Your interviews, calls and meetings — plus anything you're invited to
Placements
Start dates and clawback risk after a candidate's placed
Statistics
Performance over time
Team activity
Calls, CVs sent, interviews and placements by person
Candidate Pipeline
Where everyone in range currently stands
Placements Over Time
Grouped to fit the selected range
User Leaderboard
Placements in range, by user
Time to Placement
Days from candidate added to placement start
Admin Overview
Everything across every user
Team Calendar
Across every user, not just what you're invited to
Candidates by Stage
Where everyone's pipeline currently stands
Data Retention
GDPR retention — candidates due for a check-in
✨ AI Tools
Ask a question, compute a match score, or let Opportunity Engine find matches automatically
How AI points work
Every AI action spends points from your agency's monthly allowance, roughly tracking what it actually costs to run — an admin can see the full allowance and how it's split in Agency Settings → Team AI Settings.
1 pt CV auto-fill
1 pt AI Match
3 pts Ask AI
1 pt Opportunity Engine match
Opportunity Engine — 1 point per new match it finds, from the same allowance as everything above, capped per run so one busy check can't use up your month. An admin turns it on and chooses nightly or weekly in Agency Settings, or runs it on demand any time.
✨ Opportunity Engine matches
Candidates worth another look, found automatically overnight and scored against your open roles — grouped by role below, most recent first. An admin turns this on (and can run it on demand) in Agency Settings.
✨ Ask AI
Ask about a specific job or candidate
✨ Last answer
✨ Answer
✨ AI Match Calculator
Score how well a candidate fits a job
✨ Match score
Mail
Your connected inbox
Candidates
Click a card to expand
0 selected
My Jobs
Open and closed positions
Clients
Companies you recruit for, and their hiring managers
Tasks
Follow-ups and reminders — yours, and ones you've handed to others
Appearance, password and two-factor authentication
Appearance
Choose how the portal looks on this device
Profile Picture
Shown next to your name in Messages, the sidebar, and the calendar
JPG, PNG or WEBP, up to 3MB.
Change Password
Update the password you use to sign in
Two-Factor Authentication
Add an extra layer of security using an authenticator app (Google Authenticator, Authy, 1Password, etc.)
Mail & Calendar
Connect your own inbox so recent emails and calendar events with a candidate show up right on their record. Only you can see this — not even an admin. (Early sandbox — a small add-on, not included in seat price.)
Email Signature
Set up a signature like you would in Gmail or Outlook — your name, title, logo, contact details, whatever you'd normally include. You choose whether to add it each time you send.
Email Templates
Reusable subject/body pairs anyone on the team can use when composing — shared across the whole agency, not just you. Anyone can create one; only its creator or an admin can edit or delete it.
Branding, billing, pipeline and everything else agency-wide
▶
📖 How to use Agency Settings
A quick guide to every section below, for admins new to this page
Users — Add User creates a new account with a one-time temp password, shown once for you to send them. Click any user to open Manage User: change their permission level (Member sees their own + team data, or just their own if set to Restricted visibility; Manager sees everything including private candidates but can't touch settings; Admin can configure everything), assign a Job Title (separate from permission level — just what you call the role day to day), send a password reset, reset their 2FA if they've lost their device, or deactivate their account. Deactivating is fully reversible and never deletes their data.
Agency — Your logo and display name, shown in the sidebar to everyone on your team.
Careers Page & Embed — The public link to your jobs page, and a one-line snippet to embed it on your own website. Nothing to configure — it's always live and reflects whatever jobs are currently posted.
Billing — Manage your plan, payment method and invoices through Stripe's own secure portal. Only shown if your agency is on a paid, non-complimentary plan.
Candidate Pipeline — Rename any stage on the pipeline board to match how your desk talks about it (e.g. "Submitted to Client" → "With Client"), or hide a stage you don't use. "New" can't be hidden — every candidate has to start somewhere.
Job Titles — The titles your agency actually uses (e.g. "Recruitment Consultant", "Talent Partner"). Add, rename or delete them here, then assign one to each user from their Manage User screen. You can't delete a title while someone's still assigned it — reassign them first.
Candidate Data Retention — How long a candidate's data is kept before it's flagged for deletion (2 years by default) — a GDPR storage-limitation setting. Changing it only affects new candidates going forward.
Team AI Settings — Only shown if your plan includes AI features. Choose whether your agency's monthly AI point allowance is one shared pool, or split with a custom limit per user.
Users
Agency
Your agency's name and logo, shown in the sidebar to everyone on your team
JPG, PNG or WEBP, up to 3MB.
Shown to candidates on your careers page, apply form, and privacy notice, so they have a real way to reach you. Leave blank to omit it — candidates are still told to get in touch with you directly, just without a specific address.
Careers Page & Embed
Your public careers page, and a drop-in widget for your own website
This is what candidates see when they apply — your name, retention period, and AI use (if enabled) are filled in automatically. Have a look, and let us know if anything about how you actually handle candidate data doesn't match what it says.
Drop this one line anywhere on your site — candidates can browse and apply right there, without ever leaving your page. No other setup needed.
Live preview — this is the real widget, with your real jobs
Where do I paste this on my site?
WordPress: add a Custom HTML block on the page, or use a "header/footer scripts" plugin if you want it site-wide.
Squarespace: a Code Block on the page, or Settings → Advanced → Code Injection for site-wide.
Wix: add an Embed → Custom Embed element — note this needs a plan that allows custom code, not Wix's most basic tier.
Webflow: add an Embed element wherever you want the widget to appear.
Anywhere else: paste it directly into your page's HTML, wherever you'd like the roles to show.
Nothing showing up after you paste it?
If your site has a Content-Security-Policy configured, it may be silently blocking the widget. Ask whoever manages your site to allow scripts, connections, and frames from jobs.kevaro.ai.
One domain per line, e.g. https://www.youragency.com — only these can actually display the apply form when a candidate clicks a role. Add every domain the snippet above ends up pasted on, including any staging domain you test on first. Nothing is added by default, so the widget won't show the apply step anywhere until at least one domain is saved here.
If you've embedded the widget above on your own site, paste that page's URL here. "Copy Public Link" and "Share on LinkedIn" on a job (Jobs tab) will then link straight to your own site instead of jobs.kevaro.ai. Leave blank to keep using the jobs.kevaro.ai link.
Billing
Manage your plan, payment method and invoices
Candidate Pipeline
Rename or hide stages on the pipeline board to match how your desk actually works
Job Titles
Titles your agency actually uses (Recruitment Consultant, Talent Partner, etc.) — separate from a user's permission level, and assignable to anyone from Manage User.
Candidate Data Retention
How long a candidate's data is kept before it's flagged for deletion. Applies to new candidates going forward — existing candidates keep their current date.
Between 30 days and 3650 (10 years). Defaults to 730 (2 years).
Data activity
Who deleted, exported, transferred, shared or made private any records — the last 200 actions. Admins are emailed if one person does an unusual amount of this within an hour.
Team AI Settings
Choose how your agency's monthly AI usage is shared across users
✨ Opportunity Engine
Automatically scores new jobs and candidates against your existing database and surfaces anything worth calling about. Uses the same shared AI points allowance as everything else.
Results always show in the AI Tools tab either way.
How candidate ownership, sharing and visibility work
Who can see a candidate I add?
The whole team, by default — that's what "All Candidates" shows. Tick "Make this candidate private" (in Add/Edit) to restrict it to just you, plus anyone you specifically share it with, plus managers and admins.
What happens when someone applies through the careers page?
They land in "Incoming" as an unclaimed candidate — visible only to the job's owner and anyone that job's been shared with, not the whole team yet. This keeps new applications from being claimed by someone with no actual connection to the role.
What happens when I claim an incoming candidate?
You become the owner. It moves out of "Incoming" into "All Candidates" and "My Candidates," visible to the whole team like any other candidate — unless you also mark it private.
What's the difference between the three permission levels?
Member — sees their own candidates/jobs, anything shared with them, and (unless an admin sets them to "Restricted" visibility) every non-private candidate team-wide. Manager — sees everything an Admin sees, including private candidates, but can't touch billing, branding, pipeline setup, retention or user management. Admin — sees everything and can configure everything. An admin sets both permission level and visibility from Agency Settings → Users. Job Title (set separately in Agency Settings) is what your agency actually calls the role — it doesn't affect what someone can see or do.
What's the difference between Share and Transfer Ownership?
Share gives another user view access without changing who owns it — good for a second opinion or covering while you're out. Transfer Ownership hands the candidate or job over completely — they become the new owner, and you lose access unless they share it back.
Are my messages private?
Yes — direct messages are strictly 1:1. Not even admins can see them, unlike everything else in the system.
Can everyone see my calendar?
No — you only see events you own or are invited to. Admins can view any user's calendar from Admin Overview, but other users can't.
Why does the app ask for a 2FA code on every login?
It's required on every account, every time — there's no "remember this device." Candidate and client data is sensitive enough that a password alone isn't considered sufficient on its own.
How long is a candidate's data kept?
Set by your agency in Agency Settings (2 years by default), shown on each candidate's card as it gets close. Use "Extend Retention" after you've actually spoken to them and confirmed they're still happy to be on file — it's not meant to be a routine bulk action.
What can the AI features do, and does it cost anything?
If your agency has AI enabled (Agency Settings → Team AI Settings — off by default on the Starter plan), you get CV auto-fill on Add Candidate, an AI match score between a candidate and a job, Ask AI for quick questions about a job or candidate, and the Opportunity Engine — an admin turns it on in Agency Settings, chooses nightly or weekly (or just clicks "Run now" any time), and it scores new jobs and candidates against what's already in your database. Results always show in the AI Tools tab, with email notifications optional. It doesn't cost you anything directly — usage is capped by your agency's monthly AI points allowance instead. See "How do AI points work?" below, or the breakdown at the top of the AI Tools tab.
How do AI points work?
Every AI action spends a few points from your agency's shared monthly allowance: CV auto-fill, AI Match, and each Opportunity Engine match cost 1 point, Ask AI costs 3 (it does more work). Opportunity Engine's runs draw from the same shared allowance regardless of usage mode, with their own per-run cap so one busy check can't use up the month. An admin chooses in Team AI Settings whether the allowance is one shared pool for the whole agency, or split per user — split evenly by default across everyone without a custom limit, automatically diluting as more users join. Running low? Ask your agency admin — they'll see a warning as you approach the limit and can contact Kevaro support about increasing it.
Can I bring a colleague into a conversation about a candidate?
Yes — type @ in a candidate's comments and pick a user from your agency. They get a live notification and a link straight to that comment.
Will I be told if a candidate's already on file before I add them again?
Yes — adding a candidate whose email matches someone already in the system offers to link the existing record instead of creating a duplicate.
Is my agency's data kept separate from other agencies using Kevaro?
Yes, completely — including CSV import/export, candidate sharing, and every AI feature. This has been specifically tested, not just assumed.
Is there a limit on how many users we can add?
Yes — how many accounts (at any permission level — admin, manager, or member) you can have depends on your subscription tier. Agency Settings → Users shows how many seats you're using. If you need more than your plan allows, contact Kevaro support to discuss upgrading or a one-off increase.
Add New Candidate
Current role & availability
Put Forward For
Private candidates are only visible to you, anyone you specifically share them with, and managers/admins. By default, candidates are visible to all users.
e.g. "Java developer", "immediately available"
Click to upload or drag and drop PDF only
Add Client
Add Contact
New Task
Post New Job
Pick a client record, or leave as "No client record" and type the company below.
e.g. "Java", "Remote", "Urgent"
Click to upload or drag and drop PDF only
If unticked, the job listing on your website won't reveal which company it's for.
Add User
Only applies to the Member level — Managers and Admins always see everything.
What your agency calls this role day to day — separate from their permission level above. Manage the list in Agency Settings.
Shown once — it can't be retrieved again, so copy it now. They'll be asked to set their own password and enable 2FA the moment they log in with it.
Manage User
Only applies to the Member level — Managers and Admins always see everything.
Separate from permission level above — what your agency calls this role day to day.
Filters the public job list to only their jobs — for a page on your own website dedicated to this person, separate from your main careers page.
won't be able to sign in again once deactivated. This is fully reversible — you can reactivate them from here at any time.
New Event
You've been invited to this event — only the organiser or an admin can edit it.
🧑
Share
Tick a user to give them view access. Untick to remove it.
Transfer Ownership
This gives another user full ownership — they'll be able to edit, delete, and share it. You'll lose owner access unless they share it back with you.
Stage
New Message
Log Placement
Placement logged
If there's more than one opening on this job, leave it open.
Top Candidates
Link
Compose Email
New Template
{{candidate_name}} is replaced with the candidate's name when this template is used from their record.
