Candidate
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📘 GAIN Help

Step-by-step instructions for Candidates, Talent Acquisition, and Hiring Managers — plus admin, integration, and governance notes for enterprise rollout.

🔗 SmartRecruiters Integration
GAIN Overlay architecture, webhooks, policy engine
🧑‍💼 Candidate Guide
Search roles, apply, and check status
🧭 TA Guide
Create roles, screen candidates, manage pipeline
🧠 HM Guide
Review shortlisted profiles and leave decisions
🎛️ HR Director Cockpit
Command center, escalations, trend analytics
🚀 Advanced Playbooks
AI screening, talent pool, SLAs, ROI
⚙️ Admin / Deployment
DB, API endpoints, Troubleshooting
🔗 GAIN Overlay: SmartRecruiters Integration
Intelligent Workflow Automation — Real-Time Policy Enforcement, SLA Management & Escalation Intelligence
Open Governance
🎯 The Challenge GAIN Solves:
  • Compliance blind spots: Missing candidate tags create undetected compliance gaps
  • Undetected SLA breaches: Manual tracking leads to delayed escalation
  • Inconsistent policy enforcement: Quality variance across recruiters and hiring managers
  • Lack of visibility: Hiring managers spend 30% of time on manual tracking instead of engaging candidates

Architecture Overview: Three-Layer Design

The GAIN Overlay implements a non-disruptive three-layer architecture, adding governance capabilities without altering existing SmartRecruiters user workflows.

LayerComponentsFunction
User LayerTA/Recruiters, Hiring Managers, HR Director/TA OpsExisting SmartRecruiters workflows unchanged
System of RecordSmartRecruiters ATS (Webhooks, APIs, Custom Fields)Candidate data, workflow, analytics
Governance Control PlaneEvent Ingestion, Policy Engine, SLA Engine, Escalation Orchestrator, Feedback Service, Audit StoreGAIN Overlay intelligence layer

Core Components

1. Event Ingestion (Webhooks + Reconciliation Pull)

GAIN subscribes to SmartRecruiters webhook events, capturing data within 200ms. This event-driven architecture eliminates polling delays and ensures immediate policy checks upon state changes, handling 10,000+ events per hour.

→
Candidate Created: Triggers RACI assignment + tag validation + SLA timer start
→
Stage Changed: Updates SLA timer, runs predictive risk detection, validates required actions
2. Policy Engine (RACI + Tag Validation + QR Gate)

The policy engine evaluates each candidate against RACI assignments, required tag metadata, and QR code documentation. Failed validation automatically triggers a "Tag Required" task in SmartRecruiters and an alert in the HR Director Cockpit.

1
RACI Role Assignments: Ensures correct ownership at each stage
2
Required Tag Verification: Validates all mandatory fields are populated
3
QR Code Validation: Optional registry integration for provenance
3. SLA Timer Management (Target/Warning/Escalation)

Each stage has configurable SLA timers. Warning thresholds trigger automated tasks, while breaches escalate to HR Director for immediate visibility.

80%
Warning Alert: Task assigned to owner with due date
100%
Breach Alert: Escalated to HR Director with owner attribution

Example: Screening stage with 48h SLA → Warning at 38.4h → Breach at 48h → Auto-escalation with full attribution

4. Escalation Orchestrator (Multi-Channel Notifications)

Tiered escalation framework from alert to action:

TierTriggerActionChannels
Tier 1: WarningApproaching SLAIn-system notifications & dashboard indicatorsSmartRecruiters (ATS)
Tier 2: At RiskWarning thresholdFormal tasks with manager CC, HR Director Cockpit flagsGAIN Overlay → SmartRecruiters + HRD Cockpit
Tier 3: BreachEscalation thresholdExecutive visibility, root cause attribution, mandatory reviewTeams/Slack, WhatsApp-style prompts, Email
5. Feedback Service (tNPS + Pulse Checks)

Captures signals through tNPS surveys and pulse checks at key candidate and hiring manager touchpoints. Combined with Tagging & Provenance, it creates a complete compliance trail with searchable metadata.

  • Pulse Checks: Continuous insights from key touchpoints
  • tNPS Scores: Segmented sentiment analysis (Promoters/Passives/Detractors)
  • Audit & Evidence Store: 100% audit readiness with evidence-backed governance trail

Business Impact & Outcomes

MetricImpactDescription
65% ↓Reduction in Untagged CandidatesFewer candidates reaching advanced stages without required data
40% ↑Faster Time-to-OfferAccelerated hiring through proactive SLA management
85% ↓Decrease in Manual TrackingSignificant reduction in administrative effort for TA coordinators
90% ↑Hiring Manager SatisfactionEnhanced transparency and workflow visibility for stakeholders
Bidirectional integration ensures synchronized policy enforcement and strategic visibility across SmartRecruiters and leadership oversight.
🎛️ HR Director Cockpit Guide
Unified visibility for HR Leadership and TA Operations — Monitor real-time SLA compliance, detect policy violations, and track escalation trends.
Open Cockpit

Command Center View

The HR Director Cockpit provides a command center view with four key panels:

1
Untagged Candidates Panel: Shows candidates requiring policy attention by stage (Application → Screening → Interview → Offer). One-click access to SmartRecruiters context.
2
At-Risk Pipeline Panel: Candidates approaching SLA thresholds, grouped by priority (High/Medium/Low). Filter by role with one-click access.
3
Breach Escalation List: Real-time escalation tracking with owner attribution and aging. Shows profile, days overdue, owner, and stage.
4
Trend Analytics: Systemic bottlenecks and efficiency metrics. Filter by Department, Hiring Manager, or Requisition Type.

Key Capabilities

Director takeaway: The Cockpit converts scattered data into actionable intelligence, enabling proactive management instead of reactive firefighting.
🚀 Advanced Playbooks + Value to Tag
Turn hiring into a measurable, accountable workflow: transparent candidate updates, AI-supported screening, structured HM decisions, SLA-driven analytics, and a re-usable talent pool.
Open Analytics
What this unlocks for Tag:
  • Candidate experience & conversion: visible stage status + WhatsApp-style updates reduces uncertainty and drop-off.
  • Recruiter productivity: queue-based screening + templates reduce repetitive admin and speed triage.
  • Faster time-to-fill: stage timing + SLA escalation highlights bottlenecks and drives action.
  • Better quality & consistency: structured signals for HM review reduces “resume roulette” and rework.
  • Talent pipeline flywheel: a “Silver Medallist” talent pool enables faster future fills and lower sourcing costs.

Enterprise-ready delivery value (deployment-agnostic)

Quantified levers (targets you can track in Analytics)

LeverIndustry baselineWith this platform (target)Business impact
Time-to-Fill36–45 days15–25 days40–55% faster
Cost-per-HireSGD 4k–6kSGD 1.5k–2.5k50–60% reduction
Recruiter workload8–10 hrs/candidate2–3 hrs/candidate~70% productivity lift
Manual screening6–8 min/resumeseconds (AI assist)95%+ reduction
Note: These are value targets used for business storytelling and KPI design. Confirm with Tag’s internal baselines during a pilot.

Playbooks (how to use the advanced functions)

Playbook A — AI Screening Queue (fast, repeatable triage)
1
In /ta, open a job and focus on submitted / screening candidates first.
2
Click Screen to generate structured signals (skills fit, ATS-style match, soft skills hypotheses).
3
Use the AI recommendation to decide Advance / Hold / Reject and capture a short human rationale (audit-friendly).
4
Standardize follow-ups using Email Templates to reduce manual writing and keep brand voice consistent.
Playbook B — Silver Medallist / Talent Pool (re-engage warm candidates)
1
When a candidate is strong but not selected, add them to the Talent Pool with tags (e.g., backend / payments / immediate).
2
Track availability and last contacted. Re-engage when a similar requisition opens.
3
Use match scores + skills inventory to shortlist quickly and reduce new sourcing time.
4
Measure impact via Hires from Talent Pool in Analytics (a direct ROI signal).
Playbook C — SLA & Bottleneck Management (make time-to-fill actionable)
1
Use /analytics to monitor stage conversion and cycle time (Submitted → Screening → Interview → Offer).
2
Define an SLA per stage (e.g., Screening in 48h; HM review in 24h) and escalate when breached.
3
Turn metrics into actions: add recruiter capacity, tighten templates, or clarify score thresholds for faster decisions.
Playbook D — Hiring Manager decision quality (structured signals & consistency)
1
In /hm, filter by role and score threshold to focus on viable candidates.
2
Compare candidates using the same signal set (overall/technical/soft skills) to reduce bias and inconsistency.
3
Translate “soft skills” into interview questions (validate hypotheses, don’t assume).
Playbook E — Multi-market rollout (SEA-ready operations)
1
Use the built-in multi-language UI (EN/BI/BM/VI) to improve adoption across SEA markets.
2
Run a pilot in 1–2 departments, confirm baselines, then expand with consistent workflows and analytics.
3
Integrate via APIs (HRIS/ATS, assessments, calendars) as you move from demo to production.

Responsible AI (enterprise deployment guidance)

5-minute executive demo flow

1
Show /candidate: browse roles, apply, status transparency + updates assistant.
2
Show /ta: create job → review applicants → trigger AI screening → move stage.
3
Show /hm: structured signals and shortlist decision consistency.
4
Show /analytics: bottlenecks, conversions, SLA thinking, and hires from talent pool.
Executive takeaway: This converts hiring into an accountable workflow that improves conversion, productivity, and time-to-fill—while staying governance-ready.
🧑‍💼 Candidate Guide
Use the Candidate Portal to discover jobs and submit your application.
Open Candidate Portal

1) Browse and filter roles

1
Go to /candidate. Use the search bar and filters (department, location, job type) to narrow down roles.
2
Click a job card to open the full description, requirements, and benefits.

2) Apply for a role

1
Click Apply, fill in details (name, email, phone), and upload your resume (or paste text if available).
2
Submit your application. You’ll see an on-screen confirmation and your application enters the pipeline.

3) Check your application status

1
Use the Status Check feature in the portal and enter the same email you used for your application.
2
The system returns your latest applications and statuses (e.g., submitted, screening, interview, offer).
Tip: If you don’t see any results, double-check spelling and use the same email address that was submitted.
🧭 Talent Acquisition Guide
Use TA Dashboard to manage roles and applications with AI assist.
Open TA Dashboard

1) Create and publish a job

1
Open /ta and go to Create Job.
2
Fill out title, department, location, type, experience, salary band, description, and key skills. Save to publish.

2) Review incoming applications

1
Select a job to view applicants. Each card shows core details and current stage.
2
Open an application to see resume content, score signals, and timeline.

3) Trigger AI screening

1
Click Screen to run AI analysis (skills fit, ATS-style match, soft skills indicators).
2
Use the AI recommendation to shortlist or request follow-up, then move stage (e.g., to interview).
Governance note: Use AI as decision support, not an automated decision maker. Record human rationale when moving candidates between stages.
🧠 Hiring Manager Guide
Use HM Dashboard to compare candidates and make decisions with context.
Open HM Dashboard

1) Filter and shortlist

1
Open /hm and select the job you’re hiring for.
2
Use filters (status, score threshold, skills) to focus on top candidates.

2) Review structured signals

1
Open a candidate card to review skills match, soft-skill indicators, and the pipeline timeline.
2
Leave a decision note and move to next stage (or request a second review).
Tip: Treat “soft skills” outputs as hypotheses. Validate them through interview questions and references.
⚙️ Admin / Enterprise Rollout Notes
Deployment-agnostic setup notes, routes, and troubleshooting.
Back to Home

Routes

API endpoints (JSON)

GET /api/jobs POST /api/jobs GET /api/jobs/:id PUT /api/jobs/:id
GET /api/applications?jobId=... POST /api/applications PUT /api/applications/:id POST /api/screen/:id
GET /api/analytics GET /api/status?email=sngricky@blueriver.cc POST /api/recommend

Common troubleshooting Pathways

Security note: This demo UI does not implement login by design. For actual production, authentication and role-based access control + logging will already be added before exposing TA/HM views. Ricky Sng 2026 sngricky@blueriver.cc