How a recruiter can automate hiring with CleverStaff: a beginner’s checklist
If you have experience managing recruitment in Excel, Google Sheets, custom-built or outdated software, and you’re tired of manual work, lost candidate correspondence, and constant status tracking — it’s time to think about automation.
Here’s how to work with CleverStaff — a Ukrainian recruitment system with artificial intelligence (AI), auto-matching, and gamification.
Step 1. Sign up and log into your account
This takes less than a minute. Right after your first login, you get free access to the full system functionality for 7 days — with no limitations or hidden conditions.
Step 2. Set up your profile
After registration, configure your workspace: add your logo, choose a language, and complete your company profile.
CleverStaff supports teamwork, so you can add colleagues, assign them roles with different access levels, manage a candidate database, collaborate on vacancies, exchange comments about candidates, and more.
Step 3. Create vacancies easily
Just click “Create vacancy,” fill in the key details (title, description, requirements, conditions, salary range), assign a responsible recruiter — and you’re done.
All vacancies are created in one window — simple and intuitive. The system allows you to save templates and reuse them. Additionally, vacancies can be instantly published on job boards and other platforms integrated with CleverStaff.
Key integrations
- Ukrainian and international job boards to access large candidate pools: LinkedIn, DOU, Djinni, Robota.ua, Work.ua, GRC
- Video conferencing platforms: Microsoft Teams, Google Meet, Skype
- HRM systems: Brainy HR, BambooHR
- External sourcing tools: Wandify, Matchit.me, JobCannon
- PreScreen bots for initial screening
- Messengers: Telegram, Facebook, Viber, WhatsApp
- Calendars and email: Outlook Calendar, Gmail, any email services
Step 4. Use AI-powered auto-matching
CleverStaff automatically pulls resumes from email inboxes (e.g., resumes from job sites sent to your email), LinkedIn, job boards, and files (Word, PDF, .docx) — there are 15 ways to add candidates in one click.
The system automatically extracts data from resumes: full name, contacts, skills, experience — and creates a complete candidate profile. No manual copying. You can also add tags, attach files, ratings, and comments.
CleverStaff’s AI analyzes candidates’ experience and skills and automatically ranks them based on how well they match a vacancy. This means top candidates become visible faster, and the hiring process speeds up — by 52.2%.
Step 5. Manage candidates
All candidates move through a pipeline: from “new” to “offer” or “rejection.” You define the stages and statuses according to your process. Candidates can be dragged between stages (like in Trello). All comments, correspondence history, and interactions are stored in the candidate profile.
Step 6. Communicate in one place
CleverStaff allows you to send emails using convenient templates or manually. And forget about searching for emails across multiple inboxes — communication with candidates happens directly in the system.
There is a built-in email tracking tool that lets you see whether a candidate has opened your message (for mass emails) and stores all correspondence in their profile. So all communication with candidates, managers, and the team is in one place — with no lost messages.
Step 7. Get analytics and reporting effortlessly
In the system, you can see:
- how many candidates have been reviewed and how many are in progress, and at which stage;
- average time to fill vacancies;
- sources that bring the best candidates;
- effectiveness of each hiring stage.
This data is useful both for internal optimization and for reporting to clients. For recruiters, it’s extremely convenient. For managers, it’s transparent.
Step 8. Achieve and accomplish more
That’s exactly why CleverStaff includes gamification. It positively affects attitude toward work, boosts mood, encourages self-reward, and helps you celebrate even small wins. Thanks to gamification, recruiter productivity increases by 18.6%, and work becomes a pleasure rather than an obligation.
And most importantly — the system is designed specifically for recruiters who don’t want to waste time on routine tasks but aim for results. Automate your recruitment and give yourself the opportunity to focus on what really matters — finding talent.