Section 1: Sourcing and Candidate Discovery
Q: Why am I seeing very few candidates for my job?
The Cause: Your filters are likely too strict, such as having too many "Must-have" skills or a very narrow location radius.
The Fix: Broaden your location settings or move non-essential skills from "Must-have" 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 or email.
Section 2: Outreach and Automation Logic
Q: What is the difference between a Template and a Sequence?
Templates: These are your message drafts. This is the "what" you are saying.
Sequences: This is the workflow. This is the "when" and "how" messages are delivered, such as sending an email first and then an SMS later.
Q: What is the "Default Sequence"?
Definition: A pre-validated, multi-step workflow designed as a plug-and-play automation. You can view, edit, and customize this in the outreach tab.
Q: How can I change the message in the emails?
You can manage all your communication in the Templates section of the Outreach tab.
Edit Existing: You can open any current template and tweak the wording to fit your brand.
Create New: You can create your own template from scratch. Once saved, you can add your new custom template to any Sequence to automate your outreach.
Q: How do I set a default sequence for all my jobs?
You can set any sequence as your standard workflow so you do not have to pick it manually every time. Find your preferred sequence in the list, click the three dots under the Actions column, and select Make Default. This sequence will now be automatically applied to all new job campaigns.
Q: Do you send an email when someone responds that they are interested? Yes. When a candidate responds with interest, an email is sent directly to the recruiter. This email is linked to the candidate's profile so you can see their history and proceed with the next steps in the hiring process without any manual tracking.
Section 3: AI Screening and Interviews
Q: Can I change the questions the AI asks during the phone screen?
Yes: Under the Interview Questions tab, 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.
Q: What is the "Knowledge Base" for?
The Answer: The Knowledge Base serves as the AI's cheat sheet. It contains the specific FAQs regarding the job, such as details on benefits, shift timings, or office culture.
Section 4: The Candidate Profile Views
1. The Sourcing Snapshot (Pre-Screen) Found in the AI Sourced tab. This provides an instant verdict on strengths and gaps, professional summary, and technical skills to help you decide who to add to outreach.
2. The Assessment Deep-Dive (Post-Screen) Found in the Screened tab. This is generated after the AI interview. It includes a numerical Match Score, a 5-point assessment rubric, sentiment analysis, and a full interactive transcript with probed scores for every response.
Section 5: Notifications and Alerts
Add this as a new section right after Candidate Profile Views. It answers the "how do I know they are interested" questions.
Q: How do I get notified when a candidate is interested? NinjaHire sends an automatic email notification to the recruiter in these cases:
Response with Interest: If a candidate replies to an outreach SMS or email with interest, you receive an email so you can reply directly.
Screening Summary: Once an AI interview is finished, you get an email summary of the candidate's performance.
Human Request: If a candidate asks to talk to a person during the AI call, or if the call is not picked up but they requested a callback, you will get an email alert.
Call Forwarding: During a live AI call, if the candidate wants to talk to a human immediately, the call can be forwarded directly to your line.
Section 6: Evaluating Results and Analytics
Q: How is the Match Score calculated?
Answer: It is a weighted average based on your Assessment Rubric, covering Technical Skills, Communication, and Problem Solving. It is generated after the AI interview.
Q: What is a Recruiter Handoff?
The Definition: These are vetted candidates who have passed the AI screen with high scores or requested to speak with a human.
Where to find it: You can track this in the Job Analytics sidebar on the right side of the screen.
Q: What do the Global Analytics track?
Hours Saved: Calculates the total time the AI spent on calls that would otherwise have required a manual recruiter effort.
Top Channels: Identifies which sourcing platforms (like Ninjagraph or LinkedIn) are providing your best leads.
Section 7: Status Decoder and Troubleshooting
Q: Why is a candidate "Paused" in the Outreach Table?
The Cause: This is often a time zone misalignment. Maya pauses the sequence to respect the candidate's local time and will retry automatically.
Q: Why is a candidate marked as "Non-eligible"?
The Cause: The candidate either explicitly declined the opportunity or their requirements were not at par with the job during the screening call.
Q: What is a "Call Drop"?
The Reason: The call ended abruptly before all required questions were answered. NinjaHire flags this to ensure you only review complete interview data.
Section 8: Voicemail and Connectivity
Q: What happens if the AI hits a Voicemail?
The Action: Maya identifies the pre-recorded monologue and leaves a personalized message.
Q: Why did the call fail to leave a message?
voicemail not dropped: A technical glitch prevented the recording from being saved.
voicemail not set up: The candidate has not activated their mailbox.
voicemail full: The candidate’s mailbox is full.
Section 9: Candidate & Job Management
Q: How do I add a candidate manually to a job?
Single Candidate: Go to the specific Job Page, click the three dots in the top right, and select Add Single Candidate. You can then enter their details and set their status (e.g., Sourced, Applied) so your workflows trigger correctly.
Bulk Upload: Under the same three dots menu, select Add Bulk Candidate. You can download a formatted sample template there to ensure your data uploads perfectly.
Q: How do I create a new job?
Step-by-Step: Click the Jobs tab on the left sidebar. Click the Add Job button. You can choose to add a single job manually or upload multiple jobs in bulk using our template.
Q: How do I choose where my candidates are sourced from?
Channels: In the Search tab, look below the search criteria for the Channels section. You can select specific sources like Ninjagraph, ATS, Dice, Indeed, Monster, Techfetch, ZipRecruiter, or simply "Select All" to cast the widest net.
Section 10: Advanced Features & Ethics
Q: Can a candidate interrupt the AI during the screening call?
Yes. NinjaHire uses low-latency voice processing. If a candidate interrupts with a question or needs to stop the AI, the agent will stop speaking immediately, listen to the candidate, and adjust its response naturally.
Q: What happens if a candidate gives a "fake" or "joke" answer?
The AI is equipped with AI Probing. If an answer is too short, nonsensical, or vague, the AI will politely ask the candidate to clarify or provide more detail. You can also see "Probed Scores" in your transcript to see how they handled the follow-up.
Q: Can candidates see their own Match Score?
No. The AI Fit Score, Match Score, and Assessment Rubric are strictly for the recruiter's internal use. The candidate only interacts with the outreach and the interview; they do not see your internal evaluation data.
Q: What happens if I add the same candidate to two different jobs?
NinjaHire uses Global Deduplication. If a candidate is already active in an outreach sequence for one job, the system will alert you before you add them to another. This prevents the candidate from getting multiple messages and protects your company’s brand.
Quick Troubleshooting Checklist
Search is empty? Broaden location or remove one compulsory filter.
Agent is not calling? Ensure the Sequence is Active and the candidate is in the Outreach tab.