Recruitment

Managing Job Seekers

Job seekers are the core records in your recruitment workflow. Each seeker represents a candidate who has applied for or been sourced for a position at your company. Belvak provides a structured, multi-step form to capture all relevant candidate information from the start.

Creating Seeker Records

To add a new job seeker, navigate to the Recruitment section and click the Add button. The multi-step form walks you through entering candidate details in logical stages:

1. Step 1 - Personal Info: Enter the candidate's first name, last name, date of birth, and upload a profile image. The image is shown as the hero photo in the seeker drawer.
2. Step 2 - Contact: Provide the candidate's email address and phone number.
3. Step 3 - Professional: Set the job title, job level (seniority), availability status, expected salary, and LinkedIn profile URL.
4. Step 4 - Skills & Documents: Tag the candidate with skills from the shared skills library, upload documents (PDFs are automatically text-extracted), and set the candidate's location.

Key Fields

Each seeker record captures the information you need to evaluate and track candidates throughout the hiring process:

• Name - The candidate's full name.
• Email - Primary contact email for correspondence.
• Phone - Phone number with international format support.
• Profile Image - Uploaded in Step 1 and displayed as the hero image in the seeker drawer.
• Date of Birth - The system auto-calculates the candidate's age.
• Position Applied For - The role or job title the candidate is being considered for.
• Job Level - Seniority level (e.g., Junior, Mid, Senior, Lead).
• Availability - Whether the candidate is currently available.
• Status - Current stage in the recruitment pipeline (Active, Interviewed, Rejected, or Hired).
• Source - Where the candidate came from (referral, job board, direct application, LinkedIn, etc.).
• Expected Salary - The candidate's salary expectations for negotiation reference.
• LinkedIn - The candidate's LinkedIn profile URL, rendered with a LinkedIn icon for quick access.
• Location - The candidate's location or region.

Setting a Seeker's Location

Step 4 of the seeker creation form includes an "Open Location Search" button that opens an interactive map for pinning the candidate's location. You can set the location in three ways: search by address, enter coordinates directly, or click on the map to drop a pin. Once saved, the seeker's detail drawer displays a read-only map showing the pinned location.

The location map works the same way as the one used for employee profiles. See the Employee Management guide for detailed documentation on map controls and location search options.

Viewing and Editing Seeker Profiles

Click on any seeker record to open the entity drawer, which displays a comprehensive overview of the candidate including their contact details, current status, attached documents, and activity history. From the drawer, you can edit any field, update the candidate's status, or add notes.

Seeker List and Filtering

The seeker list view supports full-text search, column-based filtering, and sorting. Use the search bar to find candidates by name, email, or position. Apply filters to narrow results by status, source, or date range. Click column headers to sort by any field.

Adding Skills to Seekers

Belvak tracks candidate skills through a dedicated skills relationship. You can tag seekers with relevant technical and soft skills from a shared skills library, making it easy to search for candidates who match specific job requirements.

Recruitment Pipeline

The recruitment pipeline in Belvak is driven by seeker statuses. Each status represents a stage in your hiring process, giving you a clear view of where every candidate stands at any point in time.

Pipeline Stages

Candidates progress through the following stages as they move through your hiring process:

1. Active - The candidate is actively being considered and is in the recruitment pipeline.
2. Interviewed - The candidate has completed one or more interviews and is awaiting a decision.
3. Rejected - The candidate did not pass the screening, interview, or was not selected.
4. Hired - The candidate has accepted the offer and has been onboarded or is in the process.

Moving Candidates Through the Pipeline

You can quickly change a candidate's status using row actions available through the three-dot menu or the right-click context menu on any seeker row:

• Activate - Move the candidate to the Active stage.
• Mark as Interviewed - Record that the candidate has been interviewed.
• Reject - Remove the candidate from consideration.
• Hire - Mark the candidate as hired.

Each status change is tracked in the activity log so you have a full audit trail of pipeline movements. You can also update the status from the entity drawer or through the edit form.

Filtering and Table Controls

Use the status filter on the seeker list to view all candidates at a specific pipeline stage. For example, filter by "Interviewed" to see candidates awaiting a decision, or by "Active" to review new applicants. The seeker table also supports a column visibility toggle so you can customize which fields are shown, and a right-click context menu that provides the same row actions as the three-dot dropdown for quick access.

Activity Tracking

All recruitment actions - creating a seeker, updating their status, editing their profile - are automatically logged in the activity log. This gives hiring managers and team leads full visibility into who made changes and when, which is essential for compliance and team coordination.

Notes for Interview Feedback

Attach notes to any seeker record to capture interview feedback, assessment scores, or internal comments. Notes are timestamped and attributed to the user who created them, making them ideal for collaborative candidate evaluation.

CV Management

Belvak includes built-in document management for candidate CVs and supporting files. Upload, store, and access candidate documents directly from their seeker record without needing external file sharing tools.

Uploading CVs

You can upload CVs and other documents in multiple ways - no need to open the edit form for a quick upload.

• Drag and drop - Open the seeker's detail drawer and drag a file anywhere onto it. A full-drawer overlay confirms the drop zone, and the file is saved automatically.
• Click to browse - In the documents section of the detail drawer, click the "click to browse" link to open your file browser and select one or more files.
• Edit form - Click Edit, navigate to the documents step, and use the upload field to add files before submitting.

When you upload the first PDF or DOCX file to a seeker, the system automatically uses AI to extract key details and auto-fill the seeker's profile fields. See the Employee Management guide for full details on how the extraction feature works.

Supported File Formats

The following file formats are supported for CV uploads:

• PDF - The most common format for professional CVs and resumes.
• DOC / DOCX - Microsoft Word documents are fully supported.

PDF Text Extraction

When a PDF CV is uploaded, Belvak automatically extracts the full text content and stores it in the seekers_cvs_text table. This extracted text powers the Search CVs feature and makes it possible to search across all candidate CVs without manually opening each file.

AI-Powered CV Auto-Extraction

When you upload the first CV (PDF or DOCX) to a seeker record, Belvak automatically uses AI to extract key information and auto-fill the seeker's profile fields. Auto-filled fields include first name, last name, date of birth, email, phone, job title, job level, LinkedIn URL, and skills. This saves significant data entry time, especially when processing a large number of applicants.

Auto-extraction only triggers on the first uploaded file for each seeker; subsequent uploads do not re-extract or overwrite existing field values. For detailed documentation on how the extraction system works, see the employee documents section, which uses the same underlying feature.

Search CVs

The Search CVs feature lets you search inside the full text of all uploaded CVs across every seeker record. Enter a keyword, technology, certification, or any term, and the system searches through the extracted text to surface matching candidates. This is especially valuable when you have a large pool of applicants and need to quickly find candidates with specific experience or qualifications without opening individual files.

Viewing and Downloading CVs

From the seeker's entity drawer, you can view uploaded documents inline or download them to your local machine. Documents are displayed as file cards with a type icon (PDF, Word, or image), file name, and file size. Click a document to preview it in the browser, or use the download button to save it locally.

Managing Multiple Documents

Seekers can have multiple documents attached to their record - for example, a CV, a cover letter, and a portfolio. Each document is stored independently and can be viewed, downloaded, or deleted as needed.

Interview Scheduling

Belvak supports interview coordination through its notes system and activity tracking. While the platform does not include a standalone calendar integration, you can effectively manage interview logistics using seeker notes and status updates.

Tracking Interview Details

Use the notes feature on seeker records to log interview scheduling details. Create a note with the interview date, time, location (or video call link), and the interviewer's name. This keeps all interview information centralized on the candidate's profile.

1. Open the seeker record and navigate to the notes section.
2. Add a new note with the interview date, time, and format (in-person or remote).
3. Include the names of team members who will participate in the interview.
4. After the interview, add a follow-up note with feedback and next steps.

Recording Interview Feedback

After each interview round, interviewers should add a note to the seeker's record summarizing their assessment. Include the candidate's strengths, areas of concern, and a clear recommendation (advance, hold, or reject). This creates a documented evaluation trail that the hiring team can reference during decision-making.

Team Coordination

Since notes are visible to all team members with recruitment access, they serve as a shared communication channel for candidate assessment. Multiple interviewers can add their feedback independently, and hiring managers can review all input before making a decision.

Advancing Candidates After Interviews

Once the interview process is complete and the team has reached a decision, update the candidate's status to reflect the outcome. Use the "Hire" row action to move successful candidates to "Hired" status. Candidates who are not selected should be moved to "Rejected" using the "Reject" row action, ideally with a note explaining the reason.

Best Practices for Recruitment Workflow

• Update seeker statuses promptly to keep the pipeline accurate and actionable.
• Add notes after every candidate interaction - interviews, phone screens, and reference checks.
• Use consistent terminology in notes so the team can quickly scan assessments.
• Review the "Active" status filter regularly to ensure no candidates are left unprocessed.
• Tag seekers with skills to enable faster shortlisting for future openings.
• Keep expected salary fields up to date as negotiations progress.