Get started as a Hiring Manager

Welcome to Kula!

You're here because you're hiring for your own team, and Kula's job is to keep that moving without turning it into admin.

Your recruiter runs the process. You'll raise the headcount, look at the people they put in front of you, interview, leave feedback, and approve the offer. This guide covers each of those, in the order you'll meet them.

Who this is for: anyone with the Hiring Manager role.

Sign in and find your way around

Your organization has its own Kula address — yourcompany.kula.ai. Bookmark it. You'll sign in with a password, with Google or Microsoft, or through your company's single sign-on.

Your dashboard answers one question: what's waiting on me? Your open tasks sit at the top — scorecards to fill, offers to approve — and you can act on most of them without leaving the page. Below that, Pending activities shows where candidates are stuck, including a Needs decision tab that is, more often than not, waiting on you.

There's a fuller tour in Understanding the Kula home screen.

Day one: two things to set up

Both take a minute and both save your recruiter a week of chasing.

• Connect your calendar. You need this to schedule interviews yourself — Kula creates the event on your calendar, as you — and it's also how Kula sees your availability so nobody double-books you. See Connect your mailbox and calendar.

• Set your timezone. Kula uses it to work out your real working hours. A missing timezone stops candidates being offered slots at all — the single most common reason a self-schedule link seems broken. It's in your profile.

Raise the headcount

If your organization uses requisitions, this is usually your step rather than your recruiter's.

• A requisition is the approved headcount a job hangs off. Fill in the role, department, office, work type and salary, or clone last year's if you're hiring the same shape of person again.

• It goes through your organization's approval workflow — usually your own manager, then finance.

• Nothing can be posted until it's approved, so if a role feels stuck before it's even opened, this is where to look.

Once approved, hand it to your recruiter. They'll build the job around it.

Review the people your recruiter shortlists

You don't need to live in Kula, but it's worth knowing where to look when you want to know how a search is going.

• Open the job and look at its pipeline — everyone in the process, arranged by stage.

• When your recruiter uses Send for Review, it lands as a in-app notifications for you, as an email and you will see a slack notification.

  

• Read the resume before you comment. Open a candidate and Kula shows their resume on the left with the scorecard and notes on the right, side by side — so you can read and record your view in the same place, without downloading anything.

→ Full detail: Reviewing assigned applications

Before and during the interview

First, connect your own calendar — this matters more than it looks. There are two separate things at play, and people mix them up:

• To schedule an interview yourself, your own calendar must be connected. Kula creates the interview on your calendar, as you, so no connection means no ability to schedule. This applies to whoever is doing the scheduling.

• To see someone else's availability, they don't need to connect their calendar. Once yours is connected, Kula reads other people's free/busy through your access — so an interviewer who was auto-provisioned and never touched their calendar settings can still be booked without double-booking them.

Once you're set up, the interview itself is straightforward:

• The joining link is on the calendar invite. Whether the interview is on Zoom, Google Meet or Microsoft Teams, the link sits on the calendar event Kula created — you don't need to open Kula to join.

• Read the candidate's resume from the interview link itself. Open the interview link that you see in the invite and you'll see the resume alongside the scorecard, so you can prepare in the same place you'll later score, rather than hunting through email attachments.

→ Full detail: Viewing the candidate profile before your call

After the interview: let AI draft your scorecard

This is the part that usually slips, and it's the part Kula has made fastest.

If your organisation uses the AI Notetaker, it records and transcribes the interview (the candidate is told, via a line on the calendar invite). Afterwards, on the scorecard, Fill scorecard with AI drafts your answers from what was actually said in the conversation.

• It's a draft, not a verdict. Read it, correct anything it's misread, and add the judgement only you can make.

• It won't write your overall recommendation for you — the final hire or no-hire call is deliberately left to you.

• The button appears once the interview has a completed recording and summary. If you can't see it, the recording probably didn't capture — check with your recruiter.

  

Approve the offer

Offers come to you as an approval request, and you don't have to log in to act on one. The notification carries the details, including links to the candidate's scorecards, and you can approve or reject straight from the email.

Two things worth knowing:

• Any change to an offer after approval goes back round for re-approval — nothing is quietly amended after you've signed it off.

• If you're holding things up, your recruiter can see it. Approvals are the most common bottleneck in the whole process, and the easiest to clear.

  

Your first week, in short

• Calendar connected and timezone set

• Notifications pointed at the channel you actually read

• Requisition raised, if your organisation uses them

• One shortlist reviewed with the resume open

• One scorecard submitted the same day — let AI draft it, then make it yours

What's next

Keep Common questions from hiring managers to hand. It answers the things hiring managers hit most in their first month — from a scorecard that won't seem to submit, to what to do when an offer approval is stuck.

Need help? If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.