Section 1: Sourcing & Candidate Discovery
Q: Why am I seeing very few candidates for my job?
The Cause: Your filters are likely too strict (e.g., too many "Must-have" skills or a very narrow location).
The Fix: Broaden your location radius or move non-essential "Must-have" skills to "Optional."
The Strategy: Aim for a baseline of at least 500 candidates from Ninjagraph. Once you have a large pool, use filters to refine the most relevant matches.
Q: Why are some candidate phone numbers or emails missing?
The Cause: High-level professional profiles often have private or restricted contact data.
The Fix: In the Sourcing tab, toggle the "Compulsory Contact Details" filter if you only want actionable leads with verified phone/email.
Pro-Tip: Don’t ignore 70% matches; they often have better contact data available, and the AI interview will uncover skills not explicitly listed on their profile.
Section 2: Outreach & Automation Logic
Q: What is the difference between a Template and a Sequence?
Templates: These are your message drafts -the "what" you are saying (e.g., a "Quick Intro" email).
Sequences: This is the workflow - the "when" and "how" messages are delivered (e.g., Step 1: Email, Step 2: SMS 5 hours later).
Q: What is the "Default Sequence" and when should I use it?
Definition: A pre-validated, multi-step workflow designed as a "plug-and-play" automation. You can go to outreach tab to view it edit and customise as per your needs as well
Usage: Use it for high-volume roles to ensure maximum persistence without manual follow-up. It acts as a safety net so no candidate falls through the cracks.
Section 3: AI Screening & Interviews
Q: Can I change the questions the AI asks during the phone screen?
Yes: Under the Interview Questions tab (inside a job), you can reorder questions, add technical hurdles, or use the "Generate Question" button for role-specific prompts.
Feature Focus: Enable "AI Probing." The AI will automatically ask follow-up questions if a candidate’s answer is too short or vague to ensure better vetting.
Q: What is the "Knowledge Base" for?
The Answer: The Knowledge Base serves as the AI's "cheat sheet" for the role. It contains the specific FAQs regarding the job - such as details on company benefits, shift timings, or office culture.
The Benefit: By populating this, you enable Maya (the AI) to answer candidate questions accurately during the phone screen, providing a more "human" and informative experience without you needing to jump in.
Section 4: Evaluating Results
Q: How is the "Match Score" calculated?
Answer: It is a weighted average based on your Assessment Rubric (Technical Skills, Communication, and Problem Solving). It is generated after the candidate completes the AI interview.
Q: How does the AI handle scheduling conflicts?
The Process: The AI bot manages the "calendar dance." If a candidate misses a call or needs to reschedule, the AI automatically sends an SMS and email with a dynamic reschedule link.
The Fix: These links sync with your real-time availability, ensuring that the eventual Recruiter Handoff avoids any double-bookings without manual intervention.
Section 5: Status Decoder & Troubleshooting
Q: Why is a candidate "Paused" in the Outreach Table?
The Cause: This usually indicates that the candidate's time zone is not currently aligned with the calling window.
The Update: Once the first call is successfully picked up and answered, the status will automatically update to "In Process."
Q: Why is a candidate marked as "Non-eligible" for calls?
The Cause: This occurs if a candidate has declined the opportunity or if the first call reveals that their requirements are not at par with the job's criteria.
💡 Quick Troubleshooting Checklist
Search is empty? Broaden location or remove one "compulsory" filter.
Agent isn't calling? Ensure the Sequence is Active and the candidate is in the Outreach tab.
AI is saying "I don't know"? Update your Knowledge Base with more company info.