As a Hiring Manager, you play a critical role in the recruitment process—from defining job requirements to making the final hiring decision. This guide will help you set up your Kula ATS account and navigate key features for managing job postings and evaluating candidates efficiently.

Before You Begin

Ensure you have your Kula ATS login credentials. If you don’t have an account, please contact your Admin for access.

Setting Up Your Account

Start by clicking on the Settings icon and navigating to User Settings to customizeyour profile and preferences.

1. Profile Setup
   • Profile Information: Update your profile with your job title, department, and contact details for personalized communication.
   • Date & Time Format: Adjust your preferred date and time format to align with your regional preferences.
     
     
2. Working Hours - Define your working hours to ensure interview scheduling aligns with your availability.
   • Set your preferred interview days and times.
   • Use the Date Overrides feature to add exceptions when your availability changes.
     
     
3. User Integration
   • Link Your Mailbox
     
     To sync your email:
     • Go to Settings > Mailbox Integration and select either Gmail or Outlook.
     • Follow the prompts to authorize and integrate your mailbox for seamless communication with candidates.
       
       
   • Sync Your Calendar
     • Navigate to Settings > Calendar and integrate your calendar with Kula ATS to simplify interview scheduling and ensure your availability is up to date.

Viewing the Dashboard

Upon Login:

Homepage Overview:

• Dashboard Display: After logging in, you will land on the Kula ATS homepage. The Dashboard provides an overview of your daily tasks and key information.

• Daily Agenda: View your schedule for the day, including interviews, meetings, and important deadlines.

• Open Tasks: Check your to-do list to stay on top of your recruitment tasks and ensure nothing is overlooked.

Primary Tasks and Activities

Approving and Reviewing Jobs

1. Navigate to the Jobs tab and select the job requiring approval.

2. Ensure the job title, description, requirements, and other details are accurate.

3. Approve or Request Changes: Approve the job if everything is correct or request changes if necessary by clicking on the Reject button.

Here's our guide on how to Approve a Job.

Reviewing Candidates

        1. Navigate to the Candidates tab within a Job and select a candidate to review.

        2. Assess the candidate's resume, experience, and qualifications.

        3. Use AI scoring to help evaluate the candidate's suitability for the role.

Here's our guide on how to review a Candidate.

Interview Preparation and Scheduling

1. Review the interview plan associated with the Job and prepare questions to be asked.

Here are helpful articles that you can check out:

• How to Schedule an Interview with a Candidate
• Join a Virtual Interview as an Interviewer
• How to Use the Interview Notetaker and Interview Assistant
  
  

Provide Feedback and filling up the Scorecard
 

1. Review the Interview Transcript including the Highlights, Lowlights and your scorecard. Use the AI Assistant to get specific information about the candidate. 
2. Fill out the Scorecard with detailed notes on the candidate’s performance.
3. Share feedback with other team members to facilitate a collaborative decision-making process.
   
   

Here's our guide on how to Fill Out a Scorecard

Tips for Effective Recruitment with Kula ATS as a Hiring Manager

Prepare Thoroughly for Interviews:

• Why: Being well-prepared for interviews allows you to assess candidates effectively and make informed decisions.

• How: Review candidate profiles in advance, familiarize yourself with the interview plan, and prepare specific questions tailored to each candidate's background.

Provide Constructive Feedback Promptly:

• Why: Timely and constructive feedback helps candidates understand their performance and shows that your company values their effort.

• How: Use the Kula Feedback Form for your feedback during or immediately after interviews, ensuring it’s detailed and specific.

Leverage AI to Review Interview Transcripts:

• Why: AI can help analyze interview transcripts to identify key competencies and areas of concern, providing a more objective evaluation.

• How: Utilize Kula's AI-powered features to review and analyze interview transcripts, highlighting strengths and weaknesses to determine if the candidate is a great fit.

FAQs

Q: How do I approve a job posting? 
A: Navigate to the Jobs tab in Kula ATS. Find the job posting awaiting approval and review the details. Once you confirm that the job description and requirements are correct, click the "Approve" button. If changes are needed, select "Request Changes" and provide specific feedback.

Q: How do I use AI to analyze interview transcripts?

A: To use AI to analyze interview transcripts in Kula ATS, navigate to the Interviews page and select the interview you’ve conducted. View the detailed transcript and then click on the Summary tab to see a concise overview of the interview highlights. For more in-depth analysis, click on the Insights tab to access detailed AI-generated information about the candidate’s strengths and areas for improvement. If additional clarification is needed, use the Interview Assistant Chat feature to ask specific questions and receive further insights based on the interview data.