agenticX Recruiter Guide
How to log in, navigate, and work as a recruiter in the agenticX environment
Click "Sign in with Google" and use your @agilex.co.za Google Workspace account. If you're already signed into Google, it's one click.
If you received an invite link from your admin, click that instead — it will set up your account automatically.
Choose AgileX Recruitment from the workspace list. You'll land on the home screen.
https://huly.app/workbench/agilex.
| Role | Who | What you can do |
|---|---|---|
| Owner | Craig, Thandi | Everything — manage workspace, invite users, configure settings |
| Maintainer | Pieter, Naledi | Create vacancies, manage all pipelines, invite users |
| User | All consultants and support staff | Manage your candidates, move pipeline stages, add notes |
Huly's left sidebar is your main navigation. The three modules you'll use daily:
When you receive a CV (via email, LinkedIn, or referral):
Upload to Drive → AgileX Recruitment → Candidates → Active → {Candidate Name}/
Name the folder: FirstName LastName. Save the CV as CV.pdf.
Go to Recruit → Candidates → + New Candidate
Fill in:
| First name | As on CV |
| Last name | As on CV |
| Title | Current or most recent job title |
| City | Where they're based |
On the candidate's profile page, click + Channel for each:
| Channel | What to add |
|---|---|
| Their email address | |
| Phone | Mobile number |
| Full LinkedIn profile URL | |
| Homepage | Google Drive CV link — paste the sharing URL from Drive |
On the candidate profile, click + Application → select the vacancy → set stage to Backlog.
The candidate now appears on that vacancy's Kanban board.
Go to Recruit → Vacancies → click the vacancy name. Switch to Board view (Kanban icon at top).
Drag from one column to the next. For example: Backlog → HR Interview.
The stages are:
| # | Stage | What happens here |
|---|---|---|
| 1 | Backlog | Just sourced — CV received, not yet screened |
| 2 | HR Interview | Phone screen or recruiter interview done |
| 3 | Technical Interview | Client panel interview completed |
| 4 | Test Task | Technical assessment or case study submitted |
| 5 | Offer | Offer extended, awaiting acceptance |
| 6 | Won | Offer accepted — placement confirmed! |
| 7 | Lost | Candidate rejected or withdrew |
Click the candidate card → scroll to the activity section → add a comment explaining why you moved them. This is your audit trail.
Create a Google Doc at Drive → Clients → {Client Name} → Vacancy_Briefs/ with the job spec details.
Go to Recruit → Vacancies → + New Vacancy
| Name | Job title (e.g. "Senior AI/ML Engineer") |
| Description | Short summary. Include: type (Permanent/Contract), salary range, location. |
In the description, paste the Google Drive link to the full brief:
**Full brief:** https://docs.google.com/document/d/.../edit
Huly creates the 7-stage pipeline automatically (Backlog → Won/Lost). You can start adding candidates immediately.
Two systems, clear responsibilities:
Think of Huly as the tracking board — it knows where everyone is in the process.
Think of Google Workspace as the filing cabinet — it holds all the actual documents.
| Folder | What goes here |
|---|---|
Candidates/Active/{Name}/ | CV, references, scorecards, notes for active candidates |
Candidates/Placed/ | Candidates who've been placed (moved after Won) |
Candidates/Archive/ | Rejected or withdrawn candidates |
Clients/{Client}/Vacancy_Briefs/ | Job specs and requirements for each vacancy |
Clients/{Client}/Reports/ | Pipeline reports sent to the client |
Templates/ | Offer letter template, scorecard template, reference request template |
The A.G.I.L.E. agents assist you at specific steps. They never act without your knowledge — everything they do is logged in Huly's activity timeline.
| Agent | Name | How they help you | You still need to |
|---|---|---|---|
| A | Ava | Parses CVs, creates candidate profiles, links Drive URLs, matches to vacancies | Review the profile, verify details, decide if they're a fit |
| G | Grant | Scores candidates 0-100 against vacancy requirements, flags gaps | Review scores, override if you disagree, make the shortlist call |
| I | Iris | Checks calendar availability, proposes interview slots, sends invites | Confirm the proposed time, ensure the right panellists are included |
| L | Leo | Generates pipeline reports, tracks time-in-stage, salary benchmarks | Review numbers, add context, send to client with your commentary |
| E | Elle | Drafts candidate emails — confirmations, rejections, offer letters | Always review before sending. Agents draft, you approve. |
| Task | Where | How |
|---|---|---|
| Find a candidate | Huly | Cmd+K → type their name |
| View a candidate's CV | Huly → candidate profile | Click the Homepage channel link → opens in Drive |
| Add a note | Huly → candidate profile | Scroll down → type in the activity box → Enter |
| See all candidates for a vacancy | Huly → Recruit → Vacancies | Click the vacancy → Board view |
| Move a candidate to next stage | Huly → vacancy board | Drag the card to the next column |
| Send a candidate email | Gmail | Draft in Gmail (or let Elle draft) → review → send |
| Schedule an interview | Google Calendar | Create event with Meet (or let Iris propose slots) |
| Upload a document | Google Drive | Navigate to candidate folder → upload → copy link → paste in Huly as Homepage channel |
| Check pipeline stats | Huly → Recruit | View the vacancy board — columns show count per stage |
| See agent activity | Huly → candidate profile | Activity timeline shows all agent actions with timestamps |
When you upload a CV or document to Drive, paste the sharing link into Huly as a Homepage channel. This keeps everything connected.
A one-line note ("Phone screen done, strong fit, salary aligned") gives your team context and helps AI agents understand the situation.
Before adding a new candidate, search by email or name in Huly (Cmd+K). Avoid duplicates — they make tracking unreliable.
During team pipeline reviews, open the vacancy Board view. Drag candidates live as you discuss progress. Everyone sees the same board.
Elle drafts emails, but you send them. Always read the draft — the agent doesn't know your relationship with the candidate.
In Drive: one folder per candidate, named consistently (FirstName LastName). CV, references, and notes all go in that folder.
| Issue | Who to contact |
|---|---|
| Can't log in | Ask admin (Craig) for a new invite link |
| Candidate missing from board | Check they have an Application linked to the vacancy (profile → Applications section) |
| Agent did something wrong | Check the activity timeline on the candidate. Override manually. Flag to Craig. |
| Need a new vacancy created | Maintainers and Owners can create vacancies. Ask Pieter or Naledi. |
| Drive folder structure question | Follow the structure in Section 4. When in doubt, ask Lerato (Admin & Coordination). |
| Feature request or bug | Post in the #general chat channel in Huly. Craig monitors. |
agenticX Recruiter Guide · agilex.co.za · 2nth.ai · May 2026