Key concepts & terminology
Understanding a few core concepts makes the rest of the platform much easier to navigate.
Vacancy (Job)
A Vacancy is a job opening you are recruiting for. It holds the job title, description, requirements, location, hiring team, screening settings, and the pipeline of candidates who have applied or been added. In some ATS products this is called a "Job" or "Requisition" — in X0PA AI the recruiter menu labels it Vacancies.
→ See the Vacancies section.
Candidate & Talent Pool
A Candidate is a person in your database. The Talent Pool is the collection of all candidates your organisation has — whether they applied to a vacancy, were uploaded from a resume, or were sourced passively. Candidates can be linked to one or many vacancies.
→ See Sourcing & Talent Pool.
Application
An Application is the link between a candidate and a specific vacancy. The same candidate can have several applications across different vacancies, each with its own stage and status.
Workflow, Stages & Status
The Workflow is the hiring pipeline a candidate moves through for a vacancy — for example: Applied → Screening → Interview → Offer → Hired. Each step is a Stage. Within a stage a candidate has a Status (for example, Shortlisted, On Hold, Rejected). Administrators can configure the stages and statuses your organisation uses.
→ See Understanding the hiring workflow.
Prescreening
Prescreening is a set of questions candidates answer when they apply, used to filter for must-have criteria (eligibility, notice period, salary expectations, etc.) before a recruiter reviews them.
→ See Prescreening.
AI matching / scoring
X0PA AI's differentiator: the platform scores and ranks candidates against a vacancy using AI, so the best-fit applicants surface first. Scores consider skills, experience, and other signals. AI can also recommend candidates and power passive sourcing.
→ See AI matching & recommendations.
Interview
An Interview is a scheduled evaluation of a candidate — Phone, Online, or Onsite. Interviews can include structured questions, feedback forms, and (for online) video capture.
→ See Interviews.
Offer & Joinee
An Offer is the formal proposal made to a selected candidate. Once a candidate accepts and starts, they become a Joinee. X0PA AI tracks offers through approval, acceptance, and joining.
→ See Offers & Joinees.
CRM: Leads, Companies, Clients & Contacts
For agency / staffing use, X0PA AI includes CRM objects: Leads (potential business), Companies and Clients (the organisations you hire for), and Contacts (people at those organisations). These appear if the CRM module is enabled.
→ See CRM.
Quick reference
| Term | Means |
|---|---|
| Vacancy | A job opening you recruit for |
| Talent Pool | Your whole candidate database |
| Application | A candidate ↔ vacancy link |
| Stage | A step in the hiring pipeline |
| Status | The candidate's state within a stage |
| Prescreening | Application questions used for filtering |
| Joinee | A hired candidate who has started |
A fuller list is in the Glossary.