2. Suggest position: Click "Suggest position" to reach out directly. Three tips for your message: Keep it short (3 5 lines is enough) Don't repeat the job description the talent can see it Introduce yourself personally and show you're open to a conversation 3. Manage contacts: In the "Contacted" tab, you'll see all talent you've reached out to in the last 30 days. ⏳ After 3 days, you can send a reminder. 4. Back to overview: Use the "Talent" tab to return to the overview for your selected position anytime. With the Talent Feed, you'll find the people who really fit your team and make recruiting simple again. 💪