# Offer Review System User Manual Version: 1.0 Last Updated: 2026-02-20 --- ## 1. Purpose This manual explains how to use the Offer Review System end to end: - Submit and review candidates - Move candidates through each workflow stage - Collaborate across HR, Manager, SMO, and Admin roles - Use documents, audit trail, notifications, and AI summaries effectively --- ## 2. System Overview The system is a role-based hiring workflow with these core modules: - `Dashboard`: queue and KPI view by role - `Candidates`: searchable pipeline with filters and saved views - `Candidate Detail`: tab-based workflow for each candidate - `Upload Resume`: intake for new or existing candidates - `Documents`: file management and versioning - `Notifications`: action reminders and updates - `Admin`: governance, users, templates, audit, and settings --- ## 3. Login and Access ### 3.1 Sign In 1. Open `/login` 2. Enter your email and password 3. Click `Login` ### 3.2 First-Time or No Access - Use `Submit a registration request` from the login page. - Admin reviews and grants role-based access. ### 3.3 Password Recovery - Use `Forgot password?` on the login page. - Enter your work email to receive a reset link. - Open the reset link and set a new password with at least 8 characters. --- ## 4. Navigation Model After login, use the top navigation: - `Dashboard`: your role queue - `Candidates`: full pipeline - `Upload`: resume intake - `Notifications`: unread/read alerts - `Settings`: personal preferences Admins also have: - `Org Setup` - `Templates` - Other admin pages based on permissions --- ## 5. Candidate Lifecycle ### Stage 1: Resume Intake - HR uploads candidate resume. - Candidate profile is created or matched. ### Stage 2: HR Screening - HR reviews baseline criteria. - HR records notes/outcome. - HR assigns hiring manager when appropriate. ### Stage 3: Manager Review - Manager evaluates and submits scorecard. - Manager gives recommendation. ### Stage 4: SMO Interview Chat Log - HR/SMO/Admin can: - Paste chat log text - Upload log file (PDF/DOC/DOCX/TXT) - System stores latest interview log and AI-generated summary. ### Stage 5: SMO Decision - SMO finalizes decision: - `APPROVED` - `REJECTED` - `KIV` ### Stage 6: Completion + Audit - System tracks all major actions in audit trail. - Documents remain versioned and accessible. --- ## 6. Role-Based Operating Guide ### HR Primary goals: - Intake candidates - Perform HR screening - Assign managers - Maintain documents Primary screens: - `/dashboard` - `/upload-resume` - `/candidates` - `/candidates/:id?tab=hr-screening` - `/candidates/:id?tab=documents` How the system works for HR: 1. Open `Dashboard` and process today’s intake queue. 2. Upload resume from `Upload Resume` or `Documents`. 3. Complete `HR Screening` with clear notes and outcome. 4. Assign hiring manager for qualified candidates. 5. Confirm status transition and hand off to `MANAGER`. ### MANAGER Primary goals: - Complete scorecards quickly - Provide clear recommendations Primary screens: - `/dashboard` - `/candidates` - `/candidates/:id?tab=manager-review` How the system works for MANAGER: 1. Open `Dashboard` and pick pending evaluations. 2. Open candidate `Manager Review` tab. 3. Score all criteria and add recommendation rationale. 4. Submit review and verify queue count updates. 5. Escalate ready candidates to `SMO`. ### SMO Primary goals: - Review escalated candidates - Manage interview log quality - Finalize decisions Primary screens: - `/dashboard` - `/candidates` - `/candidates/:id?tab=smo-interview` - `/candidates/:id?tab=smo-decision` How the system works for SMO: 1. Open `Dashboard` and review pending final decisions. 2. Use `SMO Interview` tab to paste or upload chat log. 3. Review AI summary and extracted key points. 4. Open `SMO Decision` and finalize `APPROVED`, `REJECTED`, or `KIV`. 5. Confirm final status and audit entry. ### ADMIN Primary goals: - Governance and access control - Template and system configuration - Audit and reliability monitoring Primary screens: - `/admin/access-requests` - `/admin/users` - `/admin/audit` - `/admin/email-templates` - `/admin/organization` How the system works for ADMIN: 1. Process `Access Requests` and assign role permissions. 2. Maintain user roles, templates, and organization settings. 3. Monitor audit trail and notification/outbox health. 4. Resolve delivery failures and retry failed jobs. 5. Keep compliance and governance standards current. --- ## 7. Working in Candidate Detail The main tabs: - `Overview`: snapshot and key summaries - `HR Screening`: HR outcomes and assignment - `Manager Review`: scorecard and recommendation - `SMO Decision`: final decision capture - `SMO Interview`: chat log paste/upload and AI summary - `Documents`: resume/supporting docs with versions - `Audit`: full change history Recommended tab order: 1. Overview 2. Current role action tab 3. Documents (if needed) 4. Audit (verification/compliance) --- ## 8. Documents and File Rules ### Supported Upload Formats - Resume/supporting docs: PDF, DOC, DOCX - Interview chat logs: PDF, DOC, DOCX, TXT ### Limits - Maximum size: 10MB per file ### Good Practices - Use descriptive filenames. - Keep one clear latest version. - Verify uploads complete before leaving the tab. --- ## 9. Notifications Use `/notifications` to: - Track pending actions - View assignment and status updates - Mark items as read Tip: review notifications at the start and end of each work block. --- ## 10. AI Features AI is used to: - Extract and summarize resume/interview signals - Provide structured insights for faster review When results are missing: 1. Verify document format and size 2. Re-upload if needed 3. Use re-analyze action where available 4. Confirm OpenAI/system health status --- ## 11. Troubleshooting ### Issue: Upload controls not visible in SMO Interview tab Checks: - Confirm role via `/api/auth/me` - Confirm candidate role fallback (`viewerRole`) if applicable - Re-login if stale auth state ### Issue: Candidate cannot move forward Checks: - Current stage form fields are complete - Submit/save succeeded - Required role has permission ### Issue: Missing notifications Checks: - Open `/notifications` directly - Confirm settings and role - Verify action was committed successfully --- ## 12. Mobile Usage Guidance For best mobile performance: - Use board filters first, then open candidate details - Prefer short action sessions per candidate - Use tab chips to navigate quickly - Upload documents on stable network --- ## 13. Operational Best Practices - Keep screening notes factual and concise. - Use consistent decision rationale language. - Close pending queue items daily. - Review audit before final escalations. - Use saved views per role to reduce context switching. --- ## 14. Support and Escalation If you are blocked: 1. Capture the candidate ID/code and exact action. 2. Capture the page URL and timestamp. 3. Capture API/network error details if available. 4. Escalate to Admin/Engineering with reproducible steps. --- ## 15. Quick Route Reference - `/login` - `/dashboard` - `/candidates` - `/upload-resume` - `/notifications` - `/settings` - `/admin/access-requests` - `/admin/users` - `/admin/audit` - `/admin/email-templates`