Gappeo Knowledge Base

Log In and Open the Job Creation Menu

Log in to your gappeo.ai account and open the main dashboard. In the top-right corner, click the Create Job button to open the job creation options.

Review the Available Job Creation Methods

Gappeo offers four ways to create a job. Pick the one that fits how you already work:

• Create with Prompt — generate a job description from a natural-language prompt.
• Create Manually — fill in each field step by step.
• Upload a Job File — upload an existing .doc or .docx job description.
• Use Saved Jobs — start from one of your previously saved jobs.

Choose “Create with Prompt”

For this walkthrough, pick Create with Prompt. Enter a clear prompt describing the role, e.g. “Hiring a human resource manager with five plus years of experience in recruitment, employee engagement, and HR policies.” Fill in company name, skills (optional but recommended), country, and city, then click Create Job Description.

Review the Generated Job Description

Wait a moment while the AI generates the description from your prompt and inputs. Review the result, edit any wording, and adjust the details to match your requirements before continuing.

Select AI Features for Pre-Screening

Choose which AI-powered screening features you want enabled for this job. You can pick any combination:

• Resume scoring
• Pre-screening questions
• Telephonic screening
• Candidate assessment
• AI video interviews

Configure Automation Triggers

Review the preset automation triggers — they are active by default. Keep any trigger active to let the automation run, or click its toggle to deactivate it. Click Next when you are satisfied.

Add Candidates and Complete Job Creation

On the candidate selection screen, choose how to add candidates — you can upload candidate profiles directly from your system. Once uploaded, the job is created and appears in your jobs list, ready to use in your hiring workflow.

Open the Job Role on Your Site

Open the platform and navigate to a job role you have posted. Open the detailed view of that job to access all sharing options.

Access and Copy the In-App Chatbot Link

On the job details page, locate the in-app chatbot option and copy the dedicated chatbot link for this job. You can paste this link into any social media post or feed to send candidates straight to the job-specific chatbot.

Candidate Journey via the In-App Chatbot

When a candidate clicks the link they are taken to the chatbot for that specific job. The chatbot asks if they want to apply, then collects the basics:

• Full name
• Email address
• Phone number
• CV upload (the candidate uploads their resume to complete the application)

Access and Share the Facebook Messenger Chatbot Link

From the same job details area, click the Facebook Messenger chatbot link. Copy and share it anywhere you need — posts, feeds, or other social placements. When a candidate clicks it, the link opens in a new tab and redirects them into Messenger.

Candidate Journey via Facebook Messenger Chatbot

Inside Messenger, the hiring assistant greets the candidate and asks if they want to apply. The candidate confirms, then provides full name, email, phone number, and finally uploads their CV to submit the application.

Review Candidate Profiles on the Platform

Return to the platform and open the candidate profiles section. You will see a profile created from the in-app chatbot application, and a separate profile from the Facebook Messenger application. Any automations you have set up (screening, status updates, notifications) will run automatically on these new profiles.

Open the Job and Access Job Settings

Select the job you want to configure pre-screening for, then open Job Settings.

Open the Pre-Screening Editor

In Job Settings, click the Edit button in the Pre-Screening section. This opens the list of AI-suggested questions for this role.

Review, Edit, Delete, or Add Questions

Go through the AI-suggested questions. Delete the ones you don't need, edit the wording of others, and add your own custom questions in the provided area.

Choose Question Types and Configure Scoring

For each question, choose the right answer type — multiple choice (MCQ), numeric, yes/no, or short answer. Optionally mark a question as mandatory, assign it a score, and save your changes.

Set Total and Pass Scores, Then Save

Review the total score across all questions (for example, a total of 70). Set a pass score (e.g. 25) so candidates scoring below it are automatically rejected, then click Save. Candidates above the threshold continue in the process; those below are filtered out automatically.

Open the Job and Access Telephonic Screening Settings

Select the job from your jobs list, go to Job Settings, and click Edit under the Telephonic Screening section.

Configure Language, Accent, and Voice Assistant

Choose the language and accent for the call, then pick the voice assistant you want the AI interviewer to use from the available options.

Add Custom Instructions for AI Questions

In the Custom Instructions field, type any specific guidelines or topics you want the AI to focus on — the AI will generate up to five questions from these instructions. Make sure to tick the checkbox to enable custom instructions; otherwise the AI will rely only on the candidate's CV and the job description.

Add Logistics-Related Questions

Optionally add up to two logistics questions — for example, confirming the candidate's comfort with hybrid work or commuting to the office three times a week.

Set Evaluation Weightage

Adjust the evaluation weightage across competencies to match the role. For an HR role, for example, you might set Technical to 35, Cultural Fit to 30, and Communication Skills to 35.

Save and Confirm Configuration

Click Save to apply all your telephonic voice interview settings, then confirm that the voice interview is configured for the job.

Access Video Interview Settings and Enable the AI Agent

Select the relevant job, go to Job Settings, open Video Interview Settings, and enable the Gappeo Agent to activate AI-assisted interviews.

Assign Recruiter and Panelists

Choose the recruiter who will conduct the interview, and optionally add up to two panelists to join the same session.

Configure Interview Duration and Availability Rules

Set the interview duration, define the link expiry window during which candidates can book a slot, and configure availability rules based on recruiter and panelist calendars (e.g., 21st–22nd May, 6:00 PM to 8:15 PM).

Save Settings and Notify Candidates

Save the configuration. Candidates receive an email with a scheduling link and can book the interview within the defined date and time ranges.

Open the My Assessments Section

Go to My Assessments in the application to see all existing assessments. You will find an assessment already created for your job.

Understand How Assessments Are Created

Every time you create a new job, an assessment is automatically generated based on the skills you specify for that job.

View the Job Linked to an Assessment

From the assessment list, open an assessment to view the job it belongs to. This confirms which job each assessment is associated with.

Review Assessment Questions and Topics

Open the assessment details to see all the questions and topics it covers. From here, you can choose to edit the assessment.

Add Relevant Topics and Select Difficulty Levels

Add topics relevant to the role. For example, for an HR job, you might add:

• Human Resources — Advanced
• Hiring — Advanced
• HRIS — Advanced
• Pick Beginner or Advanced difficulty for each topic.

Remove Unwanted Tests or Topics

Remove a test or topic from the assessment by selecting the remove button next to it. The item is removed from the assessment immediately.

Save and Confirm the Edited Assessment

After making your changes, click Next, then click Next again to save. The assessment is now updated with the new configuration.

Open the Job and Access Automation Settings

Select the relevant job from your jobs list, then navigate to the Automation section for that job.

Review and Activate Preset Automations

In the Automation section, review the list of preset automations — they initially appear as inactive. To activate one, click the Inactive toggle next to it. The status changes immediately, indicating that the automation is now live.

Add a New Automation Rule

To create your own automation, click Add Rule. This opens the rule configuration panel where you can define triggers and actions for the rule.

Configure a Rejection Rule for Low Resume Scores

Start by selecting the trigger condition for your rule, then add a matching condition and action:

• Trigger: “Candidate is created.”
• Condition: “Resume score is less than or equal to 30.”
• Action: “Candidate gets rejected.”
• Click Save Rule. From now on, any candidate added with a resume score of 30% or lower is rejected automatically.

Configure an Advancement Rule for High Pre-Screening Scores

You can also add a rule to advance strong candidates. Add another candidate-based rule and configure it as follows:

• Trigger: “Pre-screening completed.”
• Condition: “Score is greater than or equal to 60.”
• Action: Assign a video call or voice call to the candidate.
• Optional: set an expiration time so the action runs two or three days later instead of immediately.
• Save the rule to activate this automation for high-scoring candidates.

Deactivate an Automation When Needed

If you need to stop an automation, locate the rule in the Automation section and click its Active toggle. The rule switches to inactive status and stops running until you re-enable it.

Open the Job and View Candidates

Open the relevant job in your system to access its candidate list. From here you can see each candidate's profile in the job view.

Select Candidates to Assign a Stage

From the candidate list, select one or more candidates you want to assign a stage to.

Assign a Stage from the Job View

Use the stage assignment option in the job view. Pick the right stage — resume scoring, pre-screening, voice call, assessments, or video call — choose a due date, and press Apply to save the assignment.

Open the Candidate's Profile

As an alternative method, open the individual candidate's profile directly from the job or candidate list, then locate the stage assignment section.

Assign a Stage from Within the Profile

Click Assign Stage in the profile, pick the required stage and due date, and click Done to apply the stage to that candidate.

Open the Relevant Job Role

Open the job role for which the candidate has completed interview rounds and has been shortlisted.

Configure Candidate Report Sharing Settings

Click Job Settings for the selected job and navigate to the Candidate Report Sharing section. Enable the option to hide candidate details in the shared report — this masks phone number, email, and other personal details to support unbiased review. Click Save.

Open the Candidate Profile and Use the Share Option

Return to the shortlisted candidate's profile. In the top-right corner, click Share. Enter the stakeholder's or client's email address and send.

Stakeholder Access to the Shared Candidate Report

The stakeholder receives an email shortly after containing a link to view the candidate report along with an access (verification) code. Clicking View Candidate Report and validating with the code gives them access to the profile.

Review of the Masked Candidate Profile

In the shared report, the candidate's email, phone number, and basic personal details are masked, while full visibility into pre-screening and all completed interview stages is retained. This enables stakeholders to evaluate the candidate purely on performance and qualifications.

Open the Insights Menu

Locate the Insights drop-down in the platform's main navigation and open it.

Navigate to the Dashboard

From the Insights drop-down, select the first option, Dashboard, to open the main analytics view.

Review the Organization-Level Dashboard Overview

On the Dashboard, review the bird's-eye view of hiring activities across the organization — all active job postings and their performance metrics in one place.

Access Job-Specific Analytics

From the Dashboard, switch to a job-level view to see analytics specific to a single job posting, such as candidate flow and interview progress for that role.

Select a Specific Job Requirement

Use the job selection field or filter to choose a requirement that is currently running, so you can drill down into its detailed analytics.

Analyze Candidate Progress Through Interview Stages

For the selected job, review the timestamps and counts of how many candidates are in each stage of the interview process. This helps you understand progression and spot bottlenecks.

View the Live Activity Feed

Scroll down on the Dashboard to access the Live Feed. Real-time activities — new candidates being created, candidates taking assessments — are tracked automatically and shown here as they happen.

Check Platform Credit Utilization

In the same Dashboard view, review the platform credit utilization snippet — it shows how many credits have been consumed and how actively the platform is being used.

Review Interview Stage Overview and Top Engaging Jobs

Use the overview section that summarizes the interview stages and highlights the top five most engaging jobs based on candidate activity. For each position you can see:

• Number of candidates added
• Number of candidates scheduled
• Number of candidates who have completed the process
• Use this funnel view to forecast closure timelines and predict when each job is likely to be filled.

Access the Assessments Area

From your dashboard, navigate to the section where your assessments are listed (typically labeled My Assessments). All assessments created for your job postings are shown here, including those automatically created when a job is posted.

Open the Job Role and Enter Edit Mode

Select the relevant job role for which you want to schedule a language assessment, open it, and click Edit to view and modify the assessments associated with this job.

Select and Configure the English Language Test

In the assessment configuration screen you will see a pool of available assessments. To add the CEFR English language test:

• Locate the CEFR-rating English language test.
• Check / select it to include it for this job.
• Click Next to proceed.
• Review the list of assessments and remove any that are not relevant, or add others as needed.
• Confirm — the English language assessment is now scheduled as part of the job's assessment flow.

Open the Job Details Page

Navigate to the list of job roles in your system and select the job you want to share (for example, Sales Manager). Open the Job Details page for that role.

Share the Job on Facebook

On the Job Details page, locate the Facebook icon and click it. A draft Facebook post is generated automatically with the job link included. Add a clear description of the role and any key details from the JD, then publish so candidates can see and access the link.

Share the Job on LinkedIn

Back on the Job Details page, click the LinkedIn icon. A draft LinkedIn post is created automatically with the job link. Enter the relevant job description details and any highlights you want to call out, then publish to your LinkedIn feed.

Open a Completed Candidate from a Job Position

Open the relevant job position and locate a candidate who has fully completed the interview process. From the candidate list, select the candidate whose report you want to review.

View Overall Candidate Performance Across Stages

After opening the candidate profile, review the overview of performance across all stages — for example pre-screening, telephonic interview, assessment, and video interview. In the pre-screening section, check the score the candidate received.

Review Telephonic Interview Technical Details

Navigate to the telephonic interview section of the report. Review the technical weighted score, the questions asked, and the candidate's responses to get a complete understanding of what was communicated during the AI call.

Assess Cultural and Final Weighted Scores

In the same telephonic interview section, review the cultural weighted score and then the final weighted score (which combines communication, technical, and cultural fit). Use the summary to see the system's recommendation on whether the candidate should be shortlisted, along with the justification.

Review Telephonic Interview Audio and Transcript

Scroll down to access the complete telephonic interview audio and the full transcript of the AI conversation. Use these to validate the automated scores and recommendations when deciding on next steps.

Analyze Assessment Results and Proctoring

Move to the assessment section of the report. Review section-wise scores and overall performance, the proctoring layer (periodic photos of the candidate and any flagged violations), and question-level analysis showing which answers were correct or incorrect.

Review Video Interview Analytics, Proctoring, and Media

Navigate to the video interview section. Review the complete analysis — technical score, behavioral score, skill coverage and strengths, and areas for improvement. You can also access the video recording and its transcript here. Use these insights to help the hiring manager prepare for any final-round conversation.

Open a Job Requirement

Select any of the job requirements you have already posted on the platform.

Access the Add Candidates Options

Within the selected job, locate and click Add Candidates. You will see two options:

• Upload CSV
• Upload Resume

Understand the Upload CSV Option

Use Upload CSV when you want to perform a bulk upload of candidates from an Excel/CSV file. If you have raw candidate data (name, contact details, experience) in a structured file, upload it here so candidate records are created and can flow into your interview process.

Use the Upload Resume Option

Choose Upload Resume when you want to add candidates by directly uploading their resumes instead of a CSV. Supported formats are PDF and DOC/DOCX. Prepare the resumes you want to upload beforehand.

Select and Upload Resumes

From your prepared folder, select the resumes you want to upload (up to a maximum of 20 at once). Click Upload to start adding the candidates. The platform automatically creates candidate profiles, extracts key details from each resume, and evaluates relevance against the job description.

Start Screening and Apply Automations

After extraction is complete, click Start Screening to begin processing candidates. During screening, resumes are scored against the JD and any automations configured at job creation time (pre-screening assignments, qualification rules) are applied automatically.

Review Resume Scoring and Candidate Profiles

Review the resume scores for each candidate, then open the created profiles. For each candidate you can see basic details, an overview section, and a summary based on both the JD and the uploaded resume. Use this information to decide whether each candidate should move forward or be filtered out.

Open the Candidates Section

Once you select the Candidates option in the application, you are taken to the main candidates section.

Start Adding New Candidates

In the candidates section, add new candidates to your database by clicking Add Candidates.

Choose or Create a Folder for Organization

Use the folder selection option to choose where the new candidates will be stored. You can create different folders to organize candidates by role, project, or any other criteria — this keeps your database neatly categorized for easier access later. After selecting the appropriate folder, click Next.

Upload Candidate Resumes

On the upload screen, add the candidate resumes. Supported formats are PDF and DOCX. Select the resumes from your system, confirm the selection (in this example, ten resumes are selected), then click Upload. The resumes are processed and appear in your database within a few minutes.

Use Smart Search to Find Candidates by Skill

While resumes are uploading or any time later, use Smart Search to find candidates. When you create or work on a job (for example, a Data Entry position), type the required skill into the search field, such as: “I need a candidate with Excel skill.” Smart Search scans your entire database and returns all profiles whose resumes mention Excel, showing details such as designation and the date they were added.

Review and Manage Search Results

From the search results you can download each candidate's resume for a detailed review, view the profile summary and other key information, then select the specific candidates you are interested in. After selecting, move them to another list or folder to align them with the right job or talent pool.