As an External Collaborator, your role is crucial in helping the hiring team assess and select the right candidates. This guide will walk you through the key steps of using Kula so you can hit the ground running and make the most out of your experience.

Who is this guide for?

This guide is intended for External Collaborators who have been invited to participate in the hiring process. As an External Collaborator, you will have access to specific jobs where you're assigned and will be able to view and interact with candidates for those jobs.

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

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

Adding Candidates 

Here's our guide on how to add a candidate to 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

Q: What can I access as an External Collaborator?

A: As an External Collaborator, you will only have access to the jobs you are assigned to. You can view candidates, participate in interviews, and leave feedback, but you won’t have access to other areas of Kula or jobs you're not assigned to.

Q: How long will I have access to Kula?

A: Your access as an External Collaborator will be available for as long as the hiring team needs your involvement. If your access is no longer required, the hiring team can revoke it at any time.