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Quick start: your first hire

This walkthrough takes you through a complete hiring cycle in X0PA AI so you can see how the pieces fit together. Each step links to the detailed guide for that feature.

tip

Follow along in your own account with a test vacancy. You can close or delete it afterwards.

Step 1 — Create a vacancy​

  1. In the sidebar, open Vacancies → Add Vacancy.
  2. Fill in the job title, description, location, and key requirements.
  3. Assign the hiring team and set the pipeline stages for this role.
  4. Save the vacancy.

→ Full guide: Creating a vacancy

🖼️ Screenshot: The "Add Vacancy" form with the title, description, and requirements fields filled in.

Step 2 — Add or source candidates​

You can bring candidates into the vacancy several ways:

  • Upload resumes — drag in CV files; X0PA parses them into candidate profiles.
  • Add from the Talent Pool — pull in existing candidates.
  • Find passive candidates — use Find Candidates to surface matches from your database.
  • Let applicants apply — publish the vacancy so candidates apply through your career page.

→ Full guides: Adding candidates · Find candidates

Step 3 — Let AI rank the applicants​

Open the vacancy's applicant list. X0PA AI scores each candidate against the role so the strongest matches appear at the top. Use the scores and filters to focus your review.

→ Full guide: AI matching & recommendations

🖼️ Screenshot: A vacancy's applicant list sorted by AI match score, with the highest-scoring candidates at the top.

Step 4 — Review and shortlist​

  1. Open a candidate to see their profile, resume, prescreening answers, and match breakdown.
  2. Move promising candidates forward through the pipeline stages.
  3. Reject candidates who aren't a fit (with a reason).

→ Full guides: Reviewing applicants · Shortlisting & rejecting

Step 5 — Interview​

  1. Schedule a Phone, Online, or Onsite interview for shortlisted candidates.
  2. Add interview questions and invite interviewers.
  3. Collect feedback after each interview to decide who advances.

→ Full guides: Scheduling interviews · Questions & feedback

Step 6 — Make an offer​

  1. For your selected candidate, create an Offer with the compensation and start date.
  2. Route it for internal approval if your process requires it.
  3. Send the offer to the candidate and track their acceptance.

→ Full guides: Creating offers · Approvals & invites

Step 7 — Track the joinee​

Once the candidate accepts and starts, they appear under Joinees, where you can track their onboarding status.

→ Full guide: Joinees

You've completed a hiring cycle 🎉​

You now understand the end-to-end flow. Dive deeper into any step using the Recruiter Guide, or learn how your organisation's process is configured in the Administrator Guide.