1 Platform Overview
AgileX Recruitment uses Huly as an all-in-one workspace combining applicant tracking (ATS), human resources (HR), project management, chat, and document collaboration in a single self-hosted platform.
Recruit
Applicant tracking, vacancy management, candidate pipeline, interview scheduling
HR
Department structure, employee records, org chart, staff management
Contacts
Client organisations, candidate profiles, communication channels
Chat
Team messaging, candidate discussion channels, threaded conversations
Documents
Collaborative docs, interview templates, offer letter drafts
Tracker
Task management, recruitment sprints, client delivery tracking
2 User Roles & Permissions
Huly uses four permission levels. AgileX maps these to recruitment team responsibilities:
| Role | Workspace Access | Recruit Module | HR Module | Admin |
|---|---|---|---|---|
| Owner | Full access to all modules | Create/edit/delete vacancies, manage all candidates, configure pipeline stages | Manage departments, edit all staff records, define org structure | Invite/remove members, manage workspace settings, billing, integrations |
| Maintainer | Full access to all modules | Create/edit vacancies, manage candidates across all pipelines | Edit department members, update staff records in assigned departments | Invite new members, manage team-level settings |
| User | Access to assigned modules | View/edit candidates in assigned vacancies, move candidates through stages | View department structure, edit own profile | No admin access |
| Guest | Read-only access | View-only access to shared vacancies | View org chart only | None |
3 Staff Workflows by Role
Leadership
- Dashboard review — monitor pipeline metrics, placement rates, revenue
- Client approvals — sign off on new client contracts and fee structures
- Staff management — invite/remove team members, assign consultant roles
- Workspace settings — configure integrations, email, security policies
- Reporting — export placement data, track team KPIs
- Vacancy creation — create and configure new vacancies from client briefs
- Pipeline oversight — review all active pipelines across consultants
- Consultant assignment — allocate vacancies to specialist consultants
- Quality checks — review candidate shortlists before client submission
- Client communication — send weekly placement updates to clients
- Team coaching — mentor consultants, review candidate submissions
- Escalation handling — manage complex negotiations and counter-offers
- Process improvement — refine pipeline stages, templates, scoring criteria
- Graduate programme — oversee graduate recruitment campaigns
Recruitment Consultants
- Source candidates — search databases, LinkedIn, referrals for banking roles
- Screen candidates — phone screens, CV review, salary expectations
- Manage pipeline — move candidates through stages for Standard Bank, FirstRand, Absa, Nedbank, Capitec vacancies
- Client interviews — coordinate interview logistics with banking clients
- Offer negotiation — manage offer process and counter-offers
- Tech sourcing — find AI/ML, DevOps, Cloud, Cybersecurity talent
- Technical screening — assess technical skills, review portfolios/GitHub
- Assessment coordination — set up technical assessments and coding challenges
- Market mapping — track tech salary benchmarks and competitor hiring
- Campus recruitment — manage university partnerships and career fairs
- Bulk screening — process high-volume graduate applications
- Assessment centres — coordinate group interviews and psychometric tests
- Programme tracking — monitor graduate pipeline for Capitec and Shoprite
- Retail roles — source for Shoprite, Woolworths, Pick n Pay, TFG, Mr Price
- Operations hiring — supply chain, store ops, merchandising roles
- Regional coverage — manage candidates across JHB, CPT, DBN offices
- Volume hiring — handle seasonal and expansion recruitment drives
- PM/BA roles — recruit IT PMs, Scrum Masters, Business Analysts
- Methodology screening — assess Agile, SAFe, PRINCE2 certifications
- Contract roles — manage contractor placements and renewals
- SAP specialists — source SAP S/4HANA consultants for retail clients
Support Team
- Talent mapping — build candidate databases for target companies
- Boolean searches — run advanced searches across LinkedIn and job boards
- Market intelligence — compile salary surveys and competitor analysis
- CRM maintenance — keep candidate records current and de-duplicated
- Interview scheduling — book interviews, send calendar invites
- Document management — collect IDs, qualifications, reference letters
- Candidate communication — send status updates, rejection notifications
- Reporting — generate weekly pipeline reports for leadership
4 Candidate Information Model
Every candidate in the ATS has a rich profile with structured and unstructured data:
Personal Information
- Full name — first name, last name
- Email address — primary contact email
- Phone number — mobile and/or landline
- Location / City — current city (JHB, CPT, DBN, etc.)
- Avatar / Photo — profile image or colour placeholder
- Social profiles — LinkedIn, GitHub, portfolio URLs
Professional Profile
- Current title — current or most recent job title
- Skills & competencies — tagged skills (Python, SAP, CISSP, etc.)
- Experience summary — years of experience, industry background
- Qualifications — degrees, certifications, professional memberships
- Salary expectation — current package and target range
- Notice period — availability timeline
Documents & Attachments
- CV / Resume — PDF, DOC, DOCX (full-text indexed via Rekoni)
- Cover letter — application-specific documents
- Certificates — qualifications, ID copies
- Portfolio — work samples, case studies
- Reference letters — employment references
- Interview notes — consultant and client feedback
Application & Tracking
- Application ID — unique identifier (e.g., AX-001)
- Applied vacancy — linked vacancy/position
- Pipeline stage — current position in recruitment funnel
- Assigned consultant — responsible recruiter
- Stage history — timestamped progression through stages
- Outcome — hired / rejected / withdrawn with reason
Communication Log
- Email threads — all email correspondence (via Gmail integration)
- Chat messages — internal team discussions about candidate
- Interview records — scheduled and completed interviews
- Activity timeline — every action logged with timestamp and actor
Compliance (POPIA)
- Consent status — candidate data processing consent
- Data retention — when records should be archived/deleted
- EE status — Employment Equity classification (if disclosed)
- Right to be forgotten — candidate can request full data deletion
Full-Text Search
All candidate documents (CVs, cover letters, certificates) are processed by the Rekoni service which extracts text from PDF, DOCX, and RTF files. This text is indexed in Elasticsearch, enabling powerful searches like “find all candidates with SAP S/4HANA experience in Cape Town” even when that information is only in their uploaded CV.
5 Recruitment Pipeline
Candidates progress through a defined pipeline. Each stage has specific actions and criteria:
| Stage | Actions | Exit Criteria | Responsible |
|---|---|---|---|
| Sourced | Identify candidate, add to system, initial outreach | Candidate responds and expresses interest | Research Analyst / Consultant |
| Screening | CV review, phone screen, salary/notice check, skills validation | Meets minimum requirements, available, salary aligned | Specialist Consultant |
| Interview | Schedule client interview, prep candidate, collect feedback | Client confirms positive feedback, wants to proceed | Consultant + Admin |
| Tech Assessment | Technical test, case study, psychometric assessment, presentation | Passes assessment threshold set by client | Tech Specialist / Client |
| Reference Check | Contact 2-3 professional references, verify employment history | All references positive, no red flags | Admin / Senior Consultant |
| Offer | Draft offer, negotiate terms, obtain candidate acceptance | Written acceptance received | Head of Recruitment / MD |
| Hired | Confirm start date, onboarding docs, invoice client | Candidate starts employment | Admin + Finance |
| Rejected | Send rejection with feedback, retain in talent pool | — | Consultant |
| Withdrawn | Record reason, update vacancy, activate backup candidates | — | Consultant |
6 ATS Core Features
Kanban Board View
Drag-and-drop candidates between pipeline stages. Visual overview of all active candidates per vacancy.
List & Table Views
Sort and filter candidates by name, stage, date, consultant. Export to CSV for reporting.
Vacancy Management
Create vacancies linked to client organisations. Set job details, salary range, requirements, and deadline.
Candidate Profiles
Rich profiles with contact info, skills, attachments, activity timeline, and linked applications.
Multi-Vacancy Applications
One candidate can apply to multiple vacancies. Each application tracked independently through its own pipeline.
Full-Text CV Search
Search across all uploaded documents. Rekoni extracts text from PDF/DOCX for Elasticsearch indexing.
Tags & Labels
Categorise candidates (e.g., “Top Candidate”, “Banking”, “EE Candidate”) for quick filtering.
Activity Timeline
Every action logged — stage changes, comments, emails, document uploads — with timestamp and actor.
Real-Time Collaboration
See who is viewing/editing a candidate record. Threaded comments for internal discussion.
Organisation (Client) Management
Client profiles with contacts, linked vacancies, placement history, and notes.
Email Integration
Gmail integration for sending/receiving candidate emails directly from within Huly. Full thread history.
Notifications
Web push, email, and Telegram notifications for stage changes, new applications, interview reminders.
Interview Scheduling
Google Calendar integration. Book interviews, send invites, track confirmations.
Video Interviews
Built-in video calls via LiveKit. No need for external Zoom/Teams links.
Document Templates
Reusable templates for offer letters, rejection emails, interview confirmations, reference requests.
Team Chat & Channels
Dedicated channels per client or vacancy. Quick internal discussions without leaving the platform.
Task Tracking
Create follow-up tasks linked to candidates. Assign to team members with due dates.
Duplicate Detection
Identify duplicate candidate records by email or phone to maintain data quality.
7 Huly Modules for Recruitment
Recruit Module (ATS)
The primary module for recruitment operations. Access via the Recruit icon in the left sidebar.
- Vacancies — all open positions grouped by client. Click to see pipeline board.
- Candidates — global candidate database. Search, filter, and add new candidates.
- Applications — all active applications across vacancies with stage filters.
- My Candidates — candidates assigned to the logged-in consultant.
HR Module
Internal team management. Access via the HR icon in the sidebar.
- Department structure — Leadership, Consultants, Support
- Employee list — all 11 staff members with roles and contact info
- Org chart — visual hierarchy of the AgileX team
Contacts Module
Unified contact database for all persons and organisations.
- Organisations — 10 client companies (Standard Bank, Shoprite, etc.)
- Persons — all candidates and staff in one searchable directory
- Social channels — email, phone, LinkedIn, GitHub linked to each contact
Chat Module
Team communication without leaving the platform.
- #general — company-wide announcements
- #random — casual team chat
- Direct messages — 1:1 conversations between consultants
- Custom channels — create per-client or per-vacancy channels
8 Daily Workflow Guides
Adding a New Candidate
Navigate to Recruit → Candidates
Click the + button to create a new candidate profile.
Fill in Personal Details
Enter name, email, phone, city. Add LinkedIn URL and other social channels.
Upload CV & Documents
Drag and drop PDF/DOCX files. They will be auto-indexed for full-text search.
Create Application
Link the candidate to a specific vacancy. They enter the pipeline at the Sourced stage.
Add Tags & Notes
Tag with relevant labels (e.g., “Banking”, “Senior”). Add initial screening notes.
Moving a Candidate Through the Pipeline
Open Vacancy Board
Navigate to the vacancy and switch to Board view (Kanban).
Drag Candidate Card
Drag the candidate card from one stage column to the next (e.g., Screening → Interview).
Add Stage Notes
Click the candidate card and add a comment explaining the progression decision.
Notify Team
@mention the relevant consultant or client contact in the comments. They receive a notification.
Creating a New Vacancy
Navigate to Recruit → Vacancies
Click + New Vacancy.
Set Vacancy Details
Title, description, client (organisation), location, employment type, salary range, deadline.
Assign Consultant
Add the specialist consultant as a member of the vacancy. They can then manage its pipeline.
Start Sourcing
Search existing candidates or add new ones. Link them to the vacancy to start the pipeline.
9 Integrations & Automation
| Integration | Purpose | Status |
|---|---|---|
| Resend (SMTP) | Transactional email — candidate notifications, interview confirmations, offer letters | Planned |
| Gmail | Two-way email sync — send/receive candidate emails within Huly | Available |
| Google Calendar | Interview scheduling — sync interview bookings to consultant and candidate calendars | Available |
| Cloudflare Tunnel | Secure public access — zero inbound ports, SSL at edge, DDoS protection | Planned |
| Claude AI (via 2nth.ai) | AI-powered candidate screening, CV parsing, interview question generation | Planned |
| Telegram Bot | Mobile notifications — instant alerts for new applications and stage changes | Available |
| LiveKit Video | Built-in video interviews — no external tools needed | Available |
| GitHub | Technical candidate portfolios — link GitHub profiles, review contributions | Available |
10 Tips & Best Practices
Keep Candidate Records Current
Update salary expectations, notice periods, and availability after every conversation. Stale data leads to mismatches and lost placements.
Use Tags Consistently
Agree on a tagging taxonomy across the team: industry (Banking, Retail), level (Graduate, Senior, Executive), and status (Hot, Passive, Do Not Contact).
Log Everything
Add a comment for every candidate interaction — phone call, email, interview feedback. The activity timeline is your audit trail and team handover tool.
Search Before Creating
Before adding a new candidate, search by email or name to avoid duplicates. The full-text search will find candidates even from CV content.
Use Board View for Pipeline Meetings
During weekly pipeline reviews, open the Kanban board for each vacancy. Drag candidates live as the team discusses progress.
POPIA Compliance
Always obtain candidate consent before storing their data. Note the consent date. Remove records promptly when candidates exercise their right to be forgotten.